An office relocation affects the entire organisation. Furniture and equipment need to end up in the right place, the technology must work, and employees need to know what is expected of them. A shared schedule and clear division of responsibilities reduce the risk of misunderstandings and unnecessary disruption. Here, we explain what you should do before, during and after the move.
Start planning your office relocation well in advance
At OCT, we recommend starting the planning process at least three months before the move and booking a removal company at least two months in advance, if you intend to use one. Adjust the lead time according to the scale of the move and the needs of your organisation.
Start by:
- Appointing an internal relocation coordinator to manage the schedule and coordinate everyone involved.
- Taking inventory of furniture, equipment and documents. Record what should be moved, retained or disposed of. Photographs and specifications will make planning and requesting quotations easier.
- Creating a shared schedule for preparation, packing, transport and restarting operations.
- Informing employees early about the moving date and how their work will be affected.
During the inventory process, decide what will not be moved to the new premises. Surplus furniture can, for example, be sold, donated or recycled. Read more about the disposal of assets and equipment.
Assign responsibilities before work begins
Document who is responsible for each part of the move. If you hire a removal company, the scope of its assignment and the tasks your organisation must handle itself should be clearly stated.
- The relocation coordinator manages the schedule, points of contact and information provided to each department.
- Employees follow the instructions for packing and labelling their workstations.
- The IT manager plans data backups, the handling of technology, and the restart of computers and networks.
- The removal company, if you use one, performs the agreed tasks, such as packing, transport and assembly.
Be particularly clear about who will disconnect and reinstall technical equipment, and who will be responsible for sensitive documents and data.
Inspect the new premises
Compare your inventory with the floor plan of the new premises before packing begins. Decide where workstations, furniture and equipment should be placed, and use the same room names throughout the relocation plan.
Also make sure that:
- The network and other technical infrastructure are planned according to the organisation’s needs.
- It has been decided who will assemble furniture and install equipment.
- Access, deliveries, loading and unloading have been coordinated.
- The schedule allows enough time to install and test essential functions before employees begin working.
Plan which parts of the organisation need to become operational first. Moving in stages or over a weekend may help minimise disruption.
Pack and label according to a shared plan
Clear labelling makes it easier to place everything correctly as soon as it is unloaded. Use the same labels on boxes, furniture, inventory lists and the floor plan for the new premises.
- Boxes: Pack by department or workstation. Label each box with its contents and destination. Clearly mark fragile items and include any instructions about how the box should be positioned.
- Furniture: Label each item with the correct room or workstation. Keep parts from dismantled furniture together and label them clearly.
- Technical equipment: Label equipment so it can be matched with the correct workstation. Arrange protective packaging and special handling for sensitive equipment.
Inform everyone concerned and update the company’s details
Inform employees, customers and suppliers well in advance. Explain when the move will take place, which address will apply, and whether accessibility, opening hours or deliveries will be affected.
Update the company’s address with the relevant authorities and in your own communication channels. Also review the lease agreement and any contracts or services that need to be transferred, terminated or amended.
Coordinate the work on moving day
The relocation coordinator should be available throughout the day and begin with a joint review of the schedule, points of contact and division of responsibilities.
- Ensure access to both premises and indicate where loading and unloading should take place.
- Identify fragile items and equipment that require special handling.
- Coordinate the order in which technical equipment and other essential functions are handled with the IT manager.
- Communicate any changes to everyone affected.
- Check the delivery against the inventory and record anything that is missing or appears to be damaged.
Inspect the new office and hand over the old premises
Before employees begin working, the workstations should be assembled and essential technical equipment should be installed and tested. Check that furniture, documents and equipment are in the correct locations and that employees know how to get started.
Then inspect the old premises. Make sure nothing that should be retained has been left behind and that surplus assets have been dealt with. Confirm what is required before handing over the premises and arrange any necessary office end-of-tenancy cleaning.
Do you need help with planning or carrying out your move? Read more about how OCT works with office relocations.
