The Ultimate Office Move Checklist [2023 Guide]

Moving offices can be daunting, especially considering the numerous details and logistical challenges involved. 

From coordinating with your staff and IT department to ensuring that the new space is ready for occupancy, there are many factors to keep in mind. 

It’s crucial to create a comprehensive office move checklist when changing locations, as this helps avoid unnecessary stress and ensure that the move goes smoothly. 

This article will provide you with a step-by-step guide to planning and executing a successful office move. Whether you’re moving to a new office or renovating your current office space, this business relocation checklist will help you stay on top of everything that needs to be done.

Quick Summary: We’ll delve into the following aspects of an office move: 

• Creating an office move timeline (with an example)
• Packing and labeling
• Preparing your work area (and why flexible workspaces work best)
• Communicating with onsite and remote employees throughout the move
• Budgeting and cost control
• Setting up your IT infrastructure with minimal downtime
• Preparing your hybrid workplace
• Where to update your business contact information
• Running necessary training sessions
• Testing and troubleshooting
• Celebrating your big move

9 Things to Consider for a Successful Office Move

From IT infrastructure to employee communication, here are nine things to consider for your office move.

1. Timing and Logistics

Timing is critical when it comes to an office move because you want to minimize the disruption to your business operations. 

A well-planned move will ensure that your onsite and remote employees can continue to perform their jobs without any significant downtime. This means scheduling the move at a time when it will have the lowest impact on your business operations.

You’ll also need to coordinate with movers, vendors, and onsite and remote working employees to ensure that the moving process goes smoothly. 

If you’re moving into a new office space, it’s essential to know how long it will take for your furniture and equipment to arrive. These time estimates will help ensure everything is set up in time for your employees to move back into the office, whether they’ve been working from home or on-site.

2. Packing and Labeling

From desk chairs to office plants, packing up everything is arguably one of the most tedious aspects of an office move. As such, having a well-defined packing and labeling system is essential for a smooth transition.

The right labels will help ensure that all items are organized and accounted for, reducing the risk of damage or loss occurring during the move. Clear and descriptive labeling also makes it easier to unpack and organize items in the new office space, saving time and minimizing confusion. 

Lastly, labeling can help movers or employees identify fragile equipment that requires special handling to safely transport it.

3. IT and Technology

Moving IT equipment requires special attention. Safely disconnect and pack computers, servers, and other devices to prevent damage during transportation. 

It is also essential to securely back up all data and files and ensure their successful transfer to the new location. 

With hybrid work, consider the impact of the move on remote employees’ access to technology — you’ll need to provide the necessary support to maintain seamless connectivity.

4. Office Setup

Whether you’re renovating your office space or moving to a new office, deciding on your office setup is a big deal. As you visualize your office layout, consider the many benefits of hybrid work and a flexible work environment — the office of the modern era.

According to a McKinsey survey, 35% of workers work from home full-time, and 23% do part-time. And this hybrid work trend shows no signs of slowing down.

The culture of hybrid work comes with many advantages, from increased flexibility and productivity to a more collaborative environment. 

Learn how OfficeRnD’s hybrid workplace management software can help your team take full advantage of these benefits in your new and improved office space.

5. Communication and Coordination

Throughout your move or office renovation, ensure everyone knows what’s going on at all times. Without clear guidance, employees may feel left in the dark, which can lead to confusion and frustration. 

Not only will effective communication help minimize disruptions and delays, but it will also foster a sense of teamwork within the organization. 

OfficeRnD Hybrid’s nifty collaborative features can help foster communication and employee engagement throughout your move. From knowing who will be in the office to syncing your schedules, our hybrid workplace software gives your team the tools they need to stay in the loop.

Learn more about how OfficeRnD can help solve the many challenges that come with hybrid work by watching this short video.

6. Budgeting and Cost Control

Cost management during an office move is critical to ensuring that the move is financially feasible and doesn’t exceed the organization’s budget. 

Stary by researching what others have paid for a move of similar size and scope. This can provide valuable insights into the expected costs and help identify potential cost-saving opportunities. 

Next, compare quotes from different moving companies and ensure that the services offered match the organization’s needs. Pose questions like:

• Does the quote include simply moving boxes or packing, too? 
• Will your team unpack the boxes themselves, or the moving team unbox everything and set up the workstations?

Clearly defining these costs from the beginning will help you avoid unexpected expenses and get the best value for your money.

7. Safety and Security

Safety and security are top priorities during an office move. To ensure the building is secure during your move, follow these tips:

• Ensure that all doors are locked when you leave for the day.
• Lock up any valuables in a safe and secure location.
• If you have access to CCTV cameras in your building, ensure they are working properly so you can monitor them from home if necessary (or delegate someone else to do it).
• Consider taking some extra precautions with expensive and valuable equipment, such as computers and servers.

