Looking for a comprehensive office move checklist? Then look no further…
Moving offices can be exciting - but it can also be a bit of a headache. Luckily, a little planning and some careful management can go a long way in minimising stress and disruption.
The ultimate office move checklist
We’ve put together this step-by-step office move checklist to help your relocation go smoothly.
Step 1: Plan the basics
At the very beginning, make some key decisions so you have an overview of where you’re headed:
When does your current lease end?
Does your current lease have a ‘break clause’?
When and how do you need to give notice?
When do you want to move into your new office?
Why are you moving? Do you need a bigger, smaller, better or more affordable office?
Has senior management given approval for the move?
What’s your overall budget?
Step 2: Appoint someone to lead the project
You may have a team of people involved in making the move happen, but you need someone to steer the ship. Choose someone who is:
An experienced project manager
Senior enough to make decisions
Good at staying within budget
Knowledgeable about every part of the business
Great at motivating others
An excellent communicator
Step 3: Consider your office move needs
What do you want from your new office? At this stage, it can be a good idea to get your staff involved - let them know you’re planning a move, and talk to them about what they’d like from the new office.
Decide on your priorities:
How much space do you need? If you’re not sure, check out our article on finding the right sized office.
Do you want somewhere that’s easy for clients to visit, or convenient for you to visit clients?
Are you looking for a location that attracts new clients, or new talent?
Are public transport links important?
Does it need good road access or parking?
Do you want to be near local amenities like shops, cafes and gyms?
Step 4: Work out a budget
An office relocation can potentially be very expensive, so getting your budget right is a must. Get quotes from potential suppliers and put together a budget for the whole project, including:
Occupancy costs (rent, service charge, maintenance, taxes, energy etc.)
Transaction fees (for property agents/lawyers)
Contract break fees (if you’re leaving your current tenancy early)
Health and safety assessment
Design and fit out
New furniture and equipment, including delivery and installation
IT costs - new equipment, cabling, relocation fees
Telecoms - new equipment and installation
Disposal costs (of old furniture, equipment, rubbish etc.)
Marketing costs - website update, new stationery, announcements, invitations etc.
Dilapidation costs for your current space (some leases require you to restore the space to its original condition when you leave
Contingency (budget an extra 10-20% for unexpected costs)
Step 5: Plan the timetable
Your timetable considerations should include:
When you intend to be in your new office
Coordinating the end of your current lease with the start of your new one
Liaising with suppliers to outline your requirements
Lead times and completion dates for every task involved in the move
Review and revise your timetable periodically throughout the project, and stay in touch with suppliers to make sure things stay on track.