Things you might want to do

before and during an office relocation

Relocation Planning


1. Identify key contacts at new and old locations.

  1. Prepare a list of contact names, phone numbers, pagers, e-mail addresses, and cell phone numbers and distribute the list to all responsible parties. The list should include: University contacts that will assist your move that include:
  1. University Communications for computer and telephone support
  2. Mail Service Center for address changes,
  3. Lease or contract equipment vendors for relocation,
  4. Warehouse moving services, Engineering and Facilities,
  5. Ground and Surface transportation services.
  6. Division of Finance and Administration Offices @ Harbor View Tower.
  7. Parking Services
  8. University Records Center for record storage and archiving

3. Ensure that there will be a contact for on and off site deliveries from vendors and surface carriers and courier services.


4. Establish and inventory every telephone number to be moved.


5. Schedule a meeting or request services with the University Communications.


6. Schedule disconnects or additions of phone lines.


7..Verify telephone and data line requirements


8.  Initiate Work order request for data lines


9. Schedule activation time for new location


10. Reconfirm move date with movers.


11. Remind office personnel to back up their own files onto the network or disks before the move.


12. Check to see that service contracts on fax machines, PCs, servers, copiers, etc., are not voided if someone other than the contractor moves the equipment or preps the equipment for moving.


13. Meet regularly with facilities and engineering and planning office to ensure changes to the physical layout of the offices, furniture, and personnel are monitored.


14. Request a detailed copy of the floor plan that includes proposed furniture orientation (University Planning Office).


15. Review final space plans, including electrical and furniture placement.


16. If modular furniture is being used, run the network cabling before the furniture is installed.


17. Determine PC and printer locations in the new space.


18. Determine the location of fax machines in the new space.


19. Identify personal printers and copiers on the floor plan.


20. Evaluate cost and lead time in providing additional electrical service in the new location.


21. Test all network and phone drops as soon as possible.


22. Test all power outlets using a tester as well as plugging something in.


23. Map the locations of the new desksóor new locations of existing desksówith your office manager(s) and use a mapping tool to estimate your cable sizes to avoid too-long or too-short cables.


24. Confirm minimum requirements for the workstation installations, including room dimensions, electrical requirements, and port requirements


25. Surplus any furniture/equipment that is not in use.  Contact Property Management Department