10 Tips for Successfully Managing an Office Relocation

Whether you're upsizing, downsizing, or just moving to a better spot with decent coffee nearby, successfully managing an office relocation is a big project with lots of moving parts. That’s why we’ve pulled together ten practical tips to help things go smoothly.

From creating a rock-solid plan to getting your team on board and handling those often-overlooked details, this post is packed with advice to help you manage your office move without losing sleep or your sanity.

Tips for Successfully Managing an Office Relocation

1. Start with a Solid Plan

Planning is everything when it comes to office relocations.

Before you start packing boxes, map out the big picture. Ask yourself:

• What’s the timeline? 

• Who’s responsible for what? 

• What’s your budget (and where do you need wiggle room)? 

It doesn’t have to be a masterpiece, but it should be detailed enough to keep things on track.

Think about when leases start and end, how long you’ll need for IT setup, and what needs to happen before moving day. It’s also worth building in some buffer time for any hiccups, because it’s better to have a few extra days on your hands than to get in a panic.

Once you’ve got your plan in place, share it with the key people involved to keep everyone on the same page and feeling confident in the process.

2. Organise Your Team

Even if you are the mastermind behind the move, you definitely don’t have to do it all on your own. Having a go-to group not only makes life easier, it also means you’ll have more eyes on potential issues before they turn into actual problems.

Form a small project team to help manage the relocation. Involve people from different departments and assign clear roles so that everything is covered. Figure out who’s handling tech, who’s managing communications, and who’s sorting out the kitchen supplies so that you can all have a well-deserved cuppa in your new space. 

By keeping things collaborative, not top-down, your team will feel more involved and more invested in a successful office relocation. 

3. Communicate Early and Often

One of the biggest mistakes during an office move is leaving people in the dark.

As soon as the move is confirmed, start talking. Let your team know why you’re moving, when it’s happening, and how it’ll affect their day-to-day. Keep updates coming regularly, even if it’s just that things are still on track. 

Make space for questions, too. People will want to know where they’ll be sitting, how their commute might change, and what’s expected of them before, during, and after the move. The more open you are, the more trust and cooperation you’ll build.

Consider creating a central hub of information and FAQs for your team to access. This could be an internal doc, Slack channel, or noticeboard where people can find key info as the move progresses.

4. Create a Detailed Office Move Checklist

If your relocation plan is the big picture, your office move checklist is the step-by-step guide that gets you there in one piece.

This is where you jot down every single task. Even the small stuff, like “cancel water delivery,” “label kitchen cables,” “remind staff to clear their drawers.” It might sound excessive now, but when things get hectic, you’ll be glad it’s all written down so you don’t have to overthink it.

A great way of doing this is splitting the list by phase: pre-move, moving day, and post-move. Assign deadlines and people responsible for each task so nothing falls through the cracks. And don’t forget to tick things off as you go for that satisfying feeling of a job well done!

5. Declutter Like You Mean It

There’s no better time to clear out the clutter than when you’re about to move it.

Old office chairs no one sits in? Cables from devices you don’t even own anymore? That mystery cupboard in the corner that hasn’t been opened since 2019? Now’s the time to sort it all out and get rid of what you don’t need.

Be ruthless, but responsible. Anything in good condition can be sold, donated, or passed on to someone who’ll actually use it. Recycle what you can, and only dump what truly has no use.

The less you move, the less time (and money) you’ll spend moving it. And starting fresh in your new space without all the baggage? That’s a win in every way.

6. Plan the IT Move

Your office might run on people, but it functions on tech. Getting the IT relocation wrong can derail even the best-planned move. The goal is for everything to be plug-and-go on day one. And the only way to make that happen is to start thinking about IT early, not the day before moving trucks roll in.

Start with a proper inventory of your equipment. What’s essential? What needs replacing? What needs to be installed or tested before staff arrive? Make sure your internet provider knows your moving date well in advance, and get those systems up and running ahead of time if possible.

Plan for backups of both your data and your timeline. If your server needs an extra day to be reconnected, what’s the contingency plan?

7. Finalise Your Layout in Advance

Planning your office layout before you arrive avoids the dreaded "shuffle-everything-around-for-three-days" scenario and helps everyone settle in faster.

Start with a rough floorplan and map out where departments will sit, where meeting rooms and breakout areas go, and how things like printers, storage, and power points fit into the mix. Take measurements to avoid squeezing desks into tight corners or blocking walkways.

Involve your team, too. Asking for input from different departments means you might spot things you hadn’t previously thought of (like needing quiet zones or specific equipment setups).

8. Coordinate with Building Managers

A quick conversation now could save you hours of frustration later. Touch base with the building manager (or landlord) well before move day. There may be rules around moving hours, parking restrictions, lift bookings, or security access. The last thing you want is to show up with a lorry full of furniture and nowhere to park or no access to the lift.

Make sure your removal team knows the key logistics, too, like which entrance to use, how to get in and out, and whether there are any time limits or permits needed.

9. Don’t Forget the Details

Make sure to update your change of address with Companies House, HMRC, banks, suppliers, insurers - basically anyone who sends you a bill or holds your data. 

Don’t forget to update your website, Google Business Profile, email signatures, social media, and marketing materials, too.

Set up post redirection just in case, and if your phone numbers are changing, make sure clients know where to reach you.

In all the hustle, it’s easy to miss these boring-but-important bits. But sorting them out early saves a lot of stress later on. 

10. Make It a Team Effort

Moving offices brings cultural challenges as well as logistical ones. How you involve your team can really shape how the move feels overall.

Encourage staff to pack their own desks, label items clearly, and get involved where they can. A bit of group effort not only lightens the load, but also helps people feel more connected to the new space.

You could even make a day of it by playing some music, ordering lunch, and celebrating once you’re in your new space. Make sure to take a moment to appreciate the fresh start.

After all, an office move is also about moving your business and your team forward together.

Bringing It All Together

Managing an office relocation might feel like a huge task, but with the right approach, it doesn’t have to be a struggle. From careful planning and clear communication to remembering those small-but-important details, these tips will help you steer your office move with confidence.

Even if you find a few bumps along the way, a thoughtful, well-managed relocation can be a fresh start for your whole team and a real upgrade for how your business runs.

Want even more practical advice? Check out our post on 5 Things to Consider When Moving Business Premises for more tips on planning ahead and avoiding common pitfalls.

Need a Hand with Your Office Move?

Whether you’re just starting to plan or getting close to moving day, we’re here to help.

We’ve supported all kinds of London businesses through successful relocations for over 45 years. Our team of dedicated professionals will work closely with you to plan, execute, and manage every aspect of your office relocation. From packing and transporting to setting up your new workspace, we've got you covered.

Get in touch today to chat about your office move and get a free quote.

Let’s get you moving.