Ultimate Office Move Checklist: Template for Business

Office relocation has become an increasingly important consideration for many businesses in recent years. According to CBRE, nearly 60% of small companies are contemplating relocation to upgrade their workplace. The reason for this is the change from the old office format to a flexible space that is easy to manage and is designed to improve the working conditions of employees.

As John Boyd from Boyd Company explains,

“Site selection today is about far more than shuffling people or moving real estate. It's really about the identity of the company.”

Technology is also a top priority for occupiers looking to connect hybrid workforces and enable predictable space planning. Over 80% prioritize enhancing video-conferencing tools, and nearly two-thirds prioritize room-booking software.

Office relocation can be an effective way to optimize costs, use space efficiently, and increase employee satisfaction. The right location, flexible terms, and modern technologies allow companies to create a productive work environment for hybrid teams.

Hybrid Work & Office Relocation: Need to Know

What is Hybrid Work and Why Does It Affect Office Relocation?

Hybrid work combines remote work with in-office time, allowing employees to work from home on some days while coming into the office for meetings or collaboration. This model has changed how businesses approach office space and relocation planning.

According to Robert Half's Demand for Skilled Talent research, 29% of professionals plan to look for a new job in the first half of 2025, with the desire for work flexibility being the top motivator. Nearly half (48%) of surveyed job seekers said they would like to find a hybrid role.

As you prepare for your move, consider the layout, IT infrastructure, and workspace design to support this flexible working model. Rather than assigning specific desks to employees, incorporate flexible workspaces like hot desks, collaboration zones, and quiet areas. This allows employees to choose the best environment for their tasks — whether they're in the office or working from home.

Key Takeaways:

Hybrid work merges remote and office-based work, providing flexibility.
Office design should include spaces that support various work styles.
IT systems must enable seamless access to resources from anywhere.
Employee well-being should be a priority when designing your new office setup.
Coordination across teams is essential for a smooth move.

Aligning Your Hybrid Work Policy with an Office Move

Coordinating your remote-onsite work model with your office move plan is vital. If you're planning to implement a hybrid work format in your company only after moving to a new office, it's very important to think everything through so that the new office and hybrid work format are compatible with each other. If this isn't done, it may turn out that the new office will be used inefficiently. For example, there might be too much space with too few employees, or conversely, it might be too cramped. To prevent this from happening, it's necessary to measure key performance indicators (KPIs) to improve productivity and working conditions.

To manage office space effectively, consider:

Using shared scheduling tools for employees to book office days in advance.
Monitoring office space usage and adjusting policies based on trends.

UnSpot offers flexible scheduling tools for convenient desk booking and meeting room reservations, eliminating the frustration of searching for available workspaces and double-booked meetings while maximizing your office efficiency

Ensure your IT foundation supports flexible work. Collaborate with your technology team to:

Measure bandwidth needs for video calls, then upgrade internet plans for peak usage.
Set up a secure VPN with multi-factor authentication for accessing internal resources remotely.
Create guides for remote setup and tools, then conduct hands-on training sessions.

💡 Regular communication with your team about how the office move will affect hybrid work policies will ease concerns and create a smoother transition.

The Ultimate Office Move Checklist: 6-12 Months Before Relocation

Selecting the Best Office Space for a Hybrid Workforce

Choosing the right office space is crucial for supporting a hybrid work model. If your existing office isn’t meeting the needs of a flexible workforce, it’s time to consider a relocation. Your office space should accommodate both in-office and remote employees. Consider these factors when evaluating potential new spaces to relocate:

Office Location and Accessibility: Make sure the office is easy to access for employees, with good transportation options and parking.
Size and Layout: Ensure the space supports both current and future needs, with flexible workspaces, quiet zones, and meeting rooms. Review your office inventory to determine the amount of space required.
Security Systems: Verify the building has a staffed reception desk, security personnel, and an access control system at all entrances to prevent unauthorized access. Additionally, ensure comprehensive camera coverage and video monitoring throughout the premises..
Amenities and Services: Ensure the location has fitness centers, cafes, and dining options within walking distance to enhance employee convenience and well-being.

💡 Pro Tips:

Whether you’re considering expanding or downsizing, create a detailed plan to ensure your new office space supports all your needs.
Involve employees in the space selection process via surveys or focus groups to ensure everyone knows their preferences.
Work with a real estate broker who specializes in hybrid office spaces.

Budgeting for Your Office Move and Hