Moving workplace? Here’s the definitive moving offices checklist

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a woman holding a moving offices checklist

The way we work has changed drastically over time. Hybrid working has become the arrangement of choice for more than 40% of businesses since 2022 with companies beginning to consider workspace environment and layout to ensure optimal performance from their employees. This step-by-step offices moving checklist is to help you achieve just that – getting rid of any added stress.

Our moving offices checklist

Whatever your reasons for moving office, it is always essential to communicate with your employees and prepare properly to ensure minimanew foffil disruption to the business.

First steps: the key considerations

Ideally, you need to begin these steps 12 to 18 months before your moving date to ensure you’re geared up for the move right from the get-go. Follow these first steps of the moving offices checklist to get an easy head start on your office relocation.

Property lease

Look at your commercial property lease. Leaving your lease early can cost you your deposit and you can also be liable for any damage caused in the moving process.

Consider your new office space

Start to think about what you want from your new office space. You need to account for the business sustainability and how much growth the business will see in the coming years. You also want to consider how you want the office to be laid out and ensure that the new office you are considering has enough space for your desired layout. You may want certain teams grouped together, shared desks for discussions etc.

IT equipment

Consider the amount of IT equipment you are moving. IT equipment is integral to a business and if you don’t plan this properly you could affect the workflow.

Logistics and planning

Decide on a dedicated planning team. It will be the planning team’s responsibility to ensure the moving process causes minimal disruption to the business and they will delegate tasks where necessary. Pick people who are well organised and experienced at managing projects efficiently.

Moving companies

Begin to shop around and get quotes from moving companies. This way you will get the best value for money. Don’t always go for the cheapest option as it is important the move goes smoothly.

Insurance

Find out if you need moving insurance for any items you are moving. If you are moving expensive items, it is critical to ensure the items are covered. Always check that your moving company is insured too. Any reputable moving company won’t have any problem with showing proof of insurance.

Budget

Think about costs. When setting your moving budget be realistic, don’t set out to spend next to nothing. Large moves aren’t cheap, if you give yourself a realistic figure then you won’t have any financial shocks in the future.

Floor plan

Once you identified an office you think is suitable obtain a detailed floor plan of the office. This is to ensure what you plan for your office will work. Measure the new office space and plan how things will be laid out.

a mover following a moving offices checklist

Six months before the office move

Once your moving date is confirmed, you need to communicate the moving date and strategy to internal and external parties. We recommend you do this 6 – 12 months before you move.

  • Contact your current landlord and property manager about the move as soon as you have the date confirmed, handing in your official notice.
  • Communicate the moving date and the new office address to all employees. Ensure all employees are aware of this and do not miss anyone out. You can also outline the reasons for moving, what benefits the move will bring and how it could affect their daily routine and workflow.
  • Create a list of people who you need to send the change of address to.
  • Communicate employee responsibilities. Make sure everyone is aware of what is expected of them in good time.
  • Decide on your office removal company and make sure that they can do the date before communicating this date to all your employees.
  • Notify any third parties who will be affected by your change of address. This could be local partners, suppliers etc.

Three months before the office move

Three months into the checklist for moving offices, you should ramp up the preparation. This involves more detailed preplanning, communication, and strategy.

  • Create a list of all your office items which you need to move
  • If you are going to need new furniture begin speaking to a furniture company or purchasing furniture and arrange a delivery date. Think about how it is going to get assembled. Will the furniture company assemble it, or will you have to get the removal company to do it? If it is the removal company, then ensure you have told them so they can include this in their price.
  • If required, then arrange temporary storage facilities.
  • Use a colour code for each department using the detailed floor plan. Allocate furniture, IT equipment, files etc. by colour.
  • Give employees a unique number and label their desk and any office equipment with this unique number.
  • Ensure the floor plan is clear and that any communal space is clearly identified.
  • Sign any paperwork, permits and licenses
  • Book parking spaces, local licenses and elevators if required.
  • Book a cleaning service for your old office and new office
  • Obtain any access codes for the premises and communicate this with the correct people.
  • Send the removal company the detailed floor plan and ensure they understand it. It is a good idea to hold a meeting with them to check they are clear on what you want.
  • Create a moving day plan to issue to all employees. This should outline exactly what they need to do prior to and on the day of the move.
  • Create a list of any emergency numbers which could be needed during the move.

Planning team responsibilities at this point

  • Ensure there is 1 employee in each team checking that their department is fulfilling their packing responsibilities.
  • Create packing procedures and decide on the new office layout.
  • Send out instructions for the new layout, parking, public transport etc.
  • Give each member their own individual moving guide. This will outline their unique number, colour code and any information about the new location.
  • Send out instructions on how employees need to label their IT equipment.
  • Remind all employees to take home their personal items.
  • Choose who will stay at the old office location until all items have been taken and who will be at the new office location to assist with directions.
  • Ensure every department has either emptied, packed or sealed their filing cabinets.
  • Check colour coded signs and desk numbers are clearly displayed in the new office.
  • Establish that any keys, access codes, tags and security information are readily available.

moving offices checklist move day

Moving day

By this point in the office relocation checklist most of the work should already be accounted for. To ensure that the move runs smoothly, you should heed the following steps.

  • Ensure that Wi-Fi is available and that telephone lines and systems are operational.
  • Organise the installation of IT equipment.
  • Confirm that there is someone there to ensure items are going to the right place and that the floor plan is followed.
  • Provide the removal team with beverages and an internal employee to direct them if needed.
  • Ensure everyone is aware of the emergency numbers and have them displayed.

Who do I need to send the change of address to?

  • Employees
  • Clients and partners
  • Insurance companies
  • Telephone companies
  • Broadband provider
  • Account department
  • Service providers and suppliers
  • Banks
  • Stationary services
  • Bottled water supplier and food supplier
  • Statutory bodies
  • Professional organisations you belong to
  • Any additional benefits your company makes use of

Budgeting your office move

Finally, budgeting your office move is tricky. You need to set a realistic budget and ensure that you do not overspend either. There are numerous business relocation costs which need careful consideration.

It is advised that you get a professional office move service when budgeting an office move as things can easily missed and you don’t want to be hit with any unforeseen costs. A professional will put together a plan for you which will entail all aspects of the move, and this will ensure you receive an accurate plan to base your moving budget on.

In a nutshell

On the whole, the earlier you begin your office relocation strategy, the easier it will be to execute on the day. You can give yourself a serious head start by anticipating any potential issues and delegating responsibilities evenly across your internal team. As long as you follow a moving offices checklist that accounts for all the and your communication is clear, everything should run smoothly.