QuickMove Planner

How to Use This Planner: Every move is different, but this planner lays out the key steps. Each task can be
assigned to a "Task Owner" and you can add "Comments and "Due Dates" . Major items are highlighted in Red.

For a customized version of this plan or a full move consultation, please contact Mike at mike@rofo.com

√ Task Task Owner Comments Target Due Date

Plan your space.

GETTING STARTED:
Think about how space should be organized to encourage teamwork and business
processes
Define Space needs & Create Basic "Design Program":
-List all staff / staff groups & correspond space requirements (including number of private
offices).
- List all common area requirements: Reception, Meeting Rooms, Lounges, Storage
Areas, etc.
Develop a rough budget based on needs in new space (Contact QuickMove Vendors for
early estimates)
Tour properties
Decide on space
Review current state of space and negotiate fit out allowances with landlord
Finalize lease
Get a space plan from your landlord in digital format

If your space does not require significant construction - you may skip to Carpet & Flooring Section
Architecture
Interview Architects: provide floorplans, "Design Program" and ideally photos of spaces to
emulate
Selected Architect begins design work
Check that space plan meets fire code and ADA standards
Plans approved plans to serve as basis for fit-out/furniture bids

General Contractors
Invite General Contractors to visit site for preliminary estimates
Develop Fit Out specification (Flooring , Partitions & Doors, Ceilings, Lighting, Decoration
(painting), Plumbing, Electrical)
Send construction drawings and specifications to General Contractors for quote
Select General Contractor & Agree completion schedule
Construction Commences

Flooring & Painting contractors can be managed by a General Contractor for a reasonable fee
Carpet & Flooring
Ask your landlord for a flooring allowance which you can put toward the carpet of your
choice.
Schedule walk throughs with Flooring Vendors. Provide rough estimate of square footage
& highlight any "wet areas" or special flooring requirements
Finalize Carpet / Flooring Install Date (Coordinate with Painting & Furniture
schedule)

Painters
Contact Painters
Select Painter and finalize scheduling: agree painters will return after carpet installed for
any necessary touch ups

Furniture
Prioritize furniture spend ( how important is design of office for attracting staff and
customers? Are there certain areas that need to make more of an impact? How long will
furniture need to last?)
Inventory any existing furniture to be re-used in new space & create initial list of new
furniture needed
Review options: new furniture vs. Pre-Owned vs. Rental
Contact furniture vendors to create layouts for new and existing furniture and provide
price quotes
Ask preferred furniture vendors to define "Typical" desk, chair and storage spec for easy
price comparison
Review desk lighting requirements
Review Electrical & Cabling requirements for furniture
Select furniture vendor
Finalize furniture order & Agree Installation Dates (Coordinate with Construction &
Carpeting, & Cabling Schedules)
Explore Refurbishing of existing furniture & Arrange to sell/discard obsolete furniture

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 QuickMove Planner
How to Use This Planner: Every move is different, but this planner lays out the key steps. Each task can be
assigned to a "Task Owner" and you can add "Comments and "Due Dates" . Major items are highlighted in Red.

For a customized version of this plan or a full move consultation, please contact Mike at mike@rofo.com

√ Task Task Owner Comments Target Due Date

Get Connected.
IT Consulting
Review Lease for special IT Needs including vented doors, cable riser access, etc.
(consider engaging an IT Consultant).
Determine server room layout and design
Plan network infrastructure design
Inventory existing network & computer equipment
Order new network equipment
Develop contingency plan for data comm issues during /after move
Move equipment and set up network at new location (Contact IT Consultant if assistance need)

Phone & Internet Providers

Review which Telephone & Internet providers already operate in building
Contact QuickMove Telephone & Internet Providers & request review of current bills and
usage patterns
Finalize service and bandwidth requirements

Order Voice & Data Lines (T1 or other): NOTE typical provisioning time is 6-8 weeks
Finalize Phone Numbers (main and direct dial numbers)

Phone Systems
Review phone equipment needs - is new system required or can old system be moved
Determine # of phones and other extensions required (include faxes, conference room
phones, etc)
Contact QuickMove Telephone System Partners to review Phone System and Voice Mail
Options
Evaluate case for VOIP - will likely make sense only if you are connecting multiple
locations
Select Telephone & VoiceMail system
Notify existing telecom vendor of move schedule

Phone & Data Cabling

Interview Cabling Contractors
Determine location of server room / main cabling hub
Use furniture floorplan to create outlet plan (consider extra outlets for growth and other
network equipment such as fax, scanners, printers)
Review growth needs and plan for provision of new cabling
Have cabling contractor coordinate with IT Consultant / Telephone System / Internet &
Telephone Provider
Ask furniture vendor to recommend/review power and data jack locations to insure access
to new furniture
Review placement of jacks and furniture space plan with electrician and cabler

Copiers & Printers

Inventory Existing Equipment & determine requirements for new equipment

Contact QuickMove partners for Print-Audit: determine which machines can be combined
Determine location printers /faxes / scanners /copiers at new location
Review dedicated power requirements for copiers or high volume printers
Order new printers, faxes
Arrange to sell/recycle surplus equipment

Settle In (Move Planning & Packing)

Movers
Schedule walk through existing and new facilities with movers
Confirm what is moving (furniture, equipment, etc.)
Review Access at old and new offices: doorways, elevators, and loading docks
Clarify who packs - employees, the mover, or what combination
Confirm whether moving company will move Office Equipment
Review special move requirements for any leased equipment
Select moving contractor & Book for move dates

Finalize Move Scheduling Details (coordinate with furniture, carpet install, and providers)

Move documents to prepare

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 QuickMove Planner
How to Use This Planner: Every move is different, but this planner lays out the key steps. Each task can be
assigned to a "Task Owner" and you can add "Comments and "Due Dates" . Major items are highlighted in Red.

For a customized version of this plan or a full move consultation, please contact Mike at mike@rofo.com

√ Task Task Owner Comments Target Due Date

Determine numbering scheme for offices / zones / cubicles
Create Employee List with "from" & "To" locations
Packing & Move instructions for employees (including maps)
Make individual furniture layouts for private offices as needed
Make individual furniture specialty areas ( labs, storage rooms, files areas, etc.)
Prepare Employee Welcome Packets
Create "emergency contact" list for the move

Key Planning Details

Walk through existing facility, determine requirements
Reserve elevators for the move at both buildings
Schedule electrician to cut power to cubicles that are moving
Arrange to get key for elevators, if applicable
Schedule HVAC for weekend of move
Schedule security guards for move days / notify building security
Arrange to turn off building alarm systems during move
Schedule janitorial after move - old and new location
Arrange for trash pick up immediately before the move
Coordinate move with Plant Service
Agree dates return keys, access cards
Schedule touch-up painting, carpet cleaning, of old space
Notify other service providers (UPS, FedEx)
Arrange for meals for employees, if appropriate, during the move
Schedule copy machine vendor to move copiers (to keep from voiding warranty)
Schedule service for post-move check of copiers, faxes, printers

Primary Service Provider Installations

Data / telecom cabling of new building complete
Installation of new telecom system
Installation of T-1 lines
Set up new equipment in Server Room
Painting / Construction Substantially Complete
Conduct Walk Through / Snagging with General Contractor / Painters
Carpet / Flooring Installation Complete
Begin Furniture Installation
Complete powering of cubicles and applicable furniture
Complete running cable throughout cubicles and install data/phone jacks
Connect Phone Handsets and system testing
Label fax machines and conference room phones with new numbers
Conduct walkthrough with Furniture and other vendors for final punchlist items (Furniture,
General Contractor

Packing up
Distribute packing instructions to employees & Schedule Purge Day
Conduct purge day for employees
Order paper towels, Windex, dish soap, sponge, extra waste baskets
Schedule delivery/distribution of boxes, labels, and other packing materials
Boxes, labels and packing materials delivered
Employee personal items fully packed
Pack break areas (prep refrigerators, microwaves, furniture, etc.)
Pack file cabinets, supply cabinets, mail slots
Empty and defrost refrigerator at old location
Check space for items that have been left behind to insure all good items have been
moved

Settle In (Move Day & Beyond)

Move Day
Confirm moving dates and times with moving company
Post enlarged office space maps at new location for movers
Post numbers on cubicles and offices for movers
Post furniture layouts on offices for movers
Back up computer data before move
Disconnect computer equipment
Electrician cuts power to cubicles that are moving
Existing Furniture Disassembled & Packed
Reconnect computer equipment & Network Testing (Consider IT Consultant Help)
Move in office contents/equipment

Post Move Key Tasks

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 QuickMove Planner
How to Use This Planner: Every move is different, but this planner lays out the key steps. Each task can be
assigned to a "Task Owner" and you can add "Comments and "Due Dates" . Major items are highlighted in Red.

For a customized version of this plan or a full move consultation, please contact Mike at mike@rofo.com

√ Task Task Owner Comments Target Due Date

Post-Move Help Desk
Create punchlist with Fix-It items
Create Lost and Found area
Identify location to collect empty boxes
Welcome to New Building celebration
New Building Orientation
Telephone system training - employees
Put up sign at old location saying you moved
Movers pickup empty boxes one week after move

Follow Up:
Complete and file all warranty information for new furniture / equipment
Update website with new contact information
Remove room numbers and labels from all furniture and equipment
Ensure that all building maintenance has been scheduled
Periodically visit old site to pickup mail
Arrange for the touch-up/repair of anything damaged in the move
Review/approve contractors invoices
Schedule training for security, fire, and life safety for new building
Update fixed asset accounting system for new furniture/ equipment
Update asset tags on furniture

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 QuickMove Offers
Be sure to ask all providers for special offers and discounts for Rofo Customers.
Questions? Contact: rachel@rofo.com

√ QuickMove Partners Special Offers Details

Furniture
The SteelCase Store Free Space Planning
http://store.steelcase.com/go/rofo 10% Off Any purchase under $5K
20% Off Any purchase over $5K

Web Hosting
Softlayer.com
George Karidis
(214) 4420625
gkaridis@softlayer.com

Phone & Internet Providers

XO Communications
Mark Chartier Special Pricing on Converged Voice over IP
service: combines voice, Internet access, and web
925-807-1730 hosting at 1.5 Mbps. Install Fees waived with 24
Mark.Chartier@XO.com Mth commitment

Cbeyond Communications
Greg Clay $100 Rebate for Rofo customers. Plus
866-424-5544 Cbeyond service LA, Orange County, San Diego
Cbeyond will waive installation charges and
and other Southern California Cities
Greg.Clay@cbeyond.net provide up to $495 in service credits.

Movers
Graebel
Kian Holstead Free site survey and estimate
(800) 373-6552 within 24 hours of your call. 
kholstead@graebel.com

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