Office Decommissioning Office Checklist For Closing An Office

Whether you are closing an office, retail store, hotel, restaurant, or any kind of business, you must implement a plan to decommission office space successfully with minimal waste and maximum ROI. An office decommissioning plan creates a smooth transition for you and everyone involved with the business and avoids unnecessary costs and complications.

Office or business decommissioning involves many steps, from notifying all parties to properly disposing of assets and equipment. This comprehensive closing-an-office checklist will equip you to handle each stage of the process.

Ensure you meet all legal requirements, maintain positive relationships with employees, vendors, and partners, and effectively manage your resources. Following this business and office decommissioning guide will help you close down your business location efficiently, responsibly, and with minimal impact on your operations and reputation.

 

Office Decommission Step 1: Communicate the Closure of the Location

Notify Landlord

When decommissioning office space or a business, the first step is notifying the landlord. This first item on the closing-an-office checklist helps avoid misunderstandings or legal issues.

• Review the lease agreement for any specific terms related to termination or notification.
• Provide written notice to the landlord according to the lease terms.
• Schedule a final walk-through with the landlord to discuss any required repairs or maintenance.
• Arrange for the return of the security deposit and discuss any potential deductions.

Announce to Employees

Inform your employees about closing the office as soon as possible to manage expectations and allow them to plan their next steps. Clear and compassionate communication maintains morale and facilitates smooth transitions.

• Hold a meeting or individual meetings followed by a formal announcement to all employees.
• Have a clear plan and offers for the next steps for each employee:
  • Relocation to a new office location.
  • Options for remote work if applicable.
  • Severance packages for those who will not be continuing with the company.
• Offer support services such as job placement assistance or career counseling.
• Set up individual meetings with HR to address specific concerns and questions.

Announce to Partners & Vendors

Informing your business partners and vendors about closing an office is crucial to maintaining professional relationships and managing contractual obligations. This step ensures that all parties know about the business location closure and can make necessary adjustments to their operations.

• Create a checklist of all partners and vendors that need to be informed.
• Assign team members to communicate with each partner or vendor.
• Provide formal written notices to partners and vendors.
• Discuss any outstanding contracts or obligations and negotiate terms for termination or fulfillment.
• Arrange for the return or transfer of leased equipment or assets.

External Announcements

Public announcements inform clients, customers, and the general public about the location closure. This office decommissioning step manages your brand reputation and customer expectations.

• Plan and execute marketing emails to your customer base announcing the closure.
• Post announcements on your company’s social media channels.
• Update your company website with relevant information regarding closing the office or location.
• If applicable, place signage at the physical location to inform walk-in customers.
• Prepare a press release for local media if the location closure is significant.

Office Decommission Step 2: Make a Plan For Furniture and Assets

Proper asset and office furniture decommissioning is crucial to minimize waste and maximize the return on your assets.

Inventory For Office Furniture Decommissioning

Start by creating a comprehensive inventory of all furniture and assets. This office furniture decommissioning inventory will help you keep track of everything and make informed decisions about what to do with each item.

• Create a detailed list of all items: Include desks, chairs, electronics, kitchen appliances, decorations, and any other equipment.
• Categorize items by type and condition. This will help you assess their value and determine the best course of action.
• Tag and label each item: Use tags or labels to identify each piece of furniture and asset during the appraisal, office furniture decommissioning, and moving process.
• Photograph items: Take clear photographs of each item to document their condition and for use in appraisals or listings for sale.

Appraisal of Items for Sale

Assessing the value of your items is an important step in determining which office furniture can be sold and for how much.

• Hire a professional office furniture appraiser: If you have high-value items, consider hiring a professional to appraise them.
• Research market prices: Look up prices for similar items to understand their value.
• Create an appraisal report: Document the appraised value of each item, along with any relevant details such as brand, age, and condition.
• Identify potential buyers: Consider internal buyers (employees), local businesses, or online marketplaces where you can sell the items.

Select an Office Furniture Decommissioning Plan for Each Inventory Item

Decide what to do with each item based on its condition, value, and potential for reuse. 