8. Unpacking and Setting Up

Setting up a new workspace can be a stressful and tiring process, so here are some tips:

• Set up the furniture and equipment first, and ensure your team’s personal belongings are in place.
• Arrange files and documents next. Take care of the paperwork by putting it where it belongs (and ensuring nothing gets lost).
• If your organization is adopting a hybrid work model or remote workspaces, set up the necessary technology and equipment to support these arrangements. This may include video conferencing equipment, cloud-based file storage, and other remote collaboration tools.

9. Testing and Troubleshooting

After an office move or renovation, it’s easy to overlook something that might cause problems later on in the move. To keep this from affecting your team’s work processes, give everything in the office a trial run.

• Test the network connectivity to ensure that all devices can connect to the internet and communicate with each other. This is particularly important for hybrid work, where employees may work remotely or use different devices.
• Test all audio and video equipment, including conference room systems, webcams, and microphones. This is critical for hybrid work environments in which video conferencing is becoming increasingly important.
• Test the security systems, including access control systems, surveillance cameras, and alarms. This is particularly important if your organization deals with sensitive data or has compliance requirements.

Office Move Timeline

An office move can be a complex process with many moving parts. To ensure that everything goes smoothly, create a timeline that outlines important dates, key milestones, and tasks to complete leading up to and after the move. 

Here’s an example of a timeline for an office move.

6–12 Months Before the Move

• Determine the scope and budget of the move
• Assign a project manager to oversee the move
• Research and select a moving company
• Conduct a space planning analysis to determine the layout of the new office
• Review lease agreements and negotiate any necessary changes

3–6 Months Before the Move

• Notify employees of the move and provide them with regular updates
• Create and distribute a moving checklist for employees
• Purchase new furniture, equipment, and office supplies
• Order new business cards, signage, and marketing materials with the new address
• Schedule IT and phone system installations in the new office

1–3 Months Before the Move

• Begin packing non-essential items
• Notify vendors, customers, and partners of the move and update your contact information
• Schedule a walkthrough of the new office with the moving company
• Confirm the move details, including timing and logistics, with the moving company
• One month before the move, spend some time setting up your hybrid workplace – floorplans, resources, and integrations and test it out with several users.

1–2 Weeks Before the Move

• Pack any remaining items, and label boxes with the contents and their destination
• Disassemble furniture and equipment as necessary
• Coordinate with the moving company to ensure that all items are packed and ready to go
• One week before the move, spend some time guiding the adoption of the hybrid work tool. Onboard employees, so they can be prepared when the time comes.

Moving Day

• Supervise the move to ensure that everything is loaded properly
• Complete a final walkthrough of the old office to ensure that nothing has been left behind
• Supervise the unloading and unpacking of items in the new office

1–2 Weeks After the Move

• Unpack any remaining items and set up any new furniture or equipment
• Test the IT and phone systems in the new office
• Conduct a post-move evaluation to identify areas for improvement
• Celebrate the successful move with employees and stakeholders

Office Move Checklist for Hybrid Working

Each office move or renovation comes with its own set of challenges and considerations. However, there are some key things that you should always consider to ensure a successful transition. 

To help guide your move or renovation, we’ve compiled an office move checklist covering everything from budgeting and planning to unpacking and troubleshooting. We’ve also included some questions and suggestions to ensure you’re covering all the bases.

Create and Share a Moving Timeline

Ensure your employees have access to the office move timeline so they can prepare and make the necessary arrangements.

If you have hybrid employees, inform them of the process, and involve them in the planning discussions early on. You’ll want everyone on board with any major changes or updates so there are no surprises when they return to the office.

Here are some questions to guide you:

• Have I communicated the moving timeline to all employees?
• Have I identified all the tasks that need to be completed before, during, and after the move?
• Have I assigned moving tasks to specific team members?
• Have I identified any potential risks or challenges that may arise during the move?
• Have I created a contingency plan in case the move is delayed or disrupted?

Label Your Boxes

Use packing tape to seal the boxes securely, and label them with their contents and destination. This way, what’s in each box at the new office is clear. Consider using a color-coding system to streamline this process in the new office.

Here are some questions to include in your office relocation checklist:

• Have I created a detailed inventory of all items to be moved, including furniture, equipment, and supplies?
• Have I provided employees with packing guidelines to ensure that all items are packed correctly and safely?
• Have I provided employees with the necessary packing materials, such as boxes, tape, and labels?
• Have I color-coded labels to indicate which items belong to which department or employee?
• Have I created a floor plan for the new office space and labeled all items with their corresponding location?

Set up Your Hybrid Workplace

It’s time to organize your hybrid workplace:

• Integrate it with the rest of your organization’s tech stack
• Invite employees
• Train them how to use it

OfficeRnD Hybrid can take that burden off your shoulders by providing you with:

• Flexible payment options timed with your office renovation and/or relocation. 
• Expert onboarding support that will guide you through technology integrations, space utilization, employee experience, and more!

Click here to learn more!

Prepare the Work Area

Design your new workspace to give employees the space, resources, and flexibility they need for collaboration. OfficeRnD’s workplace management platform makes it easy to do this. With just a few clicks, you can update floor plans, move desks, and map your ideal workspace.

