Moving

ATEL Communications Checklist

Five Months to One Year Before Move Date:

• Develop a checklist of tasks and responsibilities.
• Select someone to coordinate the project.
• Select a commercial real estate expert.
• Select new location.
• Discuss project with building management.
• Develop floor plan layout.
• Develop financial budget for project.
• Select target date for move.
• Develop milestone dates for tasks.
• Communicate schedule with staff.
• Decide on tenant improvement needs.
• Begin contractor selection process.
• File for permits.
• Investigate voice and data network service options.

Two to Five Months Before Move Date:

• Decide on and contract with a mover.
• Select signage.
• Select cleaning service provider.
• Obtain change-of-address labels.
• Investigate server room requirements.
• Decide on voice and data network service provider.
• Select voice and data structured cable provider.
• Investigate communication technology options (phone system).
• Select communication technology equipment and vendors.
• Select new security system technology and vendor.
• Make final decision on layout.
• Select office furniture.

One to Two Months Before Move Date:

• Assign staff locations on floor plan.
• Dispose of or recycle whatever is not needed at new location.
• Send out change of address notices to all contacts.
• Make sure move announcement and new address/phone numbers are on website.
• Select insurance carriers and make sure you are covered for everything.
• Office equipment should be moved and reinstalled by qualified vendor.
• Obtain adequate number of keys and access cards.
• Arrange for office coffee service and vending machines.
• Update financial documents including checks.

One Month Before Move Date:

• Inventory all existing equipment and supplies.
• Tag all equipment and furniture.
• Tag all wall-mounted items.
• Obtain adequate number and types of cartons and/or crates.
• Verify new location will be ready for move.
• Install modular furniture.
• Install voice and data cable and phone system.
• Place order for all other utilities.
• Notify Post Office.
• Decide on and order new business cards and other printed materials.

One Week Before Move Date:

• Pack desks and personal items.
• Obtain current computer system back-ups.
• Dismantle modular furniture.
• Empty, defrost and clean company refrigerator.

Final Preparation:

• Develop a "coded" floor plan for the placement of items moved.
• Conduct a thorough inspection of new facility.
• Coordinate elevators and shipping docks with building management.
• Distribute new keys and access cards to staff.

Day of Move and Beyond:

• Post code-numbers on doors for movers.
• Make sure movers and others have clear access.
• Move live plants yourself.
• Create a lost-and-found location.
• Have old office space cleaned.

Beyond the Move Date:

• Obtain old keys and access cards from staff.
• Install all office art and decorative materials.
• Conduct security system and telephone system training.

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