An office move needs a plan for the people and systems that keep the business running. Start with an inventory, a floor plan and one coordinator who can approve decisions at both locations. The aim is to organise the handover, not to assume that everything can be moved and reconnected in a single evening.
Before choosing the moving date
Check possession dates, loading access and building rules at both addresses. Ask about service elevators, permitted working hours, protection requirements and any documents building management needs. Confirm any evening or weekend work with the mover and the building before telling staff the schedule.
Identify which teams must keep working and which equipment can be unavailable during the move. Where needed, plan the relocation in stages and agree what will move in each stage.
Build an inventory that identifies the destination
- List desks, chairs, cabinets, meeting-room furniture and packed boxes.
- Mark items that need dismantling, specialist handling or disposal by a separate provider.
- Label each item with its destination room or desk number.
- Give the crew a readable floor plan so unloading does not depend on staff being present at every desk.
Use the volume calculator as an inventory aid, then include photos and access details in the quote request. Space alone does not establish the time or crew needed.
Assign IT and confidential records separately
Have your IT contact plan backups, disconnection and reconnection of computers, servers, networking and telephones. Agree who packs and transports each item. Moving furniture does not automatically include configuring a network or reconnecting equipment.
Decide who controls keys, access cards and confidential files. Label packed records without displaying sensitive information on the outside, and make a separate plan for items that must stay with your staff.
Check the estimate and service scope
Ask the written quote to distinguish transport and handling from packing, materials, storage and any agreed furniture work. Confirm minimum charges, one-time fees and taxes. A large office or specialist equipment may require a different crew from a standard local household move.
Our office and commercial moving service is the place to request an assessment. For preparation help, include packing and unpacking in the requested scope.
On moving day and before reopening
Keep a coordinator reachable at each property, protect access routes and check items against the inventory. Record any issues while the details are clear. Have the appropriate staff test workstations, phones and essential systems before assuming the new office is ready for customers.
Leave time for the final walkthrough, building handover and removal of packing materials. A clear responsibility list is more useful than a promise of zero downtime.
