Office Relocation Checklist: How to Plan a Move With Less Downtime
An office move isn’t only about furniture. Your team still needs to work, clients still need to reach you and the business still needs to run. The goal is to get everyone settled in the new space with as little disruption as possible.
This office relocation checklist breaks the move into stages, so you can see what needs to happen and when.
Two to three months before: set the scope
- Confirm key dates. Check when your current lease ends and when you can access the new premises.
- Appoint a move coordinator. One person, or a small group, should own the plan and be the main contact for the removalist and building managers.
- Get the new floor plan. Decide where each team, desk and piece of equipment will go.
- Take an inventory. List what’s moving, what’s staying and what can be sold, donated or disposed of.
Six to eight weeks before: book and inform
- Book your removalist. Share the inventory, both addresses, access details and your preferred timing, so the crew and equipment can be planned properly.
- Talk to both buildings. Ask about loading docks, goods lifts, parking for the truck and any moving hours or rules.
- Tell your staff. Give them the moving date, what they’re responsible for packing and when they’ll work from the new office.
- Contact your IT and phone providers. Arrange the disconnection and reconnection of internet, phones and any other services.
Plan IT and equipment separately
Technology usually needs its own plan. Back up data before anything is disconnected. Decide who will disconnect and reconnect computers, servers and network equipment. That’s usually your IT provider or internal team.
Your removalist can then move the hardware itself: monitors, computers, printers and other equipment, packed and protected for transport. Label every device and its cables so it’s easy to set up again at the right desk.
Label everything by destination
A simple labelling system saves a lot of time on the day. Give each area of the new office a code, such as a zone letter and desk number, and mark it on the floor plan. Then label every box, chair, drawer unit and device with that code.
Put a copy of the floor plan at the entrance of the new office, so the crew can place everything in the right spot without constant questions.
Choose timing that suits the business
The timing of the move has a big impact on downtime. Some businesses prefer to move at the end of the week so everything is ready by Monday. Others move a team at a time to keep part of the operation running.
Operating hours are part of how AuServin plans commercial relocations. The team moves office furniture, desks, files and equipment, and works through the timing with you so the move fits around the business as much as possible.
Two weeks before: update your details
- Update your address on your website, online listings and business profiles.
- Update invoices, email signatures and printed materials.
- Let clients, suppliers and delivery services know about the change.
- Arrange mail redirection for the transition period.
Moving week and moving day
- Ask staff to clear their desks and pack personal items.
- Confirm lift and loading dock bookings at both buildings.
- Check that IT backups are complete.
- Have the move coordinator on site at both ends to answer questions.
- Do a final walkthrough of the old office before handing back the keys.
After the move
Give the team a short list of what to check on their first day: computers and phones working, desks set up correctly and nothing missing. Collect any issues in one place so they can be sorted quickly. A few days after the move, check with staff whether anything still needs attention.
Start planning early
The businesses that move with the least disruption are usually the ones that started planning earliest and kept everyone informed. Use this checklist as a starting point, and involve your removalist early so the logistics are planned around your business. Relocating an office around Brisbane’s southside? Our local team can help plan the move.
Planning an office move? Tell us about your current and new premises, what’s moving and your preferred timing, and we’ll give you a clear quote. Get Your Free Quote