Facility Moves

When starting to plane for a new office space, there are several steps you need to take before you even start scoping out spaces

Think of future planning - how might your business grow for headcount
Are building amenities important
How accessible is the building for public transportation
Are you a "bring your dog to work: place?  Does the building allow for that?
If you are on a tight deadline to move in, what is the lead time for internet access. I cannot stress this item enough. Many facilities moves re derailed by waiting for a new fiber line!
The Lease

Make sure the lease clearly specifies the process for capital improvement credits - will you be reimbursed or do they pay contractors directly
Are you limited in choice for General Contractor or other service providers
Negotiate options for expansion now
Understand the contruction working hours contraints

The Build-out

Have weekly meetings with the Architect, GC and and Subs
Communicate process weekly to stakeholders and users-  a weekly email with pictures and updates will go a long way in preventing a bunch of interruptions from interested users wondering how the process is going
Order furniture early - after internet lead time, this is often one of the longest
Establish early on who the final decision maker on decorating - paint, tile, carpet etc will be. Those decisions need to be made early on to avoid delays.
Meet with your IT Stakeholder to make sure every desk will have adequate power, phone and data runs. This is an expensive fix if you don't plan well!
When you are 90% certain you will meet your target move date, confirm movers and reserve freight elevator.

The walk-thru

Try to have the "final" walk-through 2 weeks before move in to address any last minute repairs or changes
Now is the time to test internet connectivity and power

The Pre-Move

Stage as much equipment pre-move as possible. If new furniture is being installed, have it in the week before move in. 
Communicate plan with users! Make sure your plan includes enough down-time to breakdown, move, install and troubleshoot any IT issues.
Order storage crates and labels. Make sure users understand they are responsible for any and all personal effects.

The Move

Be on-site early to pack up items the users overlooked
For computer equipment get large plastic bags and label with user id and desk number and place keyboard, mice and cables in.
Make a checklist for IT to test each computer.  This should be signed off twice.
Have the office cleaned post-move, pre first day if time allows.
Post-Move

Be onsite the morning everyone is arriving at the new office
Have print outs at each desk illustrating key points - how to access the restrooms, where the nearest printer is, instructions on the new phone system, etc.
Facilitate unpacking in a timely fashion and return crates
Walk the old space to ensure everything has been emptied out
Ensure all services have been transferred or cancelled from the old space
Secure the security deposit refund

This is not a full project plan, just some important tips that will save you time and headaches. If you want help managing your next build-out or move, contact me!