• Move: Determine which items to move to a new office or storage facility.
  • Assess the cost and logistics of moving each item.
  • Ensure the new location has the space and need for the items.
• Store: For items that will be needed in the future but not immediately, arrange for storage.
  • Find a suitable storage facility that meets your needs.
  • Ensure items are properly packed and labeled for easy retrieval.
• Sell: Identify items to sell to recoup some of your investment.
  • Hire an office decommissioning company to sell the furniture
  • List items for sale on online marketplaces such as eBay, Craigslist, or specialized office furniture websites.
  • Hold an office liquidation sale.
• Donate: Consider donating to local charities or schools for items that are still usable but not worth selling.
  • Research organizations that accept furniture and equipment donations.
  • Arrange for pick-up or delivery of donated items.
  • An office furniture decommissioning company can arrange and transport the donation.
• Recycle: Items that cannot be sold or donated should be recycled.
  • Hire an office furniture decommissioning company to dismantle and transport the office furniture to the recycling center.
  • Find local recycling centers that accept office furniture and electronics.
  • Ensure items are properly disassembled and sorted for recycling.
• Dispose: As a last resort, dispose of items that cannot be reused, sold, or recycled.
  • Hire an office furniture decommissioning company to dismantle and dispose of the furniture.
  • Contact local waste management services to arrange for disposal.
  • Dispose in an environmentally responsible manner.

 

Office Decommission Step 3: Hire Decommission Vendors

Hiring the right vendors can make all the difference in the business or office decommissioning process. Each office decommission vendor plays a vital role in handling each aspect of closing an office, from moving to secure information purging.

Office Moving Company

• Research a reputable commercial moving company with office relocation experience.
• Obtain quotes and compare office moving and decommission services to find the best value.
• Schedule the move and provide a detailed inventory to the movers.

Office Furniture Decommission Seller

• Find local or online office furniture decommission sellers that buy used office furniture.
• Get appraisals and offers from multiple sellers.
• Arrange for pickup or delivery of the sold furniture.

Office Furniture Donation Recipient

• Identify potential office furniture donation recipients such as local charities, schools, or non-profits.
• Contact and arrange donations and obtain donation receipts for tax purposes.

Secure Information Shredding and Purging

• Hire a secure information purging service specializing in data destruction.
• Ensure compliance with data protection regulations and document the purging process.
• Hire a secure document shredding service that offers on-site shredding and certificates of destruction.

Junk Removal

• Find reputable junk removal services with good reviews.
• Schedule a pickup and confirm proper disposal of items.

Dumpsters

• Determine the size and number of dumpsters needed for waste disposal.
• Rent from a reliable provider and follow disposal guidelines.

Hiring the appropriate office decommission vendors can streamline the process of closing an office and handle all tasks professionally and efficiently.

 

Office Decommission Step 4: Close Accounts With Office Vendors

Closing down office operations involves carefully closing accounts with all office vendors to appropriately terminate all services and deliveries. Ensure there are no outstanding payments or obligations. In addition to notifying each vendor of the closure and terminating contracts, here are some specific steps for each:

Janitorial Services

• Schedule a final cleaning and settle outstanding invoices.

Office Supplies

• Cancel recurring orders and settle payments.
• Arrange for the return or donation of unused supplies.

Delivery Services

• Cancel scheduled deliveries and redirect incoming deliveries if necessary.

Utility Services

• Schedule final meter readings and settle bills.
• Confirm service termination and provide a forwarding address.

Maintenance Contracts

• Settle remaining payments and schedule final checks if needed.

Equipment Leases

• Arrange for the return of leased equipment and settle final payments.

Going through this closing-an-office checklist and closing each account with office vendors, you are one step closer to a hassle-free decommission. Leave no loose ends or surprise costs.

 

Office Decommission Step 5: Employee Move Out

Successfully managing the employee office moving process includes helping your team be well-prepared and organized to minimize stress.

Pre-Office Move Training for Team

Prepare your employees for closing the office by providing clear instructions and training.

• Conduct a training session to explain the moving process and timelines.
• Provide detailed guidelines on packing, labeling, and organizing their belongings.
• Distribute a move-out checklist to ensure everyone knows their responsibilities.

Employee Office Crate Packing

Equip employees with the necessary materials and instructions for packing their personal and work-related items.

• Supply packing crates and materials such as bubble wrap, paper, and tape.
• Set up designated packing stations with additional supplies and assistance if needed.
• Instruct employees to label each crate with their name, department, and new location or storage destination.
• Schedule packing days and set deadlines to pack all items on time.

 

Office Decommission Step 6: Secure Information Disposal & Purging

Carefully managing the secure disposal and purging of sensitive information is vital to protect your business and comply with data protection regulations. Proper handling of both electronic and physical documents is the best way to prevent data breaches and give yourself peace of mind.

Electronic Waste Disposal

Proper disposal of electronic devices will help avoid data leaks and ensure environmentally responsible practices.

• Ensure data wiping and destruction of hard drives and other storage devices.
• Document the disposal process with receipts and certificates of destruction.

