Office Relocation Planning: How to Move Your Office With Minimum Disruption

Moving an office is different from moving a home. Work has to continue, equipment is expensive, files must stay in order and many people are involved. With a clear plan, you can move your office with as little disruption as possible.

1. Appoint One Move Coordinator

Choose one person in the office to own the move. They talk to the moving company, the landlord and the building management, and they share updates with staff. One point of contact avoids mixed instructions on moving day.

2. Survey the Old and New Office

• List furniture, workstations, computers, printers, servers, cupboards and files.
• Measure doors, lifts and corridors at the new office for large furniture.
• Check building rules on both ends: working hours, lift booking, loading area and security passes.
• Invite the moving company for a survey so the quote and plan match your actual inventory.

3. Choose the Right Timing

• Plan the move over a weekend or a holiday, or in phases department by department.
• Keep critical teams working by moving them last or first, depending on what they need.
• Tell clients and suppliers about the move date and new address in advance.

4. Prepare a Seating Plan

Make a floor plan of the new office with numbered desks. Give every person and every desk a number, and use the same number on their boxes, chairs and computer. The moving team can then place everything in the right spot at the new office.

5. Plan IT and Internet Early

• Book internet and phone line installation at the new office well before the move.
• Take a full backup of computers and servers before they are disconnected.
• Photograph cable connections at each desk and the server rack.
• Label every computer, monitor and cable with the desk number.
• Have your IT person or vendor present to reconnect systems at the new office.

6. Files and Confidential Documents

• Sort and archive old files before packing — move only what you need.
• Pack files in numbered, sealed boxes with a list of contents.
• Keep confidential documents, cheque books and company seals with a responsible staff member, not in the general load.

7. Ask Each Employee to Pack Their Desk

• Give each person a box or two, labelled with their desk number.
• Ask them to take home personal valuables.
• Set a deadline for desk packing before moving day.

8. On Moving Day

• The coordinator stays at the old office until it is empty, and another person receives goods at the new office.
• Check the inventory list at loading and at delivery.
• Test computers, internet and phones before staff return.

9. After the Move

• Update the address on your website, Google Business Profile, invoices, GST records and letterheads.
• Collect any security deposit from the old office after handover.
• Report any damage to the moving company in writing quickly, with photos.

Office Relocation With Century Packers and Movers

We plan office moves around your working hours — furniture, workstations, IT equipment and files — with careful packing and labelling. The price is agreed in writing after a survey. See our office relocation service or contact us to plan your office move.