This useful checklist serves as a guide for managers of business relocations – before, during and after the move!
Organisation
- Set the date or period for the move.
- Appoint a project manager/team and provide them with all the necessary competences.
- If necessary, call in external advice and planning.
- Inspect and list all premises at the old and new location.
- Inform the persons responsible for IT and telephone systems regarding planning and preparation.
- Draw up an inventory of all objects to be transported (what is in which room).
- (Helpful for the internal overview but also, for example, for requesting a quotation from removal companies).
Planing
- Check the new tenancy agreement carefully, possibly have it checked by a specialist.
- As soon as the new tenancy agreement has been concluded, cancel the old one in due time and form.
- In the case of new buildings, discuss the final fittings with the management (fitted carpets, paint, sockets, aerial and telephone connections).
- Hire a removal company. Have the order and exact date confirmed in writing.
- Commission a cleaning company. Have the order and exact date confirmed in writing.
- Organise the sale (e.g. to employees) of existing furnishings.
- Order new furnishings and have them delivered to the new business address. Have orders and delivery dates confirmed in writing.
- Prepare layout with furniture placement plan of the new location.
- Have items in need of repair sent for repair and delivered directly to the new address.
- Waste: clear out business, office, ancillary rooms, storage and archives; organise removal. Tidy up rooms where this obligation is contractually stipulated.
- Check insurance, adjust the scope of cover of the furniture insurance if necessary; report changed structural conditions where required by the policy.
1 Month before the initial move
- Post office
- Bank(s)
- Municipal utilities
- Electricity works
- Gas works
- Waterworks
- Magazine and newspaper subscriptions
- Service subscriptions
- Telephone/internet provider (specify move date!)
- Instruct the HR department to inform all contact addresses in their area of responsibility about the new address (AHV, insurance companies, authorities, etc.)
- Instruct the purchasing department to inform all contact addresses in its area of responsibility of the new address (suppliers, directories, etc.).
- Instruct the accounting department to inform all contact addresses in their area of responsibility of the new address (tax office, VAT, authorities, transfer orders, etc.).
- Instruct the management to inform all contact addresses in their area of responsibility of the new address (partners, employees, etc.).
- Instruct Marketing to inform all contact addresses in its area of responsibility about the new address and to adapt publications (customers, company documents, stationery, business cards, labelling, website, telephone entries, stamps, company signs, advertisements, etc.).
Sequences and packaging organisation
- Organise sufficient packaging material.
- Determine the relocation sequence (department, workstations).
- IT with all servers and stations
- Telephone system with all telephones.
- Archives and storage
- Personal files of each employee
- General files
- Personal furniture of each employee
- General furniture in the corridors
- General furniture in meeting rooms
- General furniture at reception
- Plants throughout the building
- Supplies (toner, paper, writing materials, toilet paper, etc.).
- Copiers and general equipment (drinking stations, laminator, etc.).
- Special cabinets (fire protection cabinets, safes, etc.).
- Reserve furniture (stored in the magazine)
- Furniture that is to be disposed of
- New furniture, new appliances, etc.
- Sensitive material, data, equipment
2 Weeks before the initial move
- Ensure access and internal transport routes (access and use of the ramp, stairwell, lift, etc.).
- Reserve a parking space for the transport vehicle (with the caretaker, property management or – if on public land – with the police). At the old and new location.
- Check the keys using the rental agreement or a separate key list.
- Organise keys for goods and passenger lifts for the day of the move. (Missing keys for lifts cause unforeseeable expenses and costs).
Personnel planning and deployment organization
Which employees are not needed on the day of the move or only have to come to work at a certain time or not at all?
Which people have additional tasks?
Which files do not need to be moved? Who destroys the files?
Inform all employees about when which workplace must be cleared and packed and who can start again at the new location and when.
Inform all employees when what will no longer be available (IT, telephone) and when it will be available again.
Inform all employees who is the contact person for which area/department.
Inform all employees where packing material can be obtained (storage location).
Advise all employees to make an inventory of the boxes and containers they pack themselves.
Inform all employees that no private transport or private deliveries should be made on the day of the move, as the lifts are reserved for the removal staff.