Here are some tips for creating a modern office layout your employees will love.

Set up social spaces

Creating social spaces like break rooms or lounge areas can encourage employees to take breaks and interact, promoting collaboration and a positive workplace culture.

Designate meeting rooms

Having designated meeting rooms with appropriate technology, such as video conferencing equipment, can facilitate effective communication and collaboration among employees, whether they are working in-person or remotely.

OfficeRnD Hybrid’s meeting room booking system makes it easy for your hybrid organization to find and book rooms for workplace collaboration.

Set up hot desks

Setting up hot desks can give employees flexibility and allow them to work in different areas of the office as needed. It can also help maximize the use of office space, especially if not all employees are in the office at the same time.

Here’s a useful guide on some of the most common hot desking accessories.

Ensure your software is suitable

Provide employees with software for collaboration, such as project management tools or communication platforms. This will help them work together effectively in the office or remotely.

Update Your Contact Information

Neglecting to update your contact information after a change in office location can lead to missed opportunities and lost business.

To prevent this, ensure all relevant contact information is updated promptly to avoid disruptions in communication and maintain a professional image.

You’ll likely need to update your organization’s information in the following places:

• Website
• Social media profiles
• Email signatures
• Business cards
• Directory listings, such as your Google Business Profile and Yelp
• Voicemail greeting
• Letterheads and other printed materials

Coordinate with IT

If your organization adopts a hybrid work model, ensure your IT infrastructure is set up to support both in-office and remote employees. This may include the following:

• Setting up virtual private network (VPN) access
• Cloud-based file storage
• Access to collaboration tools
• Access to files and software

Run Any Necessary Training Sessions

A new office setup may require your employees to attend training sessions. Examples include the following:

• IT systems training on new software and hardware
• Safety training around building evacuation and fire safety equipment
• Training on equipment such as printers, scanners, or copiers
• Space orientation on the new office layout

Be Patient and Flexible

Moving to a new office space can be stressful and disruptive, and it may take some time for employees to get into the swing of things. Here are some tips to keep in mind:

• If possible, allow your employees to work from home or a remote location during the move. This can help reduce the disruption to their work.
• Be patient with employees during the move as they adjust to the new technologies, processes, and procedures.
• Make sure employees have the support they need during the move. This may include technical support, training, and feedback forums.

Celebrate Your Move

Congrats! You’ve successfully pulled off your office move. Celebrate with an office warming party to promote valuable work relationships and positive workplace culture at your new location. Don’t forget to host an online celebration as well so that remote employees can participate in the festivities.

Here’s a glimpse into TikTok’s office warming party to inspire you:

Tick Off Your Office Move Checklist With Ease and Set Up Your Hybrid Workplace With OfficeRnD Hybrid

New offices? Tick ✔

A great team? Tick ✔

A fantastic workplace culture? Tick ✔

A modern hybrid workspace?….

If you’re yet to tick off this last task, don’t worry — we’re here to help.

Whether you’re renovating your workspace, relocating your office, or simply interested in adopting a hybrid work model, OfficeRnD Hybrid’s workplace management solution is the all-in-one platform you need. We’ll help you seamlessly transition to hybrid work so that your team can enjoy the many benefits of this modern way of working.

The best part?

You can sign up with OfficeRnD Hybrid now and start paying when your office doors open.

We’ll also provide you with consultation and advice on setting up and optimizing your new or renovated office space for hybrid working. 

This includes:

• Recommendations for technology integrations ( Google + Microsoft ) 
• Optimal space utilization ( % ratio Dedicated desks vs. Hot desks, Custom resources, etc. )
• Employee experience improvements ( workplace policies, Invites, etc. )

Click here to learn more about our custom offer for organizations that are in the process of changing or upgrading their offices.

FAQ

What Do You Need for an Office Move?

In addition to a comprehensive office relocation checklist, essential items you’ll need for an office move include the following:

• Moving Boxes
• Packing tape and dispensers
• Bubble wrap or packing paper for fragile items
• Labels and markers for labeling boxes
• File boxes and storage containers for documents and files
• A moving truck
• A detailed inventory list

It’s also a good idea to create a detailed plan and timeline to ensure that everything is organized and on track.

How Do I Organize My Office Moving Process?

To organize your office move efficiently, start by creating a detailed timeline, assigning a moving team, and conducting a thorough assessment of your existing office. Develop a floor plan for the new office, and communicate the move to your employees.

Coordinate the relocation of IT infrastructure, organize the packing and labeling, and update the address and utilities. Finally, conduct a post-move evaluation to gather feedback and identify areas for improvement.

How Do I Move My Office to a New Location?

Start by researching the best new location for your office. Look for a location that is accessible for both employees who will be working in-office and those who will be working remotely.

Consider factors such as commute times, public transportation options, and parking availability.

Then, develop a detailed plan for the move, including timelines, budgets, and responsibilities. Communicate your plan to all your employees, and ensure that they are able to work effectively both in-office and remotely.