The purpose of this document is to provide project managers and team members with an overview of the requirements for an office relocation. This office relocation plan document can also be used as a checklist in support of an existing office relocation project.1.1.
Project Management1.1.1. Procurement Management1.1.5. Quality Management1.2. Requirements Definition1.2.1. New Office Location1.2.1.1.
Customer Base Analysis1.2.1.2. Physical Office Structure1.2.2. Constraint Identification1.2.3. Staffing Plan1.3. New Office Site Selection1.3.1. Contract / Lease New Facility1.3.2. Facilities Access Agreement New Office Location1.3.3.
Notify Existing Realtor1.4. New Office Design1.4.1. Architectural Drawings1.4.1.1. Computer Room1.4.1.1.2. Product Lab1.4.1.1.3. Meeting Rooms1.4.1.1.6.
Open Areas1.4.1.1.9. Employee Areas1.4.1.1.10. Interior Design1.4.2.1. Walls / Partitions1.4.2.4. Communications Requirements1.4.3.1.
Computer Network1.4.3.1.1. Voice Network1.4.3.2.1. Security System1.4.4.1. Key Card Access1.4.4.2. Physical Security1.5. Construction Build Out1.5.1.
Planning Permission1.5.2. Bid Process1.5.2.1. Vendor Selection1.5.2.2. Vendor Contracts1.5.3. Open Accounts1.5.3.2.
Interior Construction1.5.5. Exterior Construction1.6. Communications Network Build Out1.6.1. Bid Process1.6.1.1. Vendor Selection1.6.1.2. Vendor Contracts1.6.2.
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Equipment Purchase and Acquisition1.6.2.1. Vendor Selection1.6.2.2. Vendor Contracts1.6.3.
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Internet Connectivity1.6.5. Phone System1.6.6. New Equipment Implementation1.7. Interior Design1.7.1. Furnishings and Fittings1.7.3.1. Vendor Selection1.7.3.2.
Office Move Template
New ms office interface. Vendor Contracts1.7.4. Quality Review1.8.1. Code Compliance1.8.1.1. Occupancy Certificate1.9. Existing Location1.9.1. Purchase Packing Materials1.9.2. Moving Company1.9.2.1.
Vendor Selection1.9.2.3. Staff Packing1.9.3.1. Network Hardware1.9.4. Cleaning Company1.10.New Location1.10.1. Cleaning Company1.10.2. Staff Unpacking1.10.2.1.
PC Setup1.10.3. Packing Materials Disposal / Recycling1.11.New Office Maintenance1.11.1. Sanitation Services1.12.Marketing1.12.1. Change of Address Notification1.12.1.1.
Print Media1.12.1.4. Staff Business Cards1.12.3. Corporate Letterhead and MaterialsMicrosoft Office Format of.
With the logistics and stresses of relocating an office, it’s easy to forget one simple, but important task – let your business associates, suppliers, customers and bank know that you’re moving!The traditional method of disseminating the news is through a personalised office relocation letter. Ideally, you’ll want to send the letter out at least three weeks before you move. This will give your clients and suppliers sufficient time to make a note of the change of address, and, if necessary, re-schedule any appointments.To help you ensure a smooth transition, we’ve provided a couple of tips regarding the contents of the letter. We’ve also supplied a free office relocation letter template you can customise and use.It’s worth noting that it can pay to write slightly different letters for different kinds of intended recipients. For banks and service providersKeep the letter short, sweet and fact based.
There’s no need to mention why you’re relocating, simply that you are. This type of letter is primarily to inform the bank, the city, Telkom and the ISP of your new contact details for billing purposes.
For business associatesWhen informing business associates and competitors of your new address, you’ll want to put a positive spin on the move. Tell them you are relocating to accommodate growth, not to save money. This will imply business is boomingwhether it is, or not. For customersWhen writing to your customers, focus on the advantages they’ll enjoy at the new premises. You might refer to a larger floor space, more comfortable furnishings, private undercover parking area or improved accessibility.If your business handles walk-in customers, also identify any prominent landmarks and train and bus stations located nearby. Include a map and written directions from major highways and arterial roads.
For suppliersIn a letter to your suppliers, start off by thanking them for their past services. Articulate the hope your business relationship will continue at the new premises. Assure them that it’s business as usual, but if you are downscaling, be sure to mention that fact. What else?In addition to compiling different letters for different audiences, remember to highlight your new contact details on your website and mobile app.
Also erect signage at your old offices, directing potential walk-ins to the new address.It’s a good idea to send out a follow-up email a couple of days before the move, urging recipients to update their records.Finally, invite your important clients, suppliers and business associates to an opening function at your new premises, to help ensure that your business will continue operating like a well-oiled machine. Free template: office relocation letterThe template that follows is ideal for sending customers and business associates. (Keep the letter to your bank and suppliers briefer, and end by directly asking that they update their records with your new details).
The IT department is often called upon to coordinate an internal department move, help relocate a remote office, or be involved in an entire company move. If you’re lucky, the company will hire an external project manager that coordinates office relocation projects for a living.But even if you do have an external project management company leading the move, the IT department still won’t be able to relinquish certain responsibilities required in a successful office relocation.New network configurations are required, WAN circuits may have to be coordinated, new PCs and printers may have to be purchased, configured, and installed, new phone connections set up, and so on. Mortal kombat x age rating. Any way you look at it, there will be a lot for the IT organization to worry about. To help you organize all your office relocations,.Start with a base planEvery office move will be unique, with different issues and challenges. If you’re in a large company that encounters office relocations often, it’s a good idea to have a standard office move checklist that you can pull out and customize for every new project. Having a base plan to start with will save you time and can improve everyone’s productivity.
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