Commercial Checklist

Checklist for Commercial or Office moves by Elite Movers in Singapore

Please take this Checklist as the starting point to build your plan and not as the comprehensive definitive list. We hope that this will assist you to make your Commercial/Office move a pleasant one.

Planning is Key

Start by appointing a Move Manager and a committee. Set the date for the first meeting and define the scope.

Do your basic home work as soon as possible;

Survey all the items that need to be moved, list them in a spreadsheet.
List all the services that you need to stop, relocate or add.
Visit the new Commercial/Office premises and obtain a dimensioned layout of the floor plan and take photographs.
Talk with all your department heads and discuss if new furniture or other items will be needed.
Will items like old files be put into alternative storage? Will old equipment be disposed and will new equipment be procured?
Call in Movers including Elite Movers and have discussions about timing, dates, access to buildings, insurance, lift and floor protection and cost.
Make allowance for restoration of you old office to how it was before you took it over
Build a plan in a spreadsheet of Project tool.
Build a budget
Report back to Management and obtain Budget approval

Planning Stage 2

Layout of the New Commercial or Office Premises and Services

Layout:

Now take a look at the furniture, file cabinets, compactors, printer desks, tables and chairs and put them on a layout plan. Tools like Viso or Word can be used to do a dimensioned diagram. If you have workstations that will be moved then these are standard sizes. However maybe that column that cannot be moved is in the wrong place for your standard furniture. It will save a lot of time in coming up to speed at the new premises if the office/desk layout is correct on the move day.

If your workspace is not entirely open-plan, you will need to construct offices, pantries, storage rooms, and meeting rooms.

Note: Included in the layout plan are the number of power points and computer connection points you require at each Workstation/Desk. For a workstation that has 1*computer, 2*screens, 1*phone, printer, a shredder, backup disk, and a fan, that is 8 power outlets. For a new installation, you should allow for 10 sockets, 2 extra. The user may also have a laptop. We would also recommend that you allow for at least two computer connection points one for the PC, one for the printer or one for the laptop.

Into this layout discussion, you can bring in WiFi for computer connection. Note that the ratio for each WiFi point is approximately 50 connections per wireless access point. However, based on your security policy you may allow each person to connect their own devices, it is not unusual for a person to have a mobile phone, a tablet, and a laptop. Therefore, each person in the company creates 3 connections to a WiFi point. Therefore, each WiFi point connects about twenty people.

Services Planning Checklist;

Service planning is important because it could set the date you can move. Some services can take approximately six weeks to change. So it a top priority to review in the Planning stage. Here is a list of services that you may or may not use depending on your circumstances:

a. Power Services
b. Phone and Fax services
c. Internet connection services
d. Copier services
e. IT services
f. Coffee Services
g. Water Services
h. Plant Services
i. Magazines and Newspapers services
j. Courier Services
k. Stationary Services
l. Refuse Collection Services
m. Cleaning Services
n. Credit Card Payment machines
o. Other

It can be time-consuming to communicate and deal with vendors, especially when changing suppliers. You may encounter long-forgotten deposits and equipment that needs to be returned.

Other items need to be planned like:
– new business cards,
– stationary
– set up arrangements with Singapore Post to redirect mail
– all your suppliers and customers need to be advised of your companies new address.

Pre move Activities in the Office

1. Staff Communication : With detailed planning substantially complete, you need to communicate the detailed Layout and any change to Services to the staff as appropriate. The timetable also needs to be communicated.

2. New Site Preparation : The new commercial/office site needs to be provisioned, which can take 2 to 6 weeks. This includes the construction of physical offices, installation of desk cabling, plumbing for the pantry, door access systems, placement of shared printers and fax machines, assembly of meeting room tables, establishment of computer closets, installation of compactors and safes, setup of video systems, and preparation of special rooms.

3. Process for Moving : Packing will likely take 2 to 4 weeks, and functions like accounting should plan for payment cycles.

4. Cleaning and Rubbish Removal Process : Companies often request employees to declutter their workspaces by discarding unnecessary or outdated files and provide trash bins or bags for disposal.

5. Staff pack up their Desk : Staff will be provided with boxes, tapes, and sticker labels. They typically requested to pack, seal, and label their boxes with some labelling system that allows the movers to deliver the boxes to their respective new desk/workstation in the new Commercial/Office premises

6. Pre Issue of access cards to the new Premises : Staff would typically be pre-issued access cards for the new Commercial/Office premises to the movers, and some staff would be requested to be involved on the day to coordinate the placement of furniture and reassembly of workstations, PCs, printers, and boxes for their department

7. Disposal Services : During this stage, you may have realized that you have equipment, furniture, and other office items, including safes that are no longer needed and need to be disposed of. You should consult with your movers; companies like Elite Movers have established processes for the destruction of disks and disposal of furniture items.

8. Pre move Communication : Update the staff with a list of contact people and their roles during the move, and provide any final details they should know.

9. Supplier Confirmation : Contact all your suppliers on your checklist about 7 days before your move. Confirm the changes and ensure that you have the correct contact details for each supplier.

10. Check installed services are working before you Move : Please ensure that the following services are operational at the new Commercial/Office premises before the move: telephone lines, fax lines, internet connection, water, and pantry. For security purposes, make sure the door access system is functioning and that all lockable doors have new locks. Also, check the operation of emergency exits and windows if applicable.

11. Mover Meeting to go over the Checklist : Meet with your movers one final time to go over your checklist and confirm access arrangements at both your current and new premises for trucks and movers’ personnel. Make sure you have a backup plan in case of a truck breakdown or lift failure. Discuss the order of the move – should equipment be transported first or the staff’s boxes? Confirm the start time at each site.

Move Day

Please ensure that individuals are present at both locations in advance to confirm the availability of the commercial/office premises, the functionality of the lifts, and the designated parking area for the trucks.
Display copies of the Layout Plan and Contact List at both locations for easy reference.
Keep refreshments readily available for your hard-working staff
Utilize your checklist to accurately measure progress.
Enjoy your Move