Office Opening Checklist

OFFICE OPENING PHILOSOPHY

New Location Planning

OFFICE OPENING FUNDAMENTALS

WHEN TO OPEN AN OFFICE:
☐ Local team size justifies it (5-10+)
☐ Customer proximity needed
☐ Talent attraction advantage
☐ Remote not working for function
☐ Culture/collaboration needs
☐ Legal/compliance requirements

OFFICE OPENING MISTAKES:
☐ Too much space (optimistic)
☐ Too little space (no growth room)
☐ Wrong location (employee access)
☐ Missing compliance (local laws)
☐ Tech infrastructure overlooked
☐ Underestimating costs
☐ No opening day plan

SPACE PLANNING GUIDELINES:
Per employee: 100-150 sq ft
Growth buffer: 25-50% extra
Lease term: 2-3 years (shorter if early)
Subleasing: Allow in lease if possible

KEY DECISIONS:
☐ WeWork/flex vs. traditional lease
☐ Urban vs. suburban
☐ Size and growth room
☐ Build-out requirements
☐ Technology needs

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OFFICE CHECKLIST

Comprehensive Office Opening Checklist

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OFFICE OPENING CHECKLIST
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T-120 TO T-90 DAYS: PLANNING
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NEEDS ASSESSMENT:
☐ Define headcount plan (now + 2 years)
☐ Identify must-have vs. nice-to-have
☐ Define location criteria
☐ Set budget parameters
☐ Assign project lead

LOCATION CRITERIA:
☐ Proximity to employees (commute analysis)
☐ Public transit access
☐ Parking availability
☐ Nearby amenities (lunch, etc.)
☐ Safety/neighborhood quality
☐ Building quality and image
☐ Expansion flexibility

SEARCH PROCESS:
☐ Engage commercial broker (optional)
☐ Identify 5-10 options
☐ Shortlist 3-5 for tours
☐ Tour with 2-3 team members
☐ Get initial proposals
☐ Negotiate terms
☐ Select final option

LEASE NEGOTIATION:
☐ Rent per sq ft competitive
☐ Build-out/TI allowance
☐ Free rent period (1-3 months)
☐ Term length appropriate
☐ Sublease rights included
☐ Termination/exit clauses
☐ Renewal options
☐ Operating expense caps

T-90 TO T-60 DAYS: LEASE & DESIGN
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LEASE FINALIZATION:
☐ Final lease reviewed by legal
☐ Security deposit arranged
☐ Lease signed
☐ Insurance requirements met
☐ Move-in date confirmed

SPACE PLANNING:
☐ Floor plan finalized
☐ Workstation layout
☐ Meeting room locations
☐ Phone/focus rooms
☐ Kitchen/break area
☐ Reception/welcome area
☐ Storage needs
☐ Server/IT room

BUILD-OUT:
☐ General contractor selected
☐ Permits pulled (if needed)
☐ Construction timeline
☐ Paint colors selected
☐ Flooring decisions
☐ Lighting plan
☐ HVAC adequate

FURNITURE PLANNING:
☐ Desk/chair selection
☐ Meeting room furniture
☐ Reception furniture
☐ Kitchen appliances
☐ Lounge/break furniture
☐ Orders placed

T-60 TO T-45 DAYS: LEGAL & HR
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BUSINESS REGISTRATION:
☐ Business license obtained
☐ Address registered with state
☐ Local permits/certificates
☐ Fire/safety compliance
☐ ADA compliance verified

TAX SETUP:
☐ State tax registration
☐ Local tax registration
☐ Payroll tax setup
☐ Sales tax nexus addressed

INSURANCE:
☐ Property insurance
☐ General liability expanded
☐ Workers comp updated
☐ Certificate of insurance to landlord

HR/EMPLOYMENT:
☐ Employment law review (state)
☐ Required posters ordered
☐ Employee handbook updated
☐ Benefits/payroll updated

T-45 TO T-30 DAYS: INFRASTRUCTURE
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TECHNOLOGY:
☐ ISP selected and installed
☐ Network infrastructure
☐ WiFi setup and tested
☐ Phone system/VoIP
☐ Video conferencing
☐ Printers/copiers
☐ Server room setup
☐ Backup power (UPS)

SECURITY:
☐ Access control system
☐ Key cards/fobs ordered
☐ Security cameras (if needed)
☐ Alarm system
☐ Fire/smoke detectors
☐ Emergency exits marked
☐ First aid kit
☐ Fire extinguishers

FACILITIES:
☐ Utilities in company name
☐ Cleaning service arranged
☐ Plant service (optional)
☐ Snack/coffee service
☐ Recycling/waste service
☐ HVAC maintenance contract

T-30 TO T-14 DAYS: SETUP
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FURNITURE & EQUIPMENT:
☐ Furniture delivered and assembled
☐ Desks and chairs placed
☐ Meeting rooms equipped
☐ Kitchen set up
☐ Signage installed
☐ Art/decoration placed

TECHNOLOGY TESTING:
☐ All workstations connected
☐ WiFi tested throughout
☐ Video conferencing tested
☐ Phones working
☐ Printers accessible
☐ Network security verified

SUPPLIES:
☐ Office supplies stocked
☐ Kitchen supplies stocked
☐ Bathroom supplies stocked
☐ First aid kit complete
☐ Cleaning supplies

T-14 TO T-0: LAUNCH
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COMMUNICATION:
☐ All-hands announcement
☐ Address/directions shared
☐ Parking/transit info shared
☐ Access instructions sent
☐ FAQ document prepared

TEAM PREPARATION:
☐ Move logistics coordinated
☐ Desk assignments shared
☐ Key cards distributed
☐ Orientation materials ready
☐ IT support available

OPENING DAY:
☐ Early arrival for setup
☐ Welcome signage
☐ Breakfast/coffee ready
☐ Tours provided
☐ Tech support on-site
☐ Celebration/recognition

Office Opening Timeline

Phase	Timing	Key Activities	Owner
Planning	T-120 to T-90	Location search, lease	HR/Ops
Lease & Design	T-90 to T-60	Lease sign, plan space	HR/Ops
Legal & HR	T-60 to T-45	Registration, compliance	Legal/HR
Infrastructure	T-45 to T-30	Tech, security, facilities	IT/Ops
Setup	T-30 to T-14	Furniture, testing	Ops
Launch	T-14 to T-0	Communication, opening	All

Office Opening Budget Template

Category	Budget	Actual	Notes
Lease deposit	$	$
Build-out/TI	$	$
Furniture	$	$
Technology	$	$
Security	$	$
Supplies	$	$
Professional fees	$	$
Moving costs	$	$
Contingency (10%)	$	$
TOTAL	$	$

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