Office relocation works best when the company owns the decisions and the mover owns the agreed physical tasks. Clear responsibilities prevent gaps around data, building access and reopening priorities.

Assign internal ownership

Choose one project lead with authority to approve inventory, timing and placement. Department representatives can validate what is moving and what must remain operational longest.

Create a decision log for scope changes, disposal, security and specialist equipment. Verbal changes during a busy move are easy to misinterpret.

  • Name the move lead
  • Set department contacts
  • Approve a destination layout
  • Document scope changes

Separate IT responsibility from transport

Your IT provider should control backups, shutdown, data security and specialist disconnection. Movers can pack and transport prepared equipment included in the scope.

Label monitors, docks, cables and accessories to the correct workstation. Servers, network hardware and specialised systems may require manufacturer or vendor procedures.

  • Complete verified backups
  • Record asset numbers
  • Use cable kits by workstation
  • Define custody for sensitive media

Plan building access and business continuity

Confirm contractor entry, loading access and lift reservations with both premises. Discuss evening or staged moving only after those permissions and staff requirements are understood.

Identify a minimum operating set: essential laptops, communications, documents and supplies needed to resume service.

  • Agree the last working time
  • Protect confidential files
  • Plan staff communications
  • Prepare a reopening checklist

Test before declaring the move complete

At the destination, position furniture against the approved plan before workstations are populated. Department leads should verify their areas while the move information is fresh.

IT and facilities teams then test power, network, phones, access control and essential equipment. Record exceptions with an owner and target resolution time.

  • Verify workstation counts
  • Check meeting-room equipment
  • Confirm emergency routes remain clear
  • Collect empty crates systematically