Relocation Checklist
Relocating your company does not have to mean a loss of productivity or revenue. At Relofant, we guide companies through the risks and complexities of commercial real estate projects. These projects are consistently more complicated than anticipated, and require the dedicated management of many vendors, contracts, and stakeholders. At Relofant, we ensure our clients avoid the costly mistakes that are commonly accepted as part of the process by properly planning for what is to come.
Below is a sample introductory relocation checklist providing a high-level outline for the upcoming steps and procedures to consider as you begin planning and organizing your company’s relocation.
6-12 MONTHS BEFORE MOVE
- Identify a Commercial Real Estate broker with appropriate experience for your business
- Develop a Project Charter that all stakeholders agree upon
- Document the key requirements and objectives of the relocation
- Finalize commercial property Lease or purchase transaction
- Begin developing a comprehensive Move Plan and Milestone Schedule
- Engage an Architect and determine what level of design support is needed
- Finalize Construction Documents and submit for permitting if required
3-6 MONTHS BEFORE MOVE
- Contractually engage a General Contractor
- Review origin Lease with property management to define decommissioning requirements
- Complete a purge of any non-essential contents and equipment that will not be relocated
- Define requirements and generate RFPs for necessary owner’s items vendors for technology infrastructures, FF&E, move management, office services, and decommissioning
- Begin any Tenant Improvement construction efforts
- Contractually engage all required owner’s items vendors and place all necessary orders
- Draft the preliminary Move Plan and develop Execution Plans for all engaged owner’s items vendors
- Formally notify origin and destination site property management offices of key vendor activity dates as well as building access and elevator use needs
1-3 MONTHS BEFORE MOVE
- Validate Tenant Improvement completion and compliance to Construction Documents
- Verify the completion of all installations and deliveries for owner’s items
- Reconfirm Move Plan with contracted vendors, suppliers and property management
- Schedule Move Training to review the Move Plan with all impacted team members ensuring that packing and labeling responsibilities are known and Move Event expectations are established
- Develop and publish Move Map with corresponding labeling scheme
- Order any necessary marketing materials and stationery with updated address and begin notifying customers, vendors and the U.S. Post Office of impending relocation
- Confirm the planned execution of all required decommissioning activities
2 Weeks Before Move
- Finalize the Move Plan with contracted vendors, suppliers, and property management
- Host Move Training with all impacted team members and move-specific vendors
- Receive all necessary packing materials
- Walk through technology portion of the Move Plan to ensure contingency planning and
redundancies are in place
1 Week Before Move
- Reconfirm Move Plan with contracted vendors, suppliers, and property management
- Properly pack and label all items to be relocated
- Address any packing and labeling questions or concerns prior to the Move Event
- Placard the destination site with landing locations for all items and directional signage
Move Day
- Walk through origin and destination space with each move-specific vendor to re-validate the scope
and identify any preexisting damage to the facility - Monitor adherence to the Move Plan and change control processes during the Move Event
- Confirm and document any damages suffered during the Move Event
- Walk-through origin and destination space with each move-specific vendor to validate scope
completion and that proper contents and technology placement prior to vendor departure
Day One
- Ensure appropriate vendor resources are available to resolve any issues on Day One
- Create and monitor an Open Issues Log to track the resolution of any issues discovered
- Begin any required origin space decommissioning efforts
Seem a Little Overwhelming?
It doesn’t have to be. Our clients benefit from Relofant’s implementation and management of our comprehensive project plans, budgets, and risk assessments. We develop these tools to execute projects with transparency, no unplanned downtime, and less burden on internal resources. Our expertise and extensive vendor network have enabled us to successfully manage hundreds of successful projects.
Image: <a href="https://www.freepik.com/free-photo/businessman-marking-calendar-appointment_2767738.htm#query=schedule&position=5&from_view=search&track=robertav1">Image by rawpixel.com</a> on Freepik