Businesses move offices for all kinds of reasons. Maybe your team is growing, and you need a bigger space to fit everyone comfortably, or perhaps you’re embracing a hybrid work model, and a smaller office makes more sense. You can even enhance your brand image with a cool new workspace. Whatever the reason, let’s face it — office moves can be stressful. From managing logistics to keeping everything organized, a proper plan is key to making the move as smooth as possible.
The good news? Starting early can make all the difference, especially if you’re part of a larger organization. With enough preparation and some forward thinking, you’ll be setting the stage for an exciting new chapter: a fresh office space that better aligns with company goals and improves your team’s onsite experience.
So, how do you navigate office shifting like a pro? Here’s a checklist and timeline to get it right.
Planning phase (6-12 months before moving day)
As the saying goes, it’s never too early to start, and this applies for planning an office move, as well. Orchestrating such a transition can be challenging, but good planning ensures that your business continues to run smoothly — and you might even make it through with your sanity intact. In this phase, you’ll secure a new office space, set a budget, and notify employees to keep them informed and involved. Let’s break it down step by step:
Review your current lease
First, carefully review your current office lease to confirm its end date and understand the implications if you need to terminate it early. Then, create a plan to decommission the old office and restore it to its original state, including any necessary maintenance or repairs.
Tip: Check how much notice you need to give to your landlord so you can prepare accordingly.
Define your budget
Once you’ve identified any potential costs related to the old office, you’ll be better equipped to set a budget that covers all moving expenses. These should include securing a new space, designing its floor plan, hiring moving vendors, and ordering furniture or any other office equipment.
Tip: Set aside a fund for unexpected expenses — you’ll thank yourself later.
Search for a new office
Thoroughly research available spaces to find the one that best suits your company’s growth needs. Beyond pricing, you’ll want to consider the location to ensure it’s easily accessible for your employees. Explore coworking options in your desired area — many providers, such as WeWork, offer flexible private offices that scale with your business. Once you have a winner, request a detailed floor plan so you can start designing the layout of the new space.
Tip: Involve your team in the design process — after all, they’ll be the ones using it so their input will be invaluable. Plus, they’ll appreciate being included.
Notify employees
This brings us to the next crucial step — revealing the big news to your employees. It’s important to get everyone in the loop early on; moving is only a pleasant experience if it doesn’t take the team by surprise. Let them know about the new address and seek their feedback to build excitement and a sense of ownership.
Tip: Present the benefits of this relocation and how it will improve their work experience.
Research moving companies
Hiring professional movers that have experience with handling commercial relocations will save you tons of effort and stress.
Tip: Get a couple of quotes to compare services and prices. Check if they offer packing services, too.
Preparation phase (3-6 months before moving day)
With the new place now secured, the budget finalized, and your team excited to prepare for a fresh space, your office move checklist continues with more practical tasks.
Establish a moving committee
Form an in-office team dedicated to overseeing and coordinating the moving process.
Tip: Clearly define roles and responsibilities for each team member. This will ensure that everyone is on the same page and things can run smoothly.
Notify external stakeholders
Inform all relevant parties outside the office about your upcoming move. This includes your landlord, key stakeholders, vendors, local partners, customers, and suppliers.
Tip: Share your updated contact information — your new address and any changes to phone numbers — with everyone who needs it.
Hire a moving company
Book your preferred moving company early to secure your chosen date and confirm the timeline and services with them.
Tip: Schedule a walkthrough of the new office with the movers.
Final preparations (1-3 months before)
As the moving day inches closer, the focus shifts to vacating and cleaning the current office, finalizing the layout of the new one, and slowly but surely packing non-essential items.
Take inventory of the current office
Compile a detailed inventory of your existing office equipment, furniture, and supplies. This will help you decide what items you want to keep, discard, or replace.
Tip: Donate unused items that are still in good condition to local charity or community organizations.
Buy new furniture or equipment
A fresh workspace can hugely benefit from new furniture, equipment, and décor items.
Tip: Order new items in advance so they can arrive before moving day for easy set up.
Arrange for cleaning services and maintenance
Hire professional cleaning services in your current office (to leave it in good condition) and the new space (to make sure it’s move-in ready). Take care of any maintenance or repairs in the office you’re vacating.
Tip: Schedule maintenance work before cleaning to avoid the need for a second cleaning session.
Time to pack (2-4 weeks before)
From small pot plants to large whiteboards and desks, packing up everything is the most time-consuming part of an office relocation. Staying organized during this phase is essential, but you can easily manage with a well-thought-out packing and labeling system. Here’s how to tackle it:
Pack strategically
A smart packing system makes everything smoother both during and after the move. Use clear labeling and color-coded tags to identify items by department or function, ensuring every box finds its place in the new office. IT equipment requires extra care, so pack and label it carefully to prevent damage during transit.
Tip: If certain items won’t be moving to the new office immediately, arrange for temporary storage ahead of time.
Create a detailed moving day plan
Now’s the time to confirm the last details with the moving team, including the schedule, special requirements, and access points at both locations. It’s equally important to communicate clearly with your team; make sure everyone knows their roles and responsibilities on the day.
Tip: Set aside a box with essential items that you’ll need quick access to on moving day — from chargers and tools for assembling furniture to snacks and beverages, anything goes.
Moving day
After months of thorough planning and preparation, moving day is finally here. If you’ve followed your office move management checklist, it should all run smoothly. Still, moving day passes in the blink of an eye, so staying organized is super important. Your responsibilities will include overseeing the movers — ensuring items are safely loaded and unloaded — and conducting a final walkthrough of the old office to confirm that nothing has been left behind.
Tip: Make use of your inventory list to account for every item being moved. Double-check key items such as furniture, electronics, confidential files, and any personal belongings.
Post-move tasks
Congratulations, you’re officially done with the lion’s share of the moving process! Although the hardest part is behind you, there are a couple of other tasks left to tackle before you’re fully settled and can enjoy the new space. Start by unpacking and organizing furniture and equipment in a way that boosts employee wellbeing and efficiency. Set up and test IT systems to make sure everything’s operational before the team christens the new workplace.
Once everything checks out, make sure you celebrate this exciting milestone — an office move signals growth, dynamism, and a fresh start, so plan a team gathering to mark the occasion. This way, you can also thank them for their efforts and cooperation and set a positive tone for the future.
Lastly, a final tip: nothing spells employee appreciation better than Pizza Day.