How To Plan An Office Move: A Step-By-Step Guide

So... you’ve decided to move your office. Maybe you need more space. Maybe the rent’s too high. Maybe your current office has a ghost (no judgment).

Whatever the reason, one thing’s for sure: you need a plan. Otherwise, moving day is going to be a disaster of lost cables, stressed employees, and someone frantically searching for the kettle.

Let’s not let that happen.

Here’s your step-by-step guide to planning an office move without losing your mind.

A Step-By-Step Guide To Planning An Office Move

Step 1: Set Your Office Moving Goals

Before you start packing up the office plants, figure out why you’re moving.  The answer will shape everything from your budget to your moving priorities, helping to guide your business relocation strategy from the start..

• Need more space? If your team is outgrowing the current office, a larger space could boost productivity and morale.

• Better location? Moving closer to clients, suppliers, or transport links can make operations more efficient.

• Cutting costs? Downsizing or moving to a lower-rent area can free up budget for growth and investment.

• Improved facilities? A new office with better infrastructure, parking, or amenities can enhance employee satisfaction.

• Rebranding or restructuring? A fresh start in a new business location can align with your company’s evolving goals.

Step 2: Create a Timeline

Sadly, you can’t just wing it and hope for the best. Creating a clear, realistic timeline is one of the most important steps in managing a move because it keeps everyone informed, reduces last-minute chaos, and gives structure to what might otherwise feel like organised mayhem.

Work backwards from your ideal move-in date and mark out key milestones:

• Lease agreements signed

• Movers booked

• Employees informed

• IT setup sorted

• Packing deadline

  
  

Include a buffer for delays (because things always take longer than you think). 

Step 3: Set a Realistic Office Move Budget

A move is more than just transport and tape. Office relocation costs add up fast, especially if you're not tracking them closely. 

Factor in:

• Moving company fees

• Packing materials

• New furniture and equipment

• IT setup and infrastructure

• Potential downtime

  
  

Also, consider whether your new office requires renovations, updated security systems, or additional IT infrastructure. If you’re moving into a larger space, rent and utility costs may rise, so budget for that as well. 

Trust us; it’s better to overestimate now than to be caught off-guard by an unpleasant invoice later.

Step 4: Assign Responsibilities

You don’t have to carry the whole move alone (and you shouldn’t). Giving people clear responsibilities avoids confusion and builds a team mindset. It also makes sure nothing slips through the cracks.

Assemble a team and give everyone a job:

• Move Manager – Oversees the whole thing.

• IT lead – Manages tech and data security.

• Employee liaison – Keeps staff updated.

• Facilities Coordinator – Manages layout, furniture, and inventory

  
  

Because when everyone knows what they’re doing, things actually get done.

Step 5: Notify the Right People

Don’t wait until after the move to tell people where you’ve gone. Even a simple “We’ve moved!” message on your website, email footer, and Google Business Profile ensures customers aren’t left wondering where you’ve gone.

Here’s who needs to know:

• Employees – They need plenty of notice (and a floor plan for the new space)

• Clients & suppliers – Inform them well ahead of time and keep them in the loop

• Service providers – Switch over internet, phone, utilities before moving day (and find out if changing providers could save you some money)

• Banks, insurers, Companies House – Update your address on all legal documents

Step 6: Plan Your IT Move

You really don’t want to walk into your new office, open your laptop... and realise the Wi-Fi isn’t working.

Your IT setup is mission-critical. Work with your internal team (or external IT support) to:

• Back up all key data in advance

• Schedule internet/phone installations before the move

• Test new systems and hardware before staff arrive

• Make sure all IT equipment is transported safely

And have a backup plan. If your setup hits a snag, can staff work remotely for a day or two?

Step 7: Declutter Before Packing

Moving is the perfect excuse to get rid of stuff you don’t need. Don’t bring the clutter with you, especially if it costs time and money to move.

Go through:

• Old paperwork → Scan and shred

• Broken furniture → Recycle or dispose

• Redundant tech → Donate or securely dispose

A leaner office is easier to set up, easier to keep clean, and more pleasant to work in. And the less you move, the less you pay.

Step 8: Hire the Right Movers

A smooth move starts with the right people. Take time to read reviews, check accreditations, and ask questions. Moving day is not the time to find out your movers have never handled a server rack before.

Look for a moving company that:

• Specialises in office moves - like us!

• Offers packing and unpacking services

• Has insurance and a trusted reputation

• Has strong local knowledge (especially if moving within London)

If they also bring snacks, that’s a bonus.

Step 9: Move Day Execution

This is it. The big day.

Make sure to:

• Stick to your plan and refer back to your checklist

• Label everything clearly and by destination (e.g., "Marketing – Filing Cabinet")

• Assign someone to do a final walkthrough of the old office

• Have a basic toolkit and spare cables on hand

And whatever you do, remember which box you packed the kettle in!

Step 10: Settle In and Fix Any Issues

Once you’re in, take a breath - you did it! - but don’t switch off just yet.

The first few days are all about ironing out any creases, so expect some teething problems. Maybe the desks are in the wrong spot. Maybe the Wi-Fi is slow. Maybe someone’s still looking for the kettle.

Check in with your team. A simple feedback form or meeting helps identify any issues and keep morale high.

And don’t forget to update:

• Business cards

• Letterheads

• Online directories

• Your company website and email signatures

Pre-Move Checklist

✔ Define your moving goals 

✔ Choose the best business location 

✔ Set your timeline and budget  

✔ Assemble your move team  

✔ Notify key stakeholders  

✔ Book IT, internet, and phone switchover  

✔ Declutter and organise your inventory 

✔ Hire a reputable removals company 

✔ Prepare labels and floorplans 

✔ Confirm access to the new premises

FAQs About Office Relocation

How far in advance should I start planning an office move?

Ideally, start planning at least 3–6 months ahead of your desired move date, especially for larger offices or complex IT setups.

What are the biggest hidden costs of office relocation?

Hidden costs can include IT setup, downtime, furniture upgrades, and address change-related admin. Always build a contingency into your budget.

How do I choose the right new business location?

Consider proximity to clients, staff commute times, access to suppliers, business rates, and space for future growth. Use your business goals to guide your decision.

Do I need to update my business details with HMRC or Companies House?

Yes, your new address must be reported to HMRC, Companies House, insurers, and any official registries tied to your company.

Final Thoughts

An office move doesn’t have to be a logistical nightmare. With a solid plan, good communication, and the right movers, you’ll be up and running in no time.

And best of all? You’ll know exactly where the kettle is.

Planning a Business Move?

If you’re relocating your office and want it to go smoothly from start to finish, we’re here to help. We’ve helped businesses across London manage relocations for over 45 years, with no missing boxes and no moving-day mayhem.

Get in touch with us today to start planning your office move and get a free quote.

Let’s make your next office move your best one yet.