The good news is? You can cut down on downtime, keep your team motivated, and be ready to work when you move into your new place if you have a clear plan, the correct timetable, and a reliable office relocation checklist.
Why Businesses Are Moving More Than Ever
30% of businesses thought about moving in 2024 to find more workers and places that are better for the company. At the same time, workplace occupancy went from 30% in 2023 to 60% in 2024 as businesses worked out what to do after the epidemic.
The cost of developing an office building goes down by 0.4% for every 1% more remote workers. Companies in broadcasting and tech services saw their office costs reduce by more than 20% when they switched to hybrid work methods. It’s evident that businesses are not only thinking about where they work, but also how much space they really need.
1) Planning Stage: 6 to 12 Months Out
This is where moves win or lose. Start early.
- Check your lease to find out when it ends, what you need to do to get it back, and how long you have to give notice.
- Make a budget that makes sense. It should include movers, packing supplies, temporary storage, setting up IT, signs, and a 10–15% safety buffer.
- Get a group of individuals together to help with the transfer. Choose a project leader and people in charge of IT, facilities, communications, and HR.
- Choose movers and vendors, and get three quotations from commercial movers. Find out about their experience with office IT, their coverage for value, and their timescales.
- Set goals for the new place, like increased teamwork? Fewer desks? Add sections that face clients? These goals help with layout and buying.
Pro tip: If you need a professional place for a short time during the changeover, think about short-term choices like Plaza Executive Suites. This way, your team can keep working without any breaks.
2) Preparation: 3 to 6 Months Out
Now you get tactical.
- Let employees know early on by giving them a general timeframe, frequently asked questions, and the name of the person they should ask for more information.
- Plan the layout by making a thorough floor plan that shows where desks, rooms, storage, and meeting places will be. If you need them, add phone booths and quiet areas.
- Make a list of everything you have, including furniture, monitors, servers, and framed paintings. Choose what to keep, sell, give away, or recycle.
- Order new furniture and electronics early because it can take a long time to get them. Set delivery windows so that things get there before the day of the relocation, if possible.
- Plan IT and telecom: set up phone lines, network installation, and moving servers. During the cutover, make plans for backups and redundancy.
- Tell all of your vendors and stakeholders—landlords, suppliers, banks, insurance companies, and clients—about the move date and new address.
3) Final Prep: 1 to 3 Months Out
This is heavy on logistics.
- Make a plan for packing by color-coding boxes by department, floor, and workstation. Give teams packing instructions and the things they need.
- Put labels on everything. Make sure each package has a clear label with the contents and destination. Add the owner’s name and a short list of items.
- Get permissions and access set up. Book security passes, loading docks, freight elevators, parking, and more at both sites.
- Plan transfers for sensitive items, like scheduling server backups, finding safe ways to move private information, and setting up a chain of custody for documents.
- Set duties for move day: who will be in charge of the movers, who will check the inventory, who will greet tech vendors, and who will manage emergency contacts.
- Communications plan: write notices for clients and the public, and update the website and Google Business Profile on or just after move day.
4) Two Weeks: 2–4 Weeks Out
Time to tighten the screws.
- Pack things you don’t need, including storage boxes, archives, and decorations. Put a clear collection of important things on each desk.
- Do a tech dry run to check the network ports, Wi-Fi mapping, and AV locations. Check the lengths of the cables and the ports on the switch.
- Check the details of the mover, such as when they will arrive, how much insurance they have, whether they have reserved an elevator, how they will safeguard the floors, and how many people will be on the crew.
- Prepare a “first-night” kit with chargers, snacks, important tools, toilet paper, cleaning supplies, and a small amount of cash for unexpected requirements.
5) Moving Day: The Checklist For Action
This is the coordinated sprint.
- The project lead will be on site at both the old and new locations. Make a printed master list of the boxes and their serial numbers.
- Make sure the movers follow the floor layout and keep the walls and floors safe while they load. Wrap furniture in shrink wrap and blankets.
- IT cutover: switch the phone and network lines according to the planned windows. Have vendor connections on fast dial.
- Check the old space one last time for things that were left behind in the storage room, conference rooms, bathrooms, and on the ceilings. Lock up and give back keys when you need to.
- Quick test at the new site to check the network, phones, lights, HVAC, and emergency exits. Check that the bathrooms are stocked.
6) Post-Move: 1–2 Weeks After
Finish strong.
- Unpack priority areas — IT, reception, operations, and a shared meeting area first.
- Run full system tests — phone routing, printers, guest Wi-Fi, conference room AV. Log issues and resolve them quickly.
- Collect feedback — short survey to staff about what’s working and what needs tweaking.
- Update address — notify banks, insurers, directories, subscriptions, and social profiles.
- Celebrate — a simple pizza party or welcome breakfast does wonders for morale.
Smart Tips That Save Time and Money
- Label by destination, not just content. Movers are faster when boxes clearly state “Marketing — 3rd floor — Desk B.”
- Back up everything. Make sure servers and critical workstations have recent backups before unplugging.
- Use color-coded labels for departments. It speeds up unloading and set-up dramatically.
- Schedule moves on weekends or off-hours to reduce business downtime.
- Keep an emergency contact sheet that includes movers, IT vendors, landlord contacts, and utility providers.
Printable Office Move To-Do list (short)
- Appoint a project manager
- Finalize budget & sign mover contract
- Create floor plan & inventory
- Order furniture & IT services
- Pack & label by department
- Confirm permits/elevators/loading docks
- Supervise move day & IT cutover
- Test systems, unpack, update contacts
- Celebrate and collect feedback
Use this as your office moving checklist or plug it into your project management tool.
Plan Your Next Office Move with Plaza Executive Suites
If you’re moving your office, utilize this checklist to keep on track. But also take a moment to think about whether being flexible could be beneficial for your organization. Plaza Executive Suites is here to assist you in arranging a seamless transition or looking into flexible office alternatives that make moving easier. Call (877) 513-4575 to speak about what you need for your Phoenix-area workplace and find a solution that really works for you.
FAQs
Q: What’s the earliest I should start planning an office move?
A: Start strategic planning 6–12 months before your target move date for a smooth transition—especially for larger teams or leased spaces.
Q: How can I minimize downtime during an office move?
A: Plan IT cutovers during off-hours, use a phased move for departments, and consider temporary workspace solutions (like short-term executive suites) so critical teams keep working.
Q: What should be in my moving day essentials kit?
A: Chargers, power strips, toolkit, tape, scissors, snacks, bottled water, first-aid kit, and a printed inventory list.
Q: Do I need to update business listings after moving offices?
A: Yes. Update your website, Google Business Profile, social media, bank, insurer, and any vendor portals immediately after you move.