OS Colliers Office tenant guide

Colliers

Occupier Services

Pre‑move general

Moving day

3 Arrange with the building manager to have the air-conditioning in operation during the move 3 Remove computer equipment (server) and phone system prior to arrival of movers and commence reinstallation at new site 3 Draft an emergency contact list for vendors, such as lift maintenance, building management, utilities, telecommunications and moving company

3 Pre-book lifts and loading docks for moving day

3 Credit account and credit cards/ insurance companies

3 Tender and award moving contract

3 Accounts receivable/payable

3 Tender and award telephone and computer cabling

3 Newspaper and magazine subscriptions

3 Inventory existing furniture

3 Hold a meeting at new premises three weeks prior to move. Bring all parties involved (design/ construction/mover/cabling company/ IT specialist) to ensure all details are covered off and all responsibilities clear 3 Schedule public relations effort, including plans for news releases, articles, ‘office-warming’ parties, etc. 3 Change locks/access codes on new premises as close to moving day as possible to secure access

Preliminary 3 Finalise lease for new location

3 Code furniture/equipment on a colour-coded floor plan

3 Pre-order any new office furniture and equipment

3 Notify present landlord of termination date

Post‑move

3 Order new stationery

3 Advise staff of date and location of move 3 Engage designer for new premises (if required)

3 File change-of-address forms with post office and forward mail

3 Reinstall and test telephone system

3 Distribute new phone list and map showing location of departments

3 Check your insurance coverage for the move

3 Decide on security procedures for the move

3 Reinstall and test all computers

3 Confirm the certificate of occupancy and any other required permits or licenses have been obtained 3 Advise specialty suppliers (telephone, bottled water, coffee service, etc.) of new address 3 Moving notices to banks and financial institutions, clients and customers, clubs and organisations, telephone company, etc.

3 Arrange for listing on lobby directory

3 Do a detailed walk-through of the premises and report any damage to moving company

3 Transfer your insurance to the new location

3 Obtain certificates of insurance from your insurance company

3 Reconfirm the termination of old leases and the return of security deposits 3 Collect parking passes, security cards and keys for the old facility as well as confirm the return of any deposits held by the landlord for these items

3 Photocopiers

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