This blog post was updated on October 9, 2024
It was originally published on August 14, 2019
How To Plan A Successful Office Relocation?
Relocating your office is a significant endeavor, one that can be both daunting and transformative for your business. Whether you're moving due to growth, the need for a better location, or to accommodate new operational needs, an office move is a complex, multi-faceted project that requires precision and foresight. The challenges range from logistical coordination to managing disruptions to your operations—but with the right planning, your office move can become an opportunity for strategic improvement.
The key to a successful office move is not just the logistics of getting from point A to point B—it’s about maintaining operational continuity, minimizing downtime, and leveraging the move as a chance to streamline and upgrade your business infrastructure.
Checklist For Office Relocation
In this guide, we’ll focus on the logistical and IT considerations that are critical for a smooth office relocation. By following this checklist, you’ll minimize downtime and ensure a seamless transition for your business.
The checklist as a spreadsheet is available at the end of the blog.
1. Things To Do Before The Office Move
1.1 Develop a Comprehensive Relocation Plan
Begin planning your office move at least 3–4 months in advance. While it’s possible to work with a shorter timeline, that typically adds stress and increases the likelihood of mistakes. A longer timeline gives you breathing room but can sometimes lead to over-complicating the process.
Create a detailed timeline for the move, outlining key milestones and deadlines. If you plan to hire professional movers, contact them early to secure their services. Keep in mind that having a well-structured relocation plan is essential to reducing both stress and potential disruption.
1.2 Take Inventory
Before packing, conduct a thorough inventory of your office. Identify what equipment, furniture, and supplies are essential and what is outdated or no longer needed. This is a great opportunity to declutter and dispose of unnecessary items. Consider donating unused electronics and old furniture to reduce moving costs, but be sure to follow proper IT security protocols—wipe all data from any devices before donation.
Streamlining your office equipment not only makes the relocation process more efficient but also ensures that your new space is free of unnecessary clutter from the start.
1.3 Design an Office Floor Plan
Creating a well-thought-out floor plan for your new office is vital. This goes beyond just determining where employees will sit. Consider where to place key infrastructure such as the server room, conference rooms, and printers and copiers, along with your network and WiFi equipment. The layout should prioritize both practicality and efficiency, ensuring easy access to essential services and infrastructure.
1.4 Choose the Right ISP (Internet Service Provider)
Research ISPs in your new location and negotiate the best package for your needs. It’s advisable to arrange for a secondary backup ISP to minimize downtime in case your primary service goes down. If managing two ISPs feels overwhelming, consider hiring a Managed Services Provider (MSP) to assist with this.
1.5 Check the Wiring and outlets
Ensure that your new office has adequate electrical wiring and enough outlets to accommodate your equipment. Check that the electrical system can handle the wattage required by your technology. Plan your IT and network infrastructure, including:
Cable and port locations
Router and access point (AP) locations
Workstation setup
Printers and scanners
Uninterruptible power supply (UPS) requirements
Being proactive about these details will help avoid any costly delays or setbacks once the move is underway.
2. What to Do on Moving Day
2.1 Assign Key Personnel for Oversight
Moving day can be chaotic, but you can maintain order by limiting the number of people involved in overseeing the process. Assign key personnel to coordinate with movers and contractors. Having too many people on-site can lead to confusion and delays. If possible, allow non-essential staff to work from home until the move is complete.
2.2 Prioritize IT setup
Your IT infrastructure is the backbone of your business, so it should be the first thing set up in your new office. Prioritize installing the server room, network infrastructure, routers and access points, and workstations to ensure that business operations can resume as quickly as possible. Without a functioning IT setup, even the most well-organized office move will grind to a halt.
Here’s a checklist for your IT setup:
Routers and APs
Workstations
UPS for critical systems
Printers, scanners, and copiers
For a comprehensive guide to IT setup for your new office, check out our New Office IT Setup Guide.
2.3 Set Up Critical Departments First
Identify the key departments critical to business operations—whether it’s customer service, sales, or manufacturing—and prioritize their setup. The goal is to get these departments fully operational as soon as possible, minimizing downtime and ensuring business continuity.
3. Post-Move Checklist
After the move, use a checklist to ensure that everything is set up and functioning properly. Here’s what you should verify:
All equipment is plugged in and set up correctly
IT infrastructure is fully operational, including servers, network, WiFi, and workstations
Printers, scanners, and copiers are online
Conference rooms are equipped and functional
Once everything is operational, coordinate the cleanup of both the old and new office spaces. Be mindful of e-waste disposal—always follow proper security protocols by wiping devices clean before discarding them.
Leverage Your New Office as an Opportunity for Improvement
With the move complete, you’re in a great position to optimize your business’s operations. Over time, your company may have accumulated what is known as “technical debt”—the inefficiencies and hidden costs that result from quick decisions about equipment, services, or technology. Use this transition as an opportunity to reassess your technology and infrastructure. Adopting more suitable tools or services now can streamline operations and prevent future inefficiencies.
An office move is not just about changing physical locations; it’s about evolving your business. With the right planning, communication, and support, your relocation can be a stepping stone toward a more efficient and productive workplace.
By following these steps and focusing on careful planning and execution, your office relocation will go smoothly, and you’ll be able to resume business operations with minimal downtime. With a clear roadmap and some professional assistance, moving into your new office doesn’t have to be overwhelming—it can be a move toward a better future for your business.
Here are some recommended further readings that will help you with your office move:
New Office IT Setup: Guide To A Seamless Office Move | Jones IT
What Is IT Inventory And Asset Management And Does Your Business Need It
Don’t forget to let all your vendors and clients know your new address. Also, make it a point to update your address in all digital listings.
As promised you can access the spreadsheet here: Office Relocation Checklist
Happy moving!
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About The Author
Hari SubediMarketing Manager at Jones IT
Hari is an online marketing professional with a focus on content marketing. He writes on topics related to IT, Security, Small Business, and Mindfulness. He is also the founder and managing director of Girivar Kft., a business services company located in Budapest, Hungary.