PM Tips for office 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!
- 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
- 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.
- 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
- 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.
- 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.
- 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!