An office move should be planned around the work that must resume, not just the number of desks that need loading. Define the critical teams, equipment and systems first, then schedule packing, transport and installation around those dependencies.
Appoint one move coordinator with authority to confirm scope and changes. Give facilities, IT, administration and department representatives specific responsibilities so the moving crew is not asked to settle conflicting instructions on collection day.
Define what must work on the first day
List the minimum equipment and spaces needed to reopen: internet access, key workstations, phones, secure storage, meeting access and any business-specific equipment. Distinguish those essentials from items that can remain packed for several days.
Check the destination’s readiness before announcing a reopening date. Furniture delivery does not establish that cabling, power, access control and provider connections are complete. Assign someone to confirm each dependency and record the result.
If a full closure is difficult, assess a phased move. Identify what can move first, what must stay operational and whether the same equipment is needed at both locations. A phased plan can also create extra handling and coordination, so compare the complete scope.
Decide whether each phase can proceed
Give each phase a short readiness check: the receiving rooms are accessible, the agreed layout is available, required power and connections have been checked, and the people responsible for installation can attend. Record who makes the final decision to proceed. Resolve a failed check before releasing equipment that the business still needs at the old office.
Prepare an alternative for a delayed phase. It might remain at the old office, move on a revised date or need an assessed holding arrangement; each choice needs permission and a clear cost. Ask the moving provider which alternatives can actually be offered. Have the authorised company contact approve any revised work, rather than leaving department staff to agree different arrangements during loading.
Create an asset-to-destination register
| Asset group | Record | Destination instruction |
|---|---|---|
| Workstations | Asset ID, equipment and approved accessories | Desk or team zone |
| Furniture | Quantity, condition and dismantling scope | Floor and room |
| Files | Container ID and accountable custodian | Authorised secure storage |
| Shared equipment | Model, dimensions and technical preparation | Prepared installation location |
| Personal belongings | Owner’s packing responsibility | Personal collection or labelled destination |
Use identifiers that are useful to handlers without exposing confidential content. A sealed file carton needs a destination and accountable custodian; it does not need client names or sensitive case details on the outside.
Reconcile the register after packing. If a department adds equipment or removes desks, update the agreed inventory rather than allowing the old survey to stand as the only record.
Download the office move handover register (CSV). Open it in Excel or another spreadsheet app and assign one row to each asset or sealed container. Record its phase, destination and responsible people, then update the collection, receipt, installation and restart fields as work progresses. Keep passwords and confidential file contents out of this shared register; use asset IDs and the authorised custodian’s separate record.
Let IT own system shutdown and restart
Ask the responsible IT team to back up necessary data, verify recovery arrangements and approve the shutdown sequence. They should decide who disconnects equipment, handles storage media and reconnects systems. A mover should not be expected to know your network configuration.
Label cables and associated equipment according to the agreed plan. Keep essential recovery information secure and accessible to authorised people. Do not put passwords in a carton label or share them in a general moving group.
Agree the custody arrangements for sensitive devices and records. Your organisation’s policies determine what staff carry, what can be transported and who can receive it. Arrange specialist support for servers, large printers or equipment requiring technical preparation.
For sealed records or sensitive devices, record the container or asset ID, seal reference where used, releasing person, receiving person and handover time. Check the seal and count at receipt; document any exception before opening. Use destination codes on visible labels and keep the detailed contents list with the authorised custodian.
Choose a backup decision-maker for each building so a missing supervisor does not leave the crew choosing between conflicting instructions. Share one approved layout and an updated change list. Reconfirm the destination of any asset moved out of its original phase before it is loaded.
Coordinate both buildings
Confirm loading access, goods-lift bookings, security registration, vehicle restrictions and the approved working window at each office. Ask how floor and common-area protection should be handled. Provide the required details through the building’s agreed process.
Check furniture dimensions against the route and the new layout. Identify fixed partitions, wall-mounted equipment and items that require contractors. Dismantling a desk is different from changing electrical wiring or modifying the building.
For an out-of-hours move, confirm that the necessary building staff, technical support and authorised decision-maker will actually be available. An empty office is not enough if the lift cannot be operated.
Use a controlled handover and restart
At collection, acknowledge the inventory and record exceptions. At delivery, count items into their intended zones and keep clear walkways while unpacking proceeds. Track missing parts or visible damage against the asset register.
Test a representative workstation and critical services before telling the whole team to resume normal work. Have the responsible specialists resolve installation issues. Separate “delivered” from “installed” and “tested” on the completion list so unfinished work remains visible.
Keep a short escalation list for the first working day. Staff should know whom to contact about missing equipment, access problems or a device that has not been approved for use.
Questions about office relocation
Can an office move happen over a weekend?
Possibly, but verify building access, provider appointments, technical support and the actual scope. A weekend window does not guarantee that systems will be ready by Monday.
Does the mover reconnect the network?
Do not assume so. Define moving, technical installation and IT responsibilities separately in the written plan.
Should employees pack their own desks?
Decide centrally. Provide a consistent labelling method, a deadline and rules for personal or sensitive items so every department follows the same handover process.
Prepare an office-relocation assessment using the register and review the quote comparison guide for scope gaps.