Inform all employees or the responsible department/person to switch off and disconnect all equipment such as PC stations, photocopiers, printers, fax machines etc. in good time – all cable connections must be unplugged. (Moving personnel are not permitted to switch off running systems or unplug cables).
Create access regulations. Organize key or batch handover.
Create a car park list. Who gets which car park at the new location?
Define parking bans (space for removal vans etc.)
Issue labelling regulations for all furniture, boxes and equipment. Distribute labels to employees.
Labelling tips
Assign a color to each building / floor / room. (Our – Helvetia – labelling labels are available in 8 colors: Blue, green, yellow, orange, red, purple, grey and black.
Create a floor plan of the new location.
Create office and room plan of the new location.
Create a furniture layout plan for each office/room – allocate a unique place to each piece of furniture.
Mark all furniture, boxes and other removal goods with a clearly labelled label in the allocated color. (Floor and office no. of the new location!)
At the new location, mark the various rooms on the door frame with the assigned label color and hang up the corresponding furniture layout plan.
One Week before the initial move
Discuss details regarding the delivery date with the hire company. Inform the transport and cleaning company of any changes.
Label fragile removal goods separately.
Store and transport dangerous removal goods (e.g. poisons, weapons, ammunition) separately.
Dismantle furniture where this is not done by the transport company. Pack small metal parts, screws etc. in plastic bags and label them clearly.
Organise coverings for any delicate floors at the old or new location or advise the removal company to take appropriate material with them on the day of the move.
Within the last two days before the move / packing tips
Pack valuables, confidential documents, sensitive data or money separately and transport them personally, possibly store them temporarily (bank safe).
Workstations: Clear out everything, secure drawers, label them.
Filing cabinets, racks: clear out everything, remove shelves, label. (Use the special hanging file box for hanging file folders).
Cardboard boxes: Tape the bottom well, do not overload, keep handles free, distribute weight, pack contents in such a way that no damage can occur, seal lids with adhesive tape and label.
Container: Do not load beyond the edge of the container (otherwise it can no longer be stacked!), keep handles free, distribute weight, pack contents in such a way that no damage can occur, label.
Computers: Log off from the system and switch off. Disconnect peripheral devices and accessories, roll up cables, label them.
Cables: Empty the cable duct, roll up all cables, label if necessary and pack in a box/container.
Keys: Please leave all keys in the box! As soon as the furniture is ready for transport, the removal staff will lock the cupboards and drawers and attach the keys to the furniture.
Pictures: Simply leave larger paintings hanging and label them. The pictures will be taken down and packed by the removal staff. (If desired, they can also be unpacked and hung up again).
Plants: Do not water before moving. If possible, cut back and tie branches of large plants together. (Put smaller pots together in a cardboard box/container).
Fragile items: Pack loose glass plates, mirrors and pictures yourself with bubble wrap or notify the removal company accordingly.
“General goods”: Also prepare commonly used furniture and pack general files.
Disassembly and assembly of furniture: Unless otherwise agreed, this will be carried out by the removal staff. (Also USM furniture!)
Copiers: Have the service fitter prepare them for transport.
Block off the car park for the transport vehicle on the evening before the move. At the old and new location.
Prepare catering, including drinks, for the day of the move.
Tip: Take the opportunity to empty the furniture and clean it now.
Provide cleaning materials and rubbish bags separately.
On the day of the initial move
Non-slip shoes and suitable clothing reduce the risk of accidents
Check car park for train car. Keep access routes clear. Explicitly point out fragile, sensitive and dangerous objects to the team.
Report any defects or damage to the transport manager immediately.
Affix company signs to the letterbox and door.
To be on the safe side, note down the meter readings yourself (electricity, gas, possibly heating and hot water).
Handing over the old business premises: Fill out a complete handover protocol with the landlord and only sign what actually applies.
Returning the keys: This represents the return of the rented property. After this, the tenant no longer has any right of access. Not even for repairs or cleaning work.
Takeover of the new business premises: Fill out a complete takeover protocol with the landlord and only sign what actually applies.
In the first few days at the new place
To be on the safe side, make a note of the meter readings yourself (electricity, gas, possibly heating and hot water).
Report any damage to the removal goods to the transport company in writing and by registered mail within 3 days.
Inspect everything carefully at the new location, check that it is in good working order and, if necessary, send a list of defects to the administration by registered post.