Planning an office move requires meticulous organization and coordination to ensure a smooth transition for your business. From pre-move preparations to post-move follow-up, each step plays a crucial role in minimizing disruptions and maximizing efficiency. In this guide, we’ll walk you through a comprehensive checklist divided into key phases, spanning from the initial planning stages to the final post-move tasks. Whether you’re relocating to a new office space or upgrading your current facilities, this checklist will help you stay on track and execute a successful office move.

At the end of the article, you will find a printable checklist covering every aspect of the office move, from pre-move planning to post-move follow-up.

Pre-Move Planning (3-6 Months Before Move):

1. Appoint a Move Coordinator:
   • Designate a team or individual responsible for coordinating the move. This person will oversee all aspects of the relocation process.
2. Establish Budget:
   • Determine the budget for the move, including costs for packing materials, transportation, new office setup, etc.
3. Create a Timeline:
   • Develop a detailed timeline outlining key milestones and deadlines for each phase of the move.
4. Select a New Location:
   • Identify and secure a new office space that meets the needs of the organization.
5. Hire Movers or Plan Internal Resources:
   • Decide whether to hire professional movers or utilize internal resources for the move.
6. Notify Stakeholders:
   • Inform employees, clients, suppliers, and other relevant stakeholders about the upcoming move.
7. Create Floor Plan:
   • Develop a floor plan for the new office to ensure a smooth transition and efficient layout.
8. Order Branded Swag:
   • Order branded swag such as notebooks, mugs, and pens for employees to enhance team spirit and excitement about the move.

Logistics and Coordination (1-3 Months Before Move):

1. Inventory and Declutter:
   • Conduct an inventory of office furniture, equipment, and supplies.
   • Dispose of or donate any unnecessary items.
2. Order Packing Supplies:
   • Purchase packing materials such as boxes, tape, bubble wrap, and labels.
3. Develop Engaging Communication for Employees:
   • Create engaging and informative communications to keep employees informed and excited about the upcoming move.
4. Update Contact Information:
   • Update business cards, letterheads, and online listings with the new address.
5. Coordinate IT and Telecom Services:
   • Arrange for the transfer of internet, phone, and IT services to the new location.
6. Schedule Utilities Setup:
   • Arrange for utilities such as electricity, water gas to be set up at the new office.

Final Preparations (1 Week Before Move):

1. Finalize Packing:
   • Complete packing of all remaining items, labeling boxes with destination rooms.
2. Coordinate Moving Day Logistics:
   • Confirm the schedule with the moving company or internal team.
   • Arrange for parking and building access at both locations.
3. Communicate Moving Day Instructions:
   • Provide employees with detailed instructions for moving day, including packing personal items and labeling desks.
4. Send Teaser Emails to Employees:
   • Send emails to employees teasing perks and new amenities in the new office to build excitement.

Moving Day:

1. Supervise Moving Process:
   • Oversee the moving process to ensure everything goes according to plan.
   • Address any issues or concerns that arise during the move.
2. Set Up New Office:
   • Direct movers or internal staff to unload and set up furniture and equipment in the new office.
   • Verify that everything is in the correct location according to the floor plan.
3. Prepare Office for Employees:
   • Set up cute presents for desks or decorations to welcome employees to their new workspace.
4. Celebrate with employees:
   • Celebrate the successful move with employees and distribute presents to boost morale and foster a sense of appreciation.

Post-Move Follow-Up:

1. Unpack and Organize:
   • Unpack boxes and organize items in their designated locations.
   • Set up workstations and common areas according to the planned layout.
2. Address Any Issues:
   • Address any issues or concerns that arise after the move, such as missing items or equipment malfunctions.
3. Update Documentation:
   • Update internal documentation, such as employee directories and office manuals, with the new office information.
4. Evaluate and Improve:
   • Conduct a post-move review to identify lessons learned and areas for improvement for future office moves.

Download a printable checklist for your next move: