Ultimate office move checklist (including free template)
When you’re planning an office move, the to-do list can seem endless.
Panic can set in when you realise how much needs to be done and how little time there is to do it.
Things can easily be forgotten in the storm of moving office activity, which is why we’ve created the ultimate office move checklist.
Our office removal team recommend you start planning your office move a minimum of 4-6 weeks in advance.
If you have less time than that, don’t worry! Our office moving tips will help you along the way.
Let’s get started.
Tips for handling a new office move successfully
Office relocation is a huge task and a massive responsibility. Keeping business continuity during this time is crucial to maintaining productivity and making sure your customers can still be handled effectively.
Therefore, trying to do this whilst trying to move in the quickest and most efficient manner can be quite a task!
Preparing for your office move
“Fail to prepare, prepare to fail!”
How many times have you heard someone say that? It may be a bit of a cliche but it’s appropriate when it comes to moving to a new office location.
The better prepared you are, the easier the whole process will be. And believe us, there’s a lot to prepare for!
In preparation for your moving date, creating a plan of action including printing or downloading our office moving checklist is a good starting point.
Communication is a key component in creating a successful office move.
Ensuring all appropriate parties are aware of the office move minimises the impact of disruption to your overall business.
We recommend sending correspondence notifying them of your change of address to;
- All employees
- All subcontractors or freelancers
- All customers
- Business suppliers to your current office space
- Governing bodies such as HMRC and Companies House
- Financial institutions such as your bank
- Service providers such as telecommunications, broadband etc.
Don’t send only one notification
Most people in their busy lives will probably not read one email or letter and take in all the information. So, it’s important to send several notifications using different channels.
By using a combination of methods, you can be sure your message will be received and remembered by everyone who needs to act on it.
It can act as a gentle reminder to any entity who has forgotten, or a backup to any party where the first one gets lost and never received.
Is your old office a place of business where you can place signage?
Another good way to let anyone who needs to know your moving is by placing signage or notices in or outside your current office space. This is most relevant if you are a retail business or if members of the public frequently visit your office.
Making everyone in the chain aware of the transition helps others to factor this around their own requirements and adjust accordingly.
Appoint a dedicated project manager for the new office location
A dedicated project manager will help to make sure that the office move goes smoothly and helps to take some of the pressure off of you.
This is especially important if you’re trying to juggle the move with other work commitments. Having a point of contact who has the sole focus on the move will help to make sure that things stay on track.
Your office move project manager can be responsible for communicating with all parties involved in the move, as well as coordinating the physical move into the new space itself.
Have your project team download our office move checklist to guide them in their planning.
Create an inventory of all office furniture and equipment
An office inventory makes sure that there is a list of what and how many there is of each item of office equipment.
This will help with the logistics of the move, and will also give you a valuable reference point should anything go missing during the process.
Create an individual checklist
Creating an individual checklist for each person in the office is a great way to help everyone stay organised during the move.
Things like packing up personal items, removing any valuables from the office, and making sure that all equipment is properly disconnected can be easily forgotten in the excitement of the move.
By having a personalised checklist, everyone can make sure that they’re taking care of their own responsibilities and not forgetting anything important.
Using our office move checklist will give you a good structure of what you need to include.
Cut the clutter
Decluttering before your office relocation can not only make the move to your new office less stressful, it can actually save both money and time.
The less stuff you have to move, the less time it will take and the less money you’ll need to spend on things like storage and removal costs.
Now is also a great opportunity to get rid of any old equipment or furniture that you no longer need or use. This can free up valuable space in your new office, and it’s also a great way to make some extra money by selling unwanted items.
Create a floor plan for the new office space
Once you have your new office space, it’s important to make the most of it by creating a detailed floor plan.
This will help you to decide where everything should go, and it will also make sure that you’re not wasting any valuable space.
If possible, try to create a floor plan that is similar to your current office layout. This will help to make the transition into the new space as smooth as possible for everyone involved and will minimise disruptions to your business.
Packing is one of the most important (and time-consuming) aspects of an office move to a new address.
To make sure that everything goes smoothly it’s important to;
- Have obtained your moving supplies (cardboard boxes, packing tape etc.)
- Ensure that all items are properly protected to avoid damage during transport
- Pack efficiently and label all of your boxes clearly
Create a labelling system for the new office location
We recommend using a colour-coding system to help keep track of where everything is going. This can be especially helpful if you have a large number of employees working in different areas of the office.
For example, you could assign each department a different colour and then label all of the boxes for that department with that colour.
This will make it easier for everyone to find their belongings when they’re unpacking in the new office and will help to keep the move organised.
Prepare for the unexpected
The best way to deal with the unexpected is to plan for it!
By having a contingency plan in place, you can rest assured knowing that you’re prepared and ready for anything that might come up during the office move.
From our experience, there are a few things you might want to consider including.
Ensure internet and phone installation are complete and working
Don’t just take a service provider’s word for it!
From our experience, you will want to visit the premise earlier to ensure the vital components for business continuity are active.
The worst thing that could happen is to already be moving offices to find out the internet isn’t working!
We recommend doing a final check the day before you move in, just to ensure that everything has been completed as planned.
Coordinate with your IT department
Your IT team will be a vital part of the office move, and it’s important to make sure that they’re properly prepared for the transition.
Be sure to coordinate with them in advance so that you can plan for any disruptions to your business and make sure that your data is properly protected.
Nowadays nearly every facet of your business has IT needs in some capacity. A lot of businesses now even have their phone lines based online by way of VOIP.
Make sure your IT team have everything ready to transition on moving day so there is no disruption to your business!
Hire an office removals company
When it comes to an entire office relocation, chances are it will not be feasible for you and your team to do everything yourselves.
Hiring an expert office removals company like Marriott Removals can take a lot of the stress out of the moving process, and it will also ensure that your valuable items are managed by a moving company that know what they’re doing.
At Marriott Removals, we have over a decade of experience in helping businesses move to new premises, and we provide a comprehensive service that covers all your needs during the office move process.
Removal services for every budget
Our moving company offers everything removals related from packing services and additional manpower to transportation and delivery.
Whatever your moving budget, we have options that can help with your office relocation project.
Our moving team are able, willing and ready to transport your office equipment to your new location quickly, easily and without any fuss.
If you’re looking for an office moving companies that can assist you, then contact us today to find out more about our services!
Create a logistics review for loading and unloading
Not all office locations have a place for large vehicles to park and unload.
In these situations, it’s important to have a logistics plan in place so that you can ensure that the loading and unloading of your belongings go as smoothly as possible.
Your assigned planning team should be aware of any potential obstacles and be able to create a plan that takes these into account.
It’s also important to make sure that everyone who is going to be involved in moving offices knows about the logistics plan so that there are no surprises on moving day!
Make sure you have all the necessary permits
Your old office and potentially your new office may require parking passes or other permits in order to temporarily park a moving truck or van.
Before the big office move, be sure to check with your new location that there you do not need any additional permits and that everything is in order.
The last thing you want is you or the moving company to be stuck searching for a parking spot at your new premises on moving day.
With moving companies, this could mean extra hours in completing your office move and accrue additional charges.
By preparing properly during the planning process, you can avoid any unnecessary additional costs!
The moving process
So now you are fully prepared and have every possible scenario covered… it’s time to get moving!
The moving date has arrived and it’s time to start loading up the vans to transport your belongings to the new office.
Loading up of the removal vehicles
If you have hired a moving team such as Marriott Removals to help you in the office move, then they will take care of the loading process for you.
Our removalists are highly trained in how to efficiently and securely load up a van or truck so that your belongings are protected during transit.
We have all the latest equipment needed to make sure that your office furniture and equipment arrive at your new premises in the same condition. In addition to this you’re valuables are fully insured during the change of address.
DIY packing and moving
If you have decided to take on the office move yourselves, then there are a few things you need to keep in mind when loading your belongings ready for transit.
Firstly, you need to make sure that all your items are securely packed so that they don’t move around during the journey and get damaged.
You can purchase packing supplies such as boxes, wrapping and padding from most removal companies or hardware stores.
If you want to save money you can collect moving supplies from places such as local newsagents and supermarkets which will often have a variety of packaging materials that you can use for free.
Once you have packed up all your belongings, the next step is to load them into the moving vehicle.
Be sure to distribute the weight evenly so that the vehicle is balanced and nothing shifts during transit.
It’s also important to tie down any large or heavy items so that they don’t move around and become a hazard while you are driving.
Arriving at your new office
Once you have arrived at your new office, it’s time to start the unloading process!
Again you have hired a moving companies services, they will take care of this for you, and you can put your attention to other tasks at hand.
If you are doing the office move yourselves, then it’s important to take your time in unloading the vehicle.
You don’t want to rush and risk damaging any of your belongings or injuring yourself in the process.
Also be aware of items that may have shifted during transit and could be at risk from toppling if not correctly handled.
When you are unloading, it can be helpful to have a few people on hand to help carry larger items into the office so that you don’t have to do it all yourself.
Setting up your new space
Now that everything is unloaded, it’s time to start setting up your new office!
This is where all your planning and preparation will come in handy as you will know exactly where everything needs to go in your new office layout.
If you have hired a professional moving company like Marriott Removals, then unpacking can be arranged as an additional service. If you have hired such services, then you can relax and delegate to us where each item should go in your new office design.
If you are doing the office move yourselves, then it’s just a case of unpacking everything and getting set up in your planned office design.
Again, take your time with this and don’t rush as you want everything to be perfect for when it’s time to start work in new office locations.
And that’s it! Once everything is unloaded and in its rightful place, your office move is complete.
Sit back, take a deep breath and congratulate yourself on a job well done!
After all the excitement of the new office move has died down, there is one last task to take care of, the post-move cleanup!
Some companies decide to give their old office a clean between their own team. However, if it is a larger office space then it is often easier to hire professional cleaning services to come in and do a deep clean.
It’s a great way to make sure that everything is left sparkling clean and presentable for the next occupants. Perhaps more importantly it keeps to a minimum the level of deposit held back by your current landlord, that would be better off in your pocket!
If you are hiring a professional cleaning company, be sure to get quotes from a few different companies so that you can compare prices and services.
You should also make sure that the cleaners are aware of any areas or items in the office that need special attention so that they can focus their efforts accordingly.
Moving offices – Mission Complete
And that’s it! Once the post-move cleanup is complete, you can officially say that project moving office is done and dusted.
Now it’s time to sit back, relax and enjoy your new work surroundings!
We hope our office move checklist has been informative in helping you prepare for what is undoubtedly a big project.
And remember, we’re here to help should you want to make the office move less stressful!
Our moving team will be happy to assist with your moving needs, so get in touch and let us know your requirements today.
Download our office moves checklist
And if you haven’t seen it yet, we have created a downloadable checklist to keep your moving project on the right track!
Click here to download our moving checklist pdf here.