How to Plan and Execute a Smooth Office Move

Introduction

Relocating an office is no small task. From IT setups to heavy furniture, every detail matters. A successful move depends on careful planning, open communication, and using the right equipment. This guide blends industry insight with practical steps to help your business coordinate a smooth, low-stress relocation.

Applications

This guide applies to common office relocation scenarios, including:

Small and medium-sized business moves
Phased relocations where departments move in stages
Hybrid-working setups needing flexible layouts
Downsizing to smaller premises
Expanding into larger or multi-site offices

What’s in this article:

Quick Questions & Answers
Summary & Quick Checklist
Step 1: Define the Plan and Objectives
Step 2: Build Your Office Moving Checklist
Step 3: Use the Right Moving Equipment
Step 4: Move Heavy Items Safely
Step 5: Communicate and Coordinate
Useful Equipment
Common Pitfalls & How To Avoid Them
Further Reading
FAQs

Quick Questions & Answers

Q: What’s the first step in an office move?
A: Appoint a move lead, set clear goals, and map out timelines early.

Q: How do you reduce disruption to staff?
A: Communicate often, phase packing sensibly, and provide clear desk-to-new-desk mapping.

Summary & Quick Checklist

6 months out: Decide objectives, appoint move lead, shortlist vendors.

3 months out: Confirm new lease, new office design layout, notify suppliers/clients/bureaucracy.

1 month out: Finalise packing plan, update addresses, redirect mail.

1 week out: Complete packing, confirm movers, test IT backups.

Move day: Supervise move, manage access, update insurance.

Post-move: Audit, feedback, decommission old site.

Cost & Budgeting Breakdown

Typical move costs include:

Professional movers
Insurance – both buildings and contents policies
Cleaning and decommissioning old premises
Fit-out or minor refurb of the new office
IT relocation or upgrades
Temporary storage, or hiring specialist rental equipment
Hidden extras such as permits, parking, or overtime charges

Set a budget and add 10–20% as a contingency to avoid surprises.

Don’t Forget – Quick Checklist

Meter cupboard keys & readings
Goods lift booking times and permits (if booking is required in your new multistorey building)
Risk Assessment & Method Statement (RAMS)
Mail redirection
Insurance switch on move day
Access cards and security passes
Flag awkward/heavy items to movers early

Start early, appoint a move lead, and keep staff informed. Build a checklist, colour-code equipment, and phase your packing. Use the right equipment to avoid injury and protect assets. Plan time for IT setup, cleaning, and staff orientation in the new space.

Step 1: Define the Plan and Objectives

Why are you moving? Growth, downsizing, or better facilities all shape the plan. Set priorities and timelines that match your goals.

Appoint a move lead or committee (include IT, HR, Facilities) to improve buy-in and execution. Announce the move early, explain benefits, and hold Q&A sessions.

Build in time (10–20%) and cost (10–15%) buffers. Complete a simple risk assessment to identify trip hazards, shared-building access issues, and manual handling risks.

Also treat relocation as a strategic opportunity: consider workplace culture, hybrid work patterns, sustainability goals, and staff wellbeing in the new space. Use the move to improve flexibility, daylight access, ventilation, and collaboration zones.

Staff Morale & Change Management

Running Q&A sessions and involving staff in layout decisions
Providing clear desk-to-desk maps
Offering small move-day packs (labels, snacks, welcome note)
Keeping staff informed of progress through regular updates

Roles & Responsibilities

Move Lead – overall coordination, vendor liaison, risk management
IT – backups, cabling, reconnection, asset tracking, chain-of-custody
Facilities – access, goods lift bookings, compliance documents, PPE, floorplans, signage
HR/Comms – staff updates, change management, morale support
Finance – budget control, purchase orders, insurance switch, deposits

Office Design Considerations (Beyond the Move)

Relocating isn’t only about shifting desks and servers — it’s a chance to rethink how your space works.

Workflow & Layout: Position teams for natural flow, manage noise zones, and provide adequate storage.
Hot Desking & Multiuse: Consider flexible desk booking systems and spaces that double as meeting, training, or breakout rooms.
Styling & Brand Identity: Use colours, graphics, and furniture choices to reflect your company brand.
Biophilic Design: Add plants, maximise daylight, and use natural textures to improve wellbeing.
Wellbeing & Ergonomics: Include height-adjustable desks, quality seating, quiet zones, and collaborative hubs.

Office Design is a large field in its own right, but noting these aspects now helps you make the most of a new space.

Q: How can office design improve productivity?
A: A well-designed office boosts workflow and wellbeing. Flexible layouts, natural light, plants, and ergonomic furniture help staff focus, reduce stress, and collaborate more effectively.

Step 2: Build Your Office Moving Checklist

Estimated effort: 2–5 days prep

Compare the size and layout of the new office to decide what to keep, replace, or purchase.

Use a shared online checklist to track tasks like IT setup, keys, and lease handovers. Break packing into three waves:

Early-pack: rarely used items
Mid-pack: useful but not essential
Final-pack: daily-use items

Map both origin and destination — showing where desks, crates, and equipment should go. Colour-code or barcode items to reduce confusion.

If moving in phases, coordinate utilities and services so staff can continue working. Declutter as you go — recycle or donate unwanted furniture and broken equipment.

Don’t forget address and branding updates: update websites, invoices, letterheads, and notify banks and suppliers. Redirect mail and update signage. At the old site, fully decommission by removing signage, fixtures, and unused cabling, restoring walls and carpets to meet lease obligations.

Accessibility & Inclusion

Ensure the new space meets accessibility standards. Book goods lifts and ramps for move day, and plan for inclusive design such as quiet spaces, appropriate lighting, and accessible restrooms.

Move-Day Comms Pack

Prepare a kit including:

Door and corridor signage
Colour-coded desk labels
QR-linked floorplans for easy navigation
Welcome desk cards
Wi-Fi details sheet
QR code for staff to report move-day issues

(Future-you will thank present-you for labelling every cable and crate clearly — it prevents hours of confusion on move day.)

These tasks can feel overwhelming, but grouping them into clear categories — packing, communication, and decommissioning — helps teams stay on top of the detail without missing key steps.

Packing tasks: Early‑pack, mid‑pack, final‑pack, and mapping.
Communication tasks: Inform staff, clients, suppliers, and movers.
Decommission tasks: Declutter, recycle, remove signage and fixtures.

Step 3: Use the Right Moving Equipment

Estimated effort: 1 day equipment setup

Additional equipment tips:

Ribbed rubber tops on dollies & trolleys help prevent slippage.
Rubber-edge bumpers protect walls and door frames.
Check load ratings
Choose carpeted vs rubber-topped platforms depending on item finish.
For niche items, consider specialist skates such as piano skates with fixed or swivel wheels.

Protect staff and assets by investing in proper gear:

Furniture skates and trolleys reduce strain when moving desks, AV units, or filing cabinets.
Carpeted or rubber-topped skates protect surfaces.
Skates & dollies help navigate corners and narrow spaces.
Removal blankets shield furniture from scratches.
Provide PPE such as gloves, high-vis vests, and safety footwear for shared corridors and high-traffic areas.

Handle tech with extra care: photograph cable setups, label every cable, and use anti-static wraps for servers and PCs.

Secure data handling

Back up critical files before moving servers and PCs.
Shred or securely dispose of old documents.
Wipe hard drives before recycling equipment.
Track chain of custody for sensitive assets during transit.

Tech Future-proofing

An office move is an ideal time to review technology:

Assess bandwidth and upgrade internet service if needed
Install or upgrade cabling and power distribution
Plan hybrid meeting rooms with video conferencing support
Review IT scalability to support future growth
Plan hybrid meeting readiness: consider placement of cameras, microphones, and speakers, plus acoustic treatments for clear audio.

Using the right kit isn’t just about efficiency — it’s about protecting staff from injury and safeguarding valuable assets.

Step 4: Move Heavy Items Safely

Manual handling injuries are a leading risk in relocations. Always use lifting aids, trolleys, and professional-grade skates and dollies.

Wrap items fully to avoid trip hazards. Never tape directly onto surfaces — use blankets and straps instead.

Expand safety by using:

Sack trucks and hand trucks for vertical lifts
Hoists or lift tables for very heavy equipment
Team lifts with a clear leader to coordinate
Training staff on safe lifting techniques
A ‘buddy system’ so no one lifts alone
Always check weight ratings of aids before use and ensure PPE is worn.

Step 5: Communicate and Coordinate

Estimated effort: 1–2 days coordination

Notify clients and key suppliers of the move dates and any temporary service impacts.
Tell your movers about awkward or especially heavy loads in advance so they can bring the right kit.

Label everything clearly: crates, cables, and furniture. Pre-arrange building access, parking bays, and loading times with building managers.

After the move, allocate time for IT reconnection, adjusting furniture, and welcoming staff. Include your IT team in troubleshooting.

At the old office: remove signage, patch walls, clean carpets, and complete lease return requirements. Record meter readings, return cupboard keys, and hand over access cards.

Vendors & Contractors

Choose providers carefully. Assess movers, IT contractors, and cleaners on:

Proven experience with office relocations
Insurance coverage
References and reviews
Capability to handle specialist IT moves
Backup plans in case of disruption

Post-Move Audit & Feedback

After relocating, conduct a walk-through, log damage, and confirm furniture placement. Gather staff feedback, resolve issues, and adjust as needed. Consider a small launch event to celebrate the transition and boost morale.

Permits & Building Rules

Confirm loading bay permits and time slots
Book building access (and check capacities of any goods lifts)
Arrange out-of-hours access if needed
Submit compliance documents to building management if required
Ensure contractors have temporary security passes

Internal Comms Plan

Keep staff in the loop with:

Regular email updates leading up to the move
Posters and signage in both old and new offices
Updates on the company intranet or Slack/Teams
Daily briefings during move week

30-Day Review
After settling in, conduct a follow-up survey and performance review. Check IT uptime, measure staff satisfaction, and compare actual vs. budgeted costs to learn for future moves.

Useful Equipment

A smoother move starts with using the right equipment. BIL Group’s range of furniture skates, dollies, and trolleys helps teams:

Move heavy items with less strain
Protect floors, walls, and furniture
Save time on move day

Pick skates & dollies by capacity (e.g., 600 kg to 1 tonne), surface (carpeted vs rubber-topped), and protection features (ribbed tops, rubber-edge bumpers).

Sustainable Moves

Choose eco-friendly moving companies where possible

Recycle or donate old furniture and IT equipment responsibly

Offset vehicle emissions if using large lorries

Use reusable crates instead of cardboard boxes

Tools & Supplies

Furniture skates and trolleys
Removal blankets and straps
PPE: gloves, hi-vis, safety footwear
Labelled crates or reusable boxes
Colour-coded labels and signage

Donate unwanted items to local charities where possible, and ensure all e-waste is handled in line with WEEE regulations.

Tip: Use icons or simple diagrams alongside each equipment type in web/print versions to make scanning easier.

Tip: Whether you call them removal companies, movers, or moving firms, the principles are the same. Likewise, think in terms of crates, cartons, or wardrobe boxes depending on what best fits your office setup.

Common Pitfalls and How To Avoid Them

Underestimating costs → Add 10–20% contingency budget.
Forgetting inventory → Keep a detailed list of assets and IT equipment.
Hidden costs (permits, cleaning, storage) → Plan for extras.
Overlooking cabling/keys → Collect meter readings, return cupboard keys.
Data/security risks → Back up files, shred or securely dispose old docs/equipment.
Vendor issues → Vet providers carefully, request backup plans.

Risks & Mitigations

Teams can easily lose half a day searching for a single set of cupboard keys — a small oversight that can cause big delays.

By anticipating these risks in advance, you reduce the chance of last‑minute surprises and keep the move on schedule.

Legal & Compliance Notes & Checklist

Treat this as a final safety net — a structured way to ensure nothing slips through the cracks before handing over the old office or settling into the new one.

Before and after the move, check off:

Update building compliance documents, insurance policies, business rates and council notifications
Ensure new office fire safety compliance and risk assessments
Arrange Portable Appliance Testing (PAT) for electrical equipment after relocation
Check General Data Protection Regulation (GDPR) compliance for physical files and secure storage, chain of custody.
Update fire marshal briefings and evacuation plans
Ensure first aid and safety signage is compliant in the new premises

Visuals & Templates

Support the move with visuals and tools:

Sample move-day checklist
Timeline/Gantt chart of milestones
Office floorplan template for desk allocation
Risk/mitigation table for planning
Including visuals makes the guide more scannable and easier to action.

Frequently Asked Questions

Q: How do I protect staff during the move?
A: Provide PPE, minimise manual lifting, and use professional moving equipment.

Q: How much should I budget for an office move?
A: Costs vary depending on the size of your business and distance of the move. As a rule of thumb, removals and movers account for around 40–50% of the budget, with IT, fit-out, and cleaning taking much of the rest. Always add a 10–20% contingency for unexpected costs such as extra packing materials or extended move-day hours.

Q: How should IT be handled?
A: Label and photograph setups before disconnection, use anti-static protection, and schedule IT support for setup.

Q: What equipment makes moving easier?
A: Furniture skates, trolleys, removal blankets, and labelled crates protect people and assets.

Q: What should be done post-move?
A: Reconnect IT, confirm furniture placement, welcome staff, and troubleshoot.

Q: When should insurance be updated?
A: Switch buildings and contents cover to the new premises on the day of the move.

Q: What should be done at the old office?
A: Remove signage, clean carpets, patch walls, return keys and meter readings, and complete handover notes.

Disclaimer
This guide is for general information only. Always follow site-specific health and safety requirements, legal obligations, and seek professional advice tailored to your circumstances before carrying out a move.

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