Plan Your Office Move
An office move involves far more than packing boxes. From technology and communications to staff coordination and stakeholder updates, every detail matters.
The Workplace Moving Company helps businesses stay organised, reduce disruption, and move smoothly from one workspace to the next. Use this guide to understand what goes into a successful relocation and how to prepare with confidence.
Why Planning Early Makes All the Difference
Early planning gives your team clarity, keeps your move on schedule, and helps prevent costly last-minute issues. By assigning responsibilities, reviewing your current setup, and confirming key operational details in advance, you can create a move plan that supports business continuity from day one.
Minimise disruption
A successful workplace move starts with a clear plan. Structured timelines, careful coordination, and proactive communication help reduce downtime and keep your business operating smoothly.
Keep stakeholders informed
Clear communication with staff, suppliers, and service providers helps avoid delays, minimise disruption, and support business continuity throughout the move.
Manage move-day logistics
From access requirements and floor plans to technology setup and equipment delivery, detailed logistics planning ensures your relocation is completed efficiently, safely, and on schedule.
Settle into your new workspace
With the right relocation support, your team can transition quickly into the new environment and get back to work with minimal disruption.
Office Move Planning Checklist
The complexity of an office move is often underestimated.
Based on our experience and customer feedback, we have created this Office Move Planning Checklist to help you prepare for a successful office move.
Early Planning
- Appoint an appropriate staff member as your company’s Move Coordinator.
- Review your current office equipment and IT set-up. What needs to be upgraded or replaced?
- List all stationery and company letterhead items that will need updating.
- Consider new building signage.
- List all digital business channels that need to be updated, such as your website, social media channels, and online directories.
- Consider the security and access requirements for your new premises.
- Send a notice to clients and suppliers to advise that your business is relocating, including details such as your street and postal addresses.
- Keep staff informed of progress and key developments throughout the process.
- Confirm the layout of the new premises and the configuration of communication outlets.
- Confirm the move date with The Workplace Moving Company.
Arrange Disconnection, Reconnection, and Diversion Services
- Electricity and/or gas
- Telephones and multifunction devices (to display the new number)
- Mobile phones
- Mail services
- Computer communications equipment (routers, modems, etc.)
- Organise decommissioning and recommissioning of all computers and associated electronic equipment with The Workplace Moving Company.
- Notify suppliers of leased equipment about your relocation, such as MFDs, plants, or pictures, as they may need to arrange the relocation of their leased items.
Notify Stakeholders of Your Change of Business Address
- Companies Office
- IRD
- Motor vehicle registration (quote your LTSA number)
- Local government
- Insurance company
- Cleaners and gardeners
- Suppliers of financial and legal services, such as accountants, solicitors, banks, finance houses, printers, brokers, and credit card providers
- Suppliers of other materials and services, such as press, public relations/media, couriers, freight services, and travel agents
Just Prior to Your Office Move
- Arrange delivery of crates, cartons, and labels with The Workplace Moving Company, and designate a storage area for them.
- Confirm all final details of the move plan with The Workplace Moving Company, including the insured value for items in transit.
- Distribute written moving instructions to all staff in conjunction with The Workplace Moving Company representative, if appropriate.
- Label all items in accordance with the new floor plan (labels supplied by The Workplace Moving Company).
- Reserve access areas such as parking meters, entrances, loading docks, and goods lifts, and notify the landlord if the building has multiple tenants.
- Confirm delivery of new equipment, furnishings, stationery, and other required items.
- Provide a floor plan for each level of your new premises to assist with the correct placement of items, and ensure The Workplace Moving Company receives copies one week before the move.
- Finalise arrangements for access, keys, and codes for The Workplace Moving Company staff.
- Arrange for staff to visit the new site before the move for familiarisation.
- Finalise the start time for the day of the move.
- Confirm which items will go into storage or be distributed to other offices.