Secure Document Shredding and Purging

Shredding sensitive documents keeps confidential information out of the wrong hands.

• Schedule shredding sessions to coincide with your decommissioning timeline.
• Ensure all sensitive documents are collected and securely stored until shredding.

Serial Number Documentation of Secure Disposal

Keep a detailed record of all items disposed of for accountability and compliance.

• Create an inventory list of all electronic devices and storage media.
• Record serial numbers and descriptions of each item.
• Document the disposal method and obtain certificates or receipts from disposal vendors.

 

Office Decommission Step 7: Liquidate & Decommission Office Furniture and Equipment

The next step is to liquidate the business’ office furniture and equipment. This office decommission step involves careful disassembly, transportation, and documentation of all assets.

De-cable Workstations

• Disconnect and organize all cables from computers, phones, and other equipment.
• Label each cable to ensure proper reconnection.
• Bundle and secure cables to prevent tangling and damage.

Furniture Disassembly

• Disassemble large furniture such as desks, shelves, and conference tables.
• Organize and label all parts to make reassembly easier.
• Store hardware in labeled bags attached to the furniture pieces.

Remove Art from Walls

• Carefully remove all artwork and decorations from the walls.
• Wrap and pack items securely to prevent damage during transport.
• Label each piece for easy identification.

Move Office Furniture and Assets

• Distribute to other offices: Identify items other office locations can use.
  • Coordinate with receiving offices.
  • Arrange transport and delivery.
• Storage: Store items that are not immediately needed but may be of future use.
  • Choose a suitable storage facility.
  • Label and document items for easy retrieval.

Office Furniture Decommissioning and Liquidation

• Sell: List items on online marketplaces or hold an office liquidation sale.
• Donate: Give away usable items to local charities or schools.
• Recycle: Responsibly recycle items that can’t be sold or donated, with particular consideration for electronic recycling facilities. 
• Dispose: Properly dispose of unusable items through junk removal services.

To ensure accountability, keep detailed records of all decommissioned office furniture and products throughout this process. You can do this by photographing each item before disassembly and transport, recording serial numbers and descriptions for all equipment, and maintaining an inventory list with notes on the final disposition (sold, donated, recycled, disposed).

By meticulously liquidating and decommissioning office furniture and equipment, you can maximize your returns, minimize waste, and have a smooth and organized decommissioning process.

 

Office Decommission Step 8: Clean the Space

Ensure that the office space is left in good condition to meet lease obligations, avoid additional charges, and maintain a positive relationship with the landlord. This office decommissions step involves thorough cleaning, repairs, and final inspections.

Restore and Repair the Office Space

Address any damages or alterations made during your tenancy to restore the space to its original condition.

• Patch and paint walls: Repair holes and repaint any marked or discolored areas.
• Fix flooring: Clean carpets or polish hard floors and repair any damage.
• Check fixtures: Ensure all light fixtures, blinds, and other fixtures are in working order.
• Address any specific lease requirements: Review the lease agreement for additional restoration obligations.

Walkthrough Inspection with Photos

Conduct a detailed inspection to document the final condition of the space.

• Schedule a final walkthrough: Arrange this with the landlord or property manager.
• Take comprehensive photos: Document the condition of each room, including walls, floors, and fixtures.
• Create a detailed report: Note any remaining issues or repairs that need addressing.
• Obtain sign-off from the landlord: Ensure they acknowledge the space’s condition and any agreed-upon deductions from the security deposit.

 

Office Decommission Step 9: Turn over Space to the Landlord or Property Manager

The final step in decommissioning is handing over the space to the landlord or property manager.

• Collect and return all keys, access cards, and fobs from employees, organizing them for easy handover. 
• Address any remaining concerns and settle outstanding issues during the final walkthrough with the landlord. 

 

Handle Office Decommissioning Like a Pro

Decommissioning an office doesn’t have to be a headache. With this thorough checklist, you can turn a daunting task into a streamlined, efficient process. Every step on this closing-an-office checklist will bring you the best ROI and avoid unnecessary waste, from notifying vendors and organizing employee move-outs to securely disposing of data and liquidating assets. 

If this process feels too overwhelming to take on alone, you can hire an office decommissioning company. Olympia Moving can not only help you plan a building office decommission but also take care of the entire process with specially trained teams that know how to break down workstations and cubicles, handle sensitive information, and responsibly dispose of materials. 

We hope this closing-an-office checklist will help you close up shop with confidence! If you need any professional support along the way, don’t hesitate to contact Olympia Moving.