The Office Move Checklist

We’ve all been there (or certainly will be at some point in our office management careers). The Office Move.

That gasping moment when we are told “we’re moving office, and by the way – you are running the project.” Did we get enough notice (probably not), were we asked if we wanted to run it (I expect no, but hopefully you’ll welcome the challenge as and when it comes!) and do we have little to no time to actually do it (yup!! You bet…)

But it is one of my favourite things to do in these roles, and always has been. It’s a great way to get to know the staff, build strong relationships with stakeholders and external parties who support the running of our business, and best of all, if it’s a relocation rather than an existing space move, we get the opportunity to start over again. Make our mark. Get rid of the old contracts if they weren’t quite right for us, and potentially the kit and furniture too, and start a fresh, budget permitting.

Towards the end of 2023, I was doing something a little bit “woo” and started to manifest here and there after following some female entrepreneurs who are highly successful. It had been a while since we had an office move project to manage or support here at the OMG HQ, and so I asked for one in my little moment of manifesting (maybe there’s something about turning 40 that makes you a bit more woo)… but, it seemed to work. Two weeks later, I had an old client who I’d move in 2019 contact me saying they’re off again due to a building renovation, a week or so after that, another existing client asking for help with various moves due to a merger and then another, and another… and ANOTHER! Before I knew it, I had five office moves coming up or live to jump right into (be careful what you wish for peeps!!)

Moves can take so many forms and it really does depend on the size, sector, budget, requirements and whether it’s a relocation or shuffle in an existing space as to how you get started and what you need to do throughout and at the close. We get asked a lot by Members in The Office Management Portal (join if you’re not already a Member, it’s free!) how to start with an office move, what should they be doing, do we have a checklist – in fact the Office Moves template section within the Portal is one of the most popular areas, closely behind Health & Safety.

So… here is a checklist curtesy of us at the OMG to get your project kicked off in the best possible way and start to build your project plan and scope from.

1.       Planning and Preparation Phase:

·       Determine the timeline and budget for the office move – what is driving that and what’s the wriggle-room if appropriate?

·       Appoint a move coordinator or team responsible for overseeing the move (that maybe you!) but who else can and should you involve at this stage and as the project progresses

·       Establish who the stakeholder for the move is and the approval preferences for budget and decisions, how do they make decisions and want them presented to them?

·       Create a detailed project plan with key milestones and tasks

·       Conduct a thorough assessment of the new office space and determine layout requirements with contractors if applicable

2. Communication and Coordination:

·       Establish whether a survey can be sent round prior to the move or even finding a new business home to ascertain what people want, don’t want, need, don’t need in an ideal next space

·       Notify employees and stakeholders about the upcoming office move in the most appropriate manner e.g. email comms from the head (CEO MD) and ensure you are part of that drafting and they know who to approach with queries or requests

·       Establish regular communication channels to keep everyone informed including the project team itself, will you meet weekly, bi-weekly and amend the frequency as the project ramps up, how will you meet, how are you going to structure the meetings and how will the outcomes be recorded e.g. actions only write-up that’s circulated thereafter

·       When the time is right, provide employees with clear instructions and timelines for packing and moving personal belongings, what to label, what not to label and allow plenty of time for that all important office clearance

2.       Logistics and Infrastructure:

·       Arrange for professional movers or coordinate internal moving arrangements according to the requirements

·       Coordinate with vendors and service providers to transfer utilities, internet, phone lines, and other essential services as needed

·       Evaluate and plan for any necessary office furniture, equipment, or IT infrastructure upgrades and ensure you are aware of lead times

3.       Inventory and Equipment:

·       Create an inventory of all office furniture, equipment, and supplies or an asset list if you don’t already have one

·       Determine which items will be moved to the new office and identify any items for disposal or donation

·       Coordinate the packing and labelling of items for easy identification during the move

4.       IT and Telecommunications:

·       Develop a plan for transferring and reconnecting IT systems, servers, and network infrastructure with the relevant IT support personnel

·       Coordinate with the IT department or external providers to ensure a smooth transition of technology services and ensure they have ample time and plans e.g. patch or port plans

·       Update contact information and addresses for company websites, email signatures, and other digital platforms

5.       Facilities and Security:

·       Coordinate access to the new office space, including keys and security passes, codes and locking up and first in procedures

·       Arrange for necessary repairs, renovations, or improvements in the new office, if required including fit out (that’s another side of a move project we can do more on another time!)

·       Update security protocols and inform relevant personnel about new access codes or procedures, working with the new building management team as needed

6.       Change of Address and Notifications:

·       Update official business addresses with relevant parties, including vendors, clients, and service providers

·       Notify postal services, banks, insurance companies, and government agencies of the change of address

·       Update business listings and directories with the new office address

7.       Employee Support and Well-being:

·       Provide employees with resources and support to facilitate a smooth transition (I always found labelling the labels with what to label, really helped!)

·       Communicate any changes in commuting routes, parking facilities, or public transportation options and any offers for e.g. local bars and restaurants, shops or cafes and gyms you may have been able to arrange are

·       Plan for an office orientation or welcome session to help employees familiarise themselves with the new space (an office move welcome pack, digitally issued, can work really well too!)

·       Do pre and post move checks on each of their desks if it’s 1:1 desking (i.e. not hotdesking) to ensure the best set up with photos for each desk, if it is hotdesking, get creative if needed as to how you will do the checks and UAT (user acceptance test) each and every desk with IT and get them to sign off

8.       Post-Move Evaluation:

·       Conduct a post-move evaluation to identify areas for improvement and capture lessons learned for next time

·       Seek feedback from employees on their experience during the move and address any concerns

Remember to customise this checklist based on your specific office move requirements and timelines, there is a lot more to it, but this forms the basis of getting started and the tasks that will come out from each of these elements as streams. Every office move is unique so it’s important to understand the full scope of requirements and treat it like an agile project where things will change, evolve and more information will be known the more it progresses.