Signing the lease is the easy part. The first week in a new office is where the small things pile up: internet that isn’t connected yet, a desk that won’t fit through the door, clients who drive to your old address.
This checklist puts those things in the order you’ll need them.
Two to three weeks before move-in
Schedule internet. If you’re arranging your own service, call as soon as the lease is signed. Installation can take a couple of weeks, and it’s the one thing you can’t work without. Ask the landlord where the service enters the building so the installer knows where to go.
Set up any utilities in your name. If the lease has you paying electricity or other utilities directly, start service for your move-in date so the lights are on when you arrive.
Get insurance in place. If the lease requires general liability coverage or asks you to name the landlord as an additional insured, call your agent now. Many landlords want a certificate of insurance before they hand over keys.
Measure the doors and hallways. Your desk fit in the room on the tour. Make sure it fits through the front door, down the hallway, and around any corners.
Plan the layout. Sketch where the desk, chairs, and shelves will go, with outlets marked. Put your desk where you can see the door, and client chairs where they’re not facing a wall.
Move-in day
Walk through with the landlord. Before you move anything in, look at the walls, floor, windows, and fixtures together. Take photos of any existing marks or damage and email them to the landlord the same day. That record protects your deposit when you move out.
Test everything. Lights, outlets, heat, air conditioning, the lock, the window latches. It’s much easier to report a problem on day one than to explain it three months later.
Get your keys sorted. Confirm which keys open what, how many copies you have, and what to do if one is lost. If you have employees, decide who gets a key.
Confirm how mail works. Find out where mail for your office is delivered and how packages are handled when you’re out.
The first week
Update your address
Your new address needs to go in more places than you’d expect. Work through this list:
- Google Business Profile. Update your address and hours. Google may ask you to verify the new location, so start early.
- Your website, including the footer, contact page, and any schema or map embeds
- Invoices, estimates, and email signatures
- Business cards and letterhead
- Your bank and payment processor
- The IRS. Businesses use Form 8822-B to report a change of business address.
- State of Michigan. If your LLC or corporation uses this address as its registered office, update it with the state’s Corporations Division.
- Professional licenses and associations that list your practice address
- Insurance carriers
- Directories and listings where clients find you, such as Apple Maps, Bing, Yelp, and industry directories
- Your clients. A short email with the new address, parking directions, and a photo of the entrance saves a lot of confused phone calls.
Set up the room
- Sound. Bare rooms echo. A rug, a curtain, and a bookshelf full of books all soften sound, which helps calls and client conversations.
- Lighting. Add a desk lamp or a floor lamp if the overhead light is harsh. You’ll spend many hours under it.
- Client comfort. A decent guest chair, a place to set a coffee, and a box of tissues if your work calls for it.
- Cable management. Tidy cords now, while the room is empty, rather than later.
Put your name out front
If your lease allows signage, order it in the first week. A nameplate on the door or a line on the building directory helps clients find you on their first visit. Check the lease, and with the landlord, before you mount anything.
After the first month
Take stock. Is the temperature comfortable? Is the internet reliable? Are clients finding you easily? Small problems are easiest to fix early, and most landlords would rather hear about them in the first month than the twelfth.
If you haven’t found your office yet, start with a tour checklist and the questions to ask before leasing. When you’re ready, request a tour.