Preparing for an Office Move? Key Steps Every Business Should Follow

Office moves are a major milestone for any enterprise, and with proper planning, potential disruptions can be minimised and the transition made smooth and productive.

Creating an organised checklist serves as a roadmap for the office manager and others participating in the office relocation. It enables a smoother transition between office locations and significantly reduces potential disruptions to business operations.

Below is a comprehensive office move checklist to implement.

1. Initial Planning Phase (6–12 Months in Advance)

An office relocation checklist is carefully designed to make the moving day less stressful and considerably more manageable. We recommend beginning the process at least six months before relocating, and preferably up to a year in advance. The larger the enterprise, the longer the necessary planning.

Determine Reasons and Goals for the Move

What does your future enterprise require from a workspace? Is an office relocation anticipated because the company is experiencing rapid growth, with headcount increasing and new clients onboarding daily?

When considering space requirements, do not get stuck on the current personnel; otherwise, you will underestimate your actual needs for 6–12 months from now. The last thing you need is to go through all the effort of a business relocation only to discover that the anticipated 20% rise in employees was inadequate.

There are solutions to this challenge, of course, including renting a managed office for overflow staff. However, when planning an office move, allow for post-move business expansion.

Choosing the Right New Office Location

Location is vital for business. A new space should be located near major transportation links, with local amenities nearby, as well as ample parking on-site for staff and visitors. Bowman House Business Centre is strategically positioned just 2 miles from M4 Junction 16 (Swindon West), providing access to Swindon, Bristol, and the wider Thames Valley. Parking is complimentary, with EV charging points also available.

Staff wellbeing and access to alternative spaces are priorities at Bowman House Business Centre – we have well-appointed break-out areas, kitchen facilities with complimentary tea and coffee, plus shower facilities. The office setting, situated at Whitehill Industrial Estate, fosters a sense of productivity and space, and provides excellent accessibility and 24/7 access for clients.

There are also catering options available for meetings with flexible arrangements to keep your team satisfied.

2. Mid-Phase Planning (3–6 Months Before the Move)

The reality of a new office address becomes apparent at the 3- to 6-month stage, as it draws closer. Implement concrete steps to guarantee a seamless transition.

Budgeting and Financial Planning

Sound budgeting and financial planning are vital for the smooth operation of any firm. Often, there are extra expenses associated with relocating to new premises. If a relocation team has been formed, they must accurately identify what these are, ensuring that nothing important is overlooked.

Typical costs include the new lease payments, security deposits, furnishings, office renovations, and moving services to transport existing furnishings, fixtures, and equipment to the new premises.

Seek cost-effective alternatives where possible. Does the office supplier provide furnishings with the office rental? Are the internet and utilities included, or are there additional setup fees to establish connections? Bowman House supplies office furnishings, ultra-fast fibre broadband, secure Wi-Fi, and other amenities with their managed offices.

Vendor Selection and Management

As part of an ultimate office move checklist, selecting the right moving company is not always given adequate priority. Negligence can cause the moving process to derail. Poorly packed and improperly secured office equipment can get damaged during transport. This creates further disruption to your business.

The IT team is another critical area where everything must be correct. Otherwise, staff will be unable to access systems and continue their work. Ideally, a dedicated team for the IT relocation is needed. When other suppliers or third parties are involved, coordinate with them in advance to ensure uninterrupted operations.

Secure multiple price quotes for the office move. Compare authentic supplier reviews to identify the best option. Verify how many years they have successfully delivered their services. Has anything ever gone wrong? If so, what lessons did they learn from the experience?

3. Pre-Move Preparations (1–3 Months Before the Move)

Understanding all the moving components enables thorough, proactive preparation.

Employee Preparation and Communications

Notify employees of the upcoming move. Discuss it openly and answer questions to ease any concerns.

Ask team members whether there are suppliers or other parties they deal with directly that need to be informed. And if so, what advance notice is required?

Ensure the right people are focused on the change in office location. Any moving plan must keep the relevant staff informed about what is expected of them. Monitor assigned tasks to ensure nothing is missed.

IT and Infrastructure Planning

IT relocation demands careful planning and execution. It operates separately and distinctly from the office move.

Access to electrical power, electrical socket locations, and Ethernet network sockets (or Wi-Fi provision) is crucial. Develop a floor plan that maps all existing power plugs, identifies where extension cords are needed, and indicates the placement of wire safety covers (to prevent tripping) where relevant.

Include all computing equipment, such as servers, workstations, printers, and other miscellaneous items, on the floor plan. Equipment should be assigned a colour-coded label indicating the department to which it belongs.

Implement a data backup checklist to enable recovery of any hardware that has experienced data corruption or drive failure due to relocation. Additionally, ensure that backup hardware is available to replace damaged equipment and minimise downtime.

4. Final Month and Moving Week

The upcoming move is now almost here.

Packing and Labelling Techniques

As the deadline approaches, pack away less frequently used office equipment and spare furniture. Best practices include using appropriately sized boxes and applying bubble wrap padding around items to protect them during transport.

Labelling strategies work optimally when adopting different colour codes per department. From there, assign each employee a unique code and apply this identifier to their desk, chair, and other relevant equipment.

Last-Minute Checks and Contingency Plans

Verify the final instructions with the moving company to ensure everyone is in agreement. The same applies to employees. This includes keeping them updated and ensuring that no issues have emerged that have not been communicated to the office move planning team.

Develop a contingency plan for critical business operations that may be disrupted by operational issues, potentially impacting customer relations or business functionality. This might involve utilising the private cloud, disaster recovery systems, or alternative methods.

Final Condition of the Old Office

The lease terms regarding building and installed system wear and tear protect the landlord. Eliminate company branding from the office. Check whether removing it has exposed previously hidden damage, such as faded paintwork or screw holes.

The tenant who plans to vacate the lease is responsible for dilapidation costs, which involve restoring the building and its interior to their original state, as per the relevant provisions.

Complete any necessary repairs well in advance of moving day. Photograph the repairs and document any problematic areas for future reference. Discuss the repairs with the landlord and verify whether they satisfy the required standards.

Address Change Requirements

Compile a comprehensive list of all organisations, regulatory bodies, banking institutions, service providers, contract companies, utility suppliers, and other applicable entities. Notify them of the relocation date, address change, and any other relevant details.

Coordinate with the telecommunications provider to plan for redirecting phone lines until new installations can be completed.

Business letterheads, compliment slips, business cards, and other printed materials need updating with the new contact details.

Confirm that the new office’s security systems are operational before relocation day. This prevents any unfortunate access problems, which would complicate the process.

5. Moving Day

Prepared for the business relocation today?

Key Activities and Timeline for the Move Day

Develop a detailed moving day strategy document. Include a complete timeline and hourly schedule for all participants in the move, including staff, external movers, and setup personnel.

Record any damage to the old office discovered when relocating furniture and potentially during the removal process. Document any new areas of concern and notify the old landlord accordingly.

Each team member must understand their responsibilities and duties.

6. Post-Move Setup and Adjustment

The relocation is complete, but what remains to be accomplished?

Setting Up the New Office

The office arrangement establishes the foundation for what follows – organise office furniture by department according to established teams.

Technology infrastructure, including servers, workstations, printers, phones, and other hardware, follows next.

Activate essential services quickly through phone lines, call forwarding, and other necessary channels.

Employee Adjustment and Feedback

Guarantee a smooth office transition for employees. Designate one individual per team to handle department-specific issues.

Escalate more substantial concerns, involving multiple departments, to the office move planners. Maintain a list to avoid contacting the organisers repeatedly. Emphasise the most urgent issues to ensure they receive priority attention.

7. Future Planning and Considerations

Conduct a post-move assessment once everything has stabilised. How should this influence future planning and other considerations?

Evaluate the Move’s Impact on Business Operations

How were operations affected or harmed by the move? Would it have been worth setting up IT systems and relocating some items to the new office ahead of the move day? Or was it feasible to relocate in a single day and keep running the company?

Would it be worthwhile to make any adjustments to the moving plan for future office moves?

The Bowman House Advantage

Moving your business operations involves more than relocating furniture and equipment – it requires a strategic approach that maintains productivity while minimising disruption. At Bowman House Business Centre, we recognise that successful entrepreneurs and expanding companies need workspace solutions that adapt to their changing needs.

Our managed office spaces offer the perfect foundation for businesses transitioning to new premises. With fully furnished, air-conditioned private offices from 183 sq ft to 503 sq ft, we accommodate teams of various sizes while providing flexibility to scale as your business grows. Each office includes ultra-fast fibre broadband, secure Wi-Fi, and plug-and-play telephony systems, eliminating technical complexities that often accompany office relocations.

The strategic location at Whitehill Industrial Estate, just 2 miles from M4 Junction 16, ensures your team maintains excellent connectivity to Swindon, Bristol, and the wider Thames Valley. With ample free parking, EV charging points, and 24/7 access, your relocated business can operate seamlessly from day one.

What to Consider When Planning Your Move

While relocating presents exciting opportunities for business growth, several critical factors must be addressed to ensure a successful transition. Understanding these considerations early in your planning process will help you make informed decisions that support your long-term business objectives.

Space planning requires careful assessment of both current and projected needs. Many businesses underestimate their future requirements, leading to premature relocations within 12–18 months. Consider your growth trajectory, seasonal staff fluctuations, and the need for collaborative workspaces when evaluating potential office spaces. At Bowman House, our range of office sizes allows for natural progression as your team expands.

Technology infrastructure represents another crucial consideration. Modern businesses depend heavily on reliable internet connectivity, telecommunication systems, and IT support. Evaluate potential downtime during the transition and consider how new premises will support your technological requirements. Our managed offices feature a comprehensive IT infrastructure, which reduces setup time and technical complications.

Location accessibility affects employee satisfaction and client relationships. Consider public transport links, parking availability, and proximity to amenities when selecting your new office. The wrong location can impact staff retention and client accessibility, ultimately affecting business performance.

Budget considerations extend beyond monthly rent to include setup costs, equipment relocation, potential renovation expenses, and ongoing operational costs. Hidden expenses can quickly escalate, making thorough financial planning essential.

Continual Improvements and Adjustments

Stay flexible and responsive to how your new space performs in practice. Floor plans that looked perfect on paper may reveal inefficiencies once your team settles in. Consider whether quick adjustments can be made during a quiet period or on a weekend to serve your workflow better.

Use this transition as an opportunity to evaluate and improve your processes. Has the move highlighted bottlenecks or workflow issues that were not apparent before? Your new environment offers a fresh canvas for reimagining how work gets done, so take advantage of the chance to optimise systems alongside your physical space.

Conclusion

An office move represents a complex project that touches every aspect of your business operations. From selecting the right location and securing the lease to designing functional layouts, managing budgets, preparing your workforce, coordinating with movers, and handling countless logistics, the process demands careful planning and execution.

Each move brings valuable insights that inform future decisions. The lessons learned from navigating this transition will serve you well, whether you are expanding again or simply making ongoing improvements to your workplace. At Bowman House Business Centre, we hope this blog post gives you clear indications about what to expect. We aim to make office moves as seamless as possible.

Contact Bowman House Business Centre:

• Phone: 01793 843100
• Email: info@bowmanhouse.co.uk
• Website: https://bowmanhouse.co.uk/
• Location: Whitehill Industrial Estate, Bowman Court, Whitehill Lane, Royal Wootton Bassett, Wiltshire SN4 7DB