Build the relocation team
Assign one decision-maker and representatives for IT, facilities and each department. Create a timeline with responsibilities and approval dates.
Confirm the lease dates, access windows and any reinstatement work required at the old premises.
- Nominate a project lead
- Create a moving inventory
- Confirm budgets and approvals
- Identify business-critical equipment
Plan the new layout
Map workstations, meeting rooms, storage and shared equipment before packing starts. Give each destination area a simple code.
Use the same codes on labels, floor plans and furniture so the moving team can place items correctly.
- Number departments or zones
- Label desks and crates
- Plan cable and IT locations
- Confirm furniture fit
Manage IT and records
Back up data and agree responsibility for disconnecting and reconnecting equipment. Sensitive records may require secure containers or controlled handling.
Do not leave technical decisions until moving day. Test connectivity and access at the new premises in advance.
- Schedule IT providers
- Back up essential systems
- Separate confidential records
- Plan business continuity
Move and reopen
Use a phased move where necessary and keep key staff informed. At the new office, prioritise essential teams and test services before everyone returns.
Complete a final check at the old site and record any damage or outstanding landlord requirements.
Create an ownership and communication plan
Nominate one decision-maker and a contact for each department. Record who approves the floor plan, IT shutdown, access, packing labels, furniture disposal and staff communication. Conflicting instructions on moving day create delays.
Give employees clear deadlines for clearing desks, labelling personal items and taking home anything that should not enter the removal load. Share the new access arrangements before the first working day.
- Assign a move coordinator
- Issue a labelling guide
- Confirm staff responsibilities
- Share emergency contact details
Protect business continuity
Identify systems, records and equipment that must remain available for as long as possible. Plan shutdown and reconnection with the relevant IT or specialist contractors rather than expecting the removal team to handle technical disconnection.
Consider a phased move, temporary storage or a small advance delivery of essential equipment. Test internet, telephones, security and access control before the full team returns.
- Back up business data
- Record equipment serial numbers
- Plan IT shutdown and restart
- Test the new workplace before reopening
Preparing a commercial-removal quotation
Provide a furniture and equipment list, floor plans where available, building access windows, loading details and the date the workspace must be operational. This allows the relocation sequence and team size to be planned around the business.
After the move, keep a short snagging list for missing labels, furniture adjustments or items requiring a later delivery. One coordinator should collect these points so the moving team receives a clear, prioritised update rather than separate requests from several employees.
- Identify priority departments
- List furniture needing dismantling
- Confirm IT contractor timings
- State storage or disposal needs
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