Planning an office move is no mean feat, even for the smallest organisations. From finding the right premises to switching your internet provider, there’s a seemingly endless list of things to arrange.
To make things a little easier, we’ve put together a checklist for planning an office move that includes all of the key considerations and how to keep things running smoothly.
1. Finding the right space
The first consideration for any office move is where you’ll be moving to. There are three main factors to consider in this respect:
Size – Your office needs to be big enough for all your staff, as well as any new additions you plan to make over the coming years.
Location – It needs to be practical for existing staff to reach it, ideally with good transport links to attract new staff in future.
Cost – As with any business decision, cost will play its part – and it’s usually a balancing act with the two factors above. Avoiding sites that are too big or in particularly high-demand locations is a simple way to keep costs down.
As part of this step, it’s worth considering whether you want to offer flexible working for your team. After the COVID-19 pandemic, it’s been suggested that ‘hybrid working’ will become the norm. By allowing staff to combine home working and office days, you could opt for a smaller space and save money.
2. Kitting out your office
Once you’ve found the right space, the next step on our ‘planning an office move’ checklist is to get the right furniture for that space. Quite often, organisations move to a new office to upsize and expand their team. If this is the case, you’ll need to make sure you have enough furniture for those new additions. Alternatively, your existing furniture might not be the right fit for the new space. Or it could simply be time for an update.
As well as desks and chairs, you’ll need to ensure there is enough storage furniture for your new office. If you haven’t already, moving office could be the ideal time to go paper-free. Scanning and filing documents digitally will reduce the number of items you need to move across to your new office, as well as minimising the amount of space being used for storage going forward.
3. Setting up phones
Phones are the heartbeat of most organisations, allowing you to effortlessly communicate with customers, clients, colleagues and more. That’s why it’s essential that you have phones set up and ready to go at your new office.
Firstly, you’ll need to contact your existing provider to arrange the switch. With landlines, this will involve checking that your new office has a landline. If it doesn’t, you could be in for some complications, delays and added costs. Once the landline is sorted, you may need to arrange PBX installation if you want to add multiple users to the same landline.
Alternatively, if you’re moving offices with VoIP, things could be a lot simpler. In many cases, you’ll simply need to move the equipment then switch everything on and connect to the internet in your new location. You should contact your VoIP provider to notify them and check for any additional steps.
With BT planning to switch off non-digital phone lines in 2025, now could be the ideal time to make the switch to VoIP if you haven’t already – to avoid disruption further down the line.
4. Getting connected
Next on the checklist when planning an office move is your internet. Much like phones, it’s a must-have for the day-to-day operations of any modern organisation – not to mention facilitating your phone activity if you’re using VoIP.
Much like your phone services, the first step is typically to contact your broadband provider and inform them that you’re moving. If you have a contract with them, they can usually switch it to the new office at a date of your choosing. Alternatively, if your contract is ending, it’s the opportune time to find a new package that fits your requirements to a T.
Chances are, your requirements will be different at the new office than they were when you first signed up for your office broadband. You could have more users or have simply realised you require more bandwidth. Whatever the case, with the right broadband provider, you’ll be able to compare the different options like ADSL or fibre and pick a package that’s right for you.
5. Don’t forget your energy
With all the other services that need to be switched, it can be easy to forget what literally powers your business. Most business energy contracts require at least a month’s notice when ending your contract or changing address.
You can choose to keep the same provider at your new address, but the rate may change. Alternatively, you can switch to a new energy provider if you find a better deal and there are no exit fees with your current provider. It’s worth checking your contract in advance of the move so you know where you stand.
6. Making your move
Moving office has the potential to be both stressful and disruptive for you and your staff. Above all else, you have to move all of your equipment from one site to another. Thankfully, unlike many house moves, you don’t have to do it all in one day.
Planning an overlap in office contracts can give you a bit of extra time to get things moved and set up. That way, your staff are less likely to be left without a workspace for any amount of time. It also provides a bigger window for new furniture or equipment to be delivered to your new office, rather than having to move it unnecessarily. An overlap of less than a week is ideal, as it means you won’t be forking out for two offices for too long.
In terms of the actual moving operation, make sure you’ve got a suitable vehicle and plenty of people power to move all of the equipment. It’s generally advisable to book a professional removal team to avoid any hassle, delays or even injuries!
7. Changing address and phone number
Once your office move is planned and a date is scheduled, you’ll need to update your contact details in various places – and with various people. It’s worth noting that this isn’t required with VoIP phones, which allow you to keep the same contact numbers when moving for minimal disruption.
Start online by updating your website, Google My Business and any other directory entries. You should then inform clients, customers and/or partners of your new details. Email marketing and social media are the most efficient, and non-intrusive ways of doing so.
8. Make sure your IT is ready to go
Nothing brings productivity to a screeching halt faster than IT issues. Planning an office move checklist means making sure your tech is set up and ready to go from day one. Here’s how to stay ahead of the game:
- Take stock of your equipment – Start by auditing everything. Computers, servers, networking gear – you name it. Decide what’s coming with you, what needs an upgrade and what’s better left behind.
- Map out your new setup – Don’t leave it to chance. Work with your IT team or an experienced IT consultant to plan where everything will go. Make sure your new space has enough power outlets and network points in all the right spots.
- Backup before you pack up – Make sure your data is securely backed up before anything gets unplugged. This is critical for safeguarding important files during the move.
- Test, test, test – Planning an office move checklist? Once your tech is in place, run a full test to make sure everything works. We’re talking printers, servers, internet connections. Better to catch glitches before your team starts working.
9. Prioritising accessibility
An office move is the perfect chance to create a workspace that’s welcoming for everyone. For modern workspaces, accessibility isn’t just a box to tick. It’s a way to make your team and visitors feel valued and supported.
- Make it physically accessible – Check for ramps, lifts and wide doorways. Small adjustments, like better signage or automatic doors, can make a big difference for people with mobility challenges.
- Equip workstations for all needs – Adjustable desks, ergonomic chairs and supportive accessories help create a workspace that works for everyone.
- Tech that includes everyone – Invest in hearing aid-compatible phones, screen readers or other assistive tech for visually impaired employees or visitors.
10. Decluttering before you move
Why move clutter you don’t need? Planning an office move checklist should be considered a fresh start – a chance to shed the old and make space for the new.
- Sort it out – Divide everything into categories – keep, donate or recycle. This could include anything from old furniture or outdated tech to piles of paperwork gathering dust.
- Recycle responsibly – Make sure anything you’re not keeping is disposed of responsibly. Check local regulations for electronics and furniture recycling.
- Get everyone involved – Encourage your team to declutter their workspaces too. A little effort from everyone can make a big difference when moving day arrives.
11. Keeping your team in the loop
An office move isn’t just about desks and chairs. It’s about people. Managing the change well can make all the difference for morale and productivity.
- Share the plan – Keep your team updated on the timeline, new office layout and any changes to daily routines. The more they know, the less stressful the move will feel.
- Ask for input – Make your team part of the process. Whether it’s choosing colours for the breakout area or suggesting tweaks to the layout, involving them fosters a sense of ownership.
- Celebrate the new start – Don’t forget to celebrate after all your hard work planning an office move checklist. Once the move is done, host a welcome day to help everyone settle in. Think of it as a mini office warming – give them a tour, answer questions and maybe even throw in some snacks or drinks.
Start as you mean to go on
Moving to a new office is the perfect opportunity to get the right communication and connectivity solutions for your business. That includes switching to VoIP if you haven’t already done so, as well as moving to reliable, cost-effective broadband services.
If you would like to talk more about either of the above for your business or charity’s new premises, don’t hesitate to contact the VS Group team.
