The Ultimate Office Move Checklist

Office moves are notorious for being chaotic and stressful, with many details to manage. However, with careful planning and a comprehensive office relocation checklist, you can navigate the process smoothly and efficiently. This ultimate office move checklist equips you with everything needed to ensure a stress-free transition to your new space.

Key Steps for a Smooth Office Move
Months in Advance:

• Establish a project team and designate a move leader. The move leader should be extremely well organized, prioritize the move over other work, and have the authority (formal or informal) to succeed.
• Create a budget and secure funding for office relocation costs. Consider the complexity of your move and the size of your office. Research how much other companies have spent on similar moves. As you would with any project, add about 10 to 20 percent to your budget for contingencies.
• Research and select a reputable commercial mover. Consider reputation, credentials, services offered, and value. For example, does the company offer logistics or other services that could save you money in the long run? Compare estimates from at least three companies.
• Schedule the move date, considering employee needs and potential downtime. For example, try to schedule the move on weekends or during non-peak seasons. Consider moving in phases and allowing more employees to work remotely during the transition. Have a backup plan in case your technology hits a snag during the move.
• Review and potentially renegotiate your lease agreement. For example, can you avoid a penalty for breaking a lease? What must you do to comply with your lease requirements when you leave the building?
• Communicate with employees about the upcoming move. You want them to hear about the move directly from you first before hearing about it indirectly. Stress the benefits the move will offer employees, but also understand that change can be difficult.
  • Consider employee well-being by offering flexible working options, such as remote work or adjusted hours. 
  • Provide resources like maps of the new neighborhood, public transport options, and nearby amenities.

Weeks Before the Move

• Develop a detailed inventory of all office furniture and equipment. You want to be sure you can account for all assets.
• Develop a plan for decommissioning the old office, such as cleaning and removing all aspects of branding.
• Decide what to keep, donate, recycle, or discard among your office items. An office move provides the opportunity to start fresh with new technology or furnishings. Several organizations gladly accept donated office furniture; many will even pick up the donations.
• Select any new furniture or equipment you’ll need.
• Finalize the office layout for your new space. Work with your team to determine the best way to organize your new workplace for maximum collaboration, creativity, and productivity. Ensure your layout is inclusive and allows ergonomics and worker mental well-being flexibility.
• Communicate the move plan and timeline clearly to employees. Make sure your team knows what duties they must complete for the move and when. Also, communicate whether they’ll need to work remotely or work a different shift than usual during the transition.
• Notify clients, partners, vendors, and any necessary government agencies about your upcoming address change and move date. This ensures uninterrupted service and compliance with legal requirements. Use a variety of communication channels, including invoices, snail mail, email, website, social media, and in-person contact. Be sure to emphasize how the move will help your company.
• Notify your building owner of your moving plans.
• Ensure you have all the permits and licenses necessary for your new office.

Days Before the Move

• Arrange for packing materials and secure packing supplies. Be sure the materials meet your company’s vision statement and goals. For example, if your company strives toward sustainable practices, use biodegradable and recycled products or existing products such as newspapers.
• Coordinate furniture disassembly and reassembly with the movers. If you have a full-service logistics solution provider, your task will be easier.
  • Back up all essential computer data and IT systems.
  • Ensure all sensitive documents are securely stored or shredded if no longer needed. Plan for secure transport of IT equipment to prevent data breaches during the move.
  • Schedule the disconnection and reconnection of utilities and internet services.
  • Deep clean the old office space to meet lease return conditions.
• Have employees pack up their workspaces. Clearly label all boxes. If your organization has several departments, color code boxes by department.
• Collect keys and access codes from employees for the old office. Finalize any access codes or keys employees will need in the new space.

Moving Day

• Oversee the movers at the old office to ensure the safe loading and transport of belongings.
• Direct furniture replacement and equipment setup at the new office.
• Conduct a final walkthrough of the old office to ensure nothing is left behind.
• Perform a thorough inspection of the new office space before settling in. Check for any damages or discrepancies compared to the initial agreement with the building’s management and document any issues.

After the Move

• Unpack and organize the new office space according to the layout.
• Reconnect and test all IT systems, equipment, and services in the new office to ensure everything is operational. This should include computers, printers, phones, internet connections, and any specialized equipment.
• Update and communicate emergency procedures for the new location, including evacuation plans, emergency exits, and first aid locations. Conduct a safety drill to familiarize employees with the new emergency protocols.
• Update the company contact information and online presence with the new address. Order new letterhead, business cards, and other collateral materials.
• Celebrate and reward employees. Remember to check in with them about how they are settling into the new office and neighborhood.
• Organize an orientation session for employees to get familiar with the new office layout, amenities, and emergency procedures. This can help them quickly adapt and feel comfortable in the new environment.
• Host an event to show off your new space to clients and suppliers.

Why Choose dancker for Your Office Move?

As you work through The Ultimate Office Move Checklist, partnering with the right team is crucial for a smooth and successful transition. dancker is more than just a commercial furniture dealer; we are your all-in-one interiors integrator and logistics provider. Our comprehensive suite of services ensures every aspect of your move is covered, from initial planning to final setup, creating a functional, efficient, and inspiring workspace.

• Experienced Professionals: Our space planning specialists are experts in modern workplace design. They work closely with you to understand your company’s culture, business goals, and employee needs, ensuring a seamless relocation process.
• Decommissioning Expertise: An office move presents a prime opportunity to streamline your assets. dancker provides complete inventory asset management, including responsible disposal, recycling, and asset resale, so you can move forward efficiently.
• Technology Integration: The modern office relies on technology, and we make sure your new space is fully tech-ready. From smart lighting to proper power placement, it is important to plan ahead for the right technology in your space. dancker’s DBE Systems specializes in integrating technology to streamline business operations and enhance work experiences.
• Furniture Solutions: Whether you’re looking for ergonomic workstations for focused tasks or adaptable furniture for collaborative environments, dancker offers a wide range of options tailored to your needs.
• Sustainable Practices: Sustainability is at the core of what we do. We guide you in selecting eco-friendly materials, energy-efficient furniture, and practices that minimize waste, aligning your move with sustainable goals.

By following this checklist and leveraging dancker’s expertise, you can ensure your office move is not just a change of location but an opportunity to create a space that enhances employee well-being, boosts productivity, and reflects your brand’s identity. With dancker as your partner, your next office move will be a strategic step toward a more successful future.