The Complete Office Move Checklist

Moving to a new office feels like a nightmare logistical challenge. With so many different factors involved, it’s easy to believe that problems are an inevitable part of the process. However, the secret to a stress-free office move lies in thorough planning.

You shouldn’t attempt to move office in a hurry. Do it in a rush and skip the planning and you’ll feel the shockwaves for months, if not years.  Start planning now and when you’ve ticked off all the boxes in our office move checklist, you’re ready to set the wheels in motion and can look forward to a seamless relocation.

Here’s a handy checklist for your office move  –

Logistics and timing

The number one priority when you move office is to minimise any disruption to your business. Time is money and the quicker you complete a hassle-free office move, the better. You’ll have to make sure that both remote and onsite staff can continue doing their jobs without major disruption and that means scheduling the office move to happen at a time that works for your business.

You also need to coordinate carefully with everyone involved – staff, removal teams and facilities management to ensure the process runs smoothly.

When moving to new office space, you’ll need to work out how long it will take for furniture and other equipment to be shipped so that you can set up and be ready for staff to move back onsite.

Labelling and packing

While it’s not the most exciting job in the world, labelling and packing with care will save you hours and possibly a few sleepless nights. The correct labels mean that everything is categorised and accounted for thus limiting the risk of damage or loss during the move. Clear labelling also makes unpacking much easier.

Finally, descriptive labelling will let your removal team know when items must be handled with care.

Tech and IT

Extra care should be taken when moving IT equipment. Make sure that computers, servers and all devices are disconnected safely. Before you do so, check that data and files are backed up. Make sure packing cases are labelled Fragile.

Setting up a new office

Whether you’re refurbishing or moving to new office space, it’s vital to decide on the new office design and layout beforehand. Think about the percentage of staff members who spend time working at home and maximise the use of space.

Clear communication

Your teams must be informed about what’s going on with the office move. Clear communication will minimise disruption and delays while encouraging collaboration and teamwork.

Costs

Take your eye off the ball and costs can spiral when you’re moving offices. Work out the numbers from the outset and factor in some cash for contingency. Before you begin, do your research and find out the prices for office moves of your size. Identify opportunities to save where you can and get several quotes before making a final decision.

When it comes to removals, consider if you want packing done by an outside agency or whether this is better handled by teams within your organisation.

Security

Your office building could be vulnerable during the move. Do the following to keep it secure:

• Make sure all doors are locked at the end of the day
• Lock valuables in a safe place
• Check that CCTV cameras are working
• Take extra precautions for expensive equipment such as servers and computers

Unpacking and setting up

To ensure that your new office set-up is seamless, do the following:

• Position furniture and equipment before you introduce any personal belongings
• Arrange documents and files, making sure to place any paperwork in the right place to avoid chaos
• If you operate a hybrid workspace, ensure that connectivity and all remote working tools are set up

Testing and troubleshooting

Before you declare your new office space up and running, test everything.

• Check that you can access the internet. This is particularly important if you have staff who spend any time working remotely
• Test AV equipment
• Test the security systems such as CCTV cameras, alarms, etc

Timeline for an office move

It’s essential to work to a timeline to ensure your office move is as seamless as possible. Map a timeline, noting key dates and tasks before and after the move. Make sure staff are aware of the timeline and that roles have been allocated.

Here’s an example –

6 – 12 months before – decide on a budget and choose a staff member to oversee the move from start to finish. Research moving companies, read their reviews and compare prices. Get a floorplan for your new office space.

3 – 6 months before – create a checklist to be shared amongst your team. Visit your new premises and do a walk-through creating a snag list of anything that needs attention before your arrival. Notify your current landlord and facilities manager of the move and give notice. You should also notify suppliers, affiliates and any local partners.

1 – 3 months before – launch your hybrid working if you haven’t done so already, and ensure that it works. You should also begin the process of decommissioning your current workspace while ensuring that your new office is ready for your arrival.

1 – 2 weeks before – concentrate on team onboarding, packing and planning moving day logistics.

Day before – speak to the removals team and make sure they are on board with your plans and that there are no last-minute changes. Ensure that everything is ready to be shipped to your new location.

Moving day – make sure the process is supervised and that everything is packed up and transported carefully

1 – 2 weeks after the move – evaluate the move process and celebrate with staff and stakeholders

Change of address…

Don’t forget to send your change of address to the following –

• Clients
• Suppliers and service providers
• Professional organisations that you belong to
• Statutory bodies such as Companies House and HMRC
• Accounts departments
• Internet service provider
• Utilities provider
• Water and waste provider
• The local authority
• Banks and other financial institutions
• Insurance company
• Telecommunications providers
• Food or bottled water suppliers
• Stationary service
• Service companies
• The Royal Mail

Teams…

The success of your move will depend on the people responsible for overseeing it. Make sure a member of staff is in charge of overseeing packing for their department. Inform them of your agreed packing procedure and make sure they know where the new office is, whether or not there is parking available and how to reach it via public transport. These details should also go into a moving pack for each staff member.

The moving pack should let everyone know where their new desk is situated – this can be colour-coded or numerical.

Instruct employees to take their personal belongings home before moving day and decide on how you will label desktop computers, laptops, keyboards, hard drives, etc.

At least one person should stay behind and do a final check after the last removal truck has left.

Benefits of a concierge office service..

When you move into a concierge office space, you have the benefit of an onsite team to help you coordinate and finalise your move. The building will already have a range of facilities in place, available to you and your teams, from onsite security and air conditioning to treatment rooms, cycle racks and fitness centres.

Concierge office buildings all have their own unique personality and it’s down to you to choose one that reflects your business and meets your needs in terms of facilities and location.

You’ll still need to pay close attention to all the moving parts involved in an office move, but you’ll have the reassurance of a friendly voice at the end of the line once you arrive at your new location. The concierge team is there to help you settle in and there’ll be someone to support if anything goes wrong.

You can also liaise with your providers in advance and ask for your offices to be styled in a way that suits your requirements.

At One Avenue we help to create a unique office space for your business taking care to consider branding, well-being, design and company culture. All of our buildings have dual gigabit fibre meaning you will always be able to get online. Plus we take care of all your IT needs so that’s one less thing for you to worry about. We also offer a business call-handling service.

In-house engineers take care of maintenance, including electrical systems while the domestic division works hard to keep your office space clean and tidy.

With all those benefits in place, your office move is likely to be a smooth and rewarding process. For more information about our concierge offices, contact us at enquiry@oneavenuegroup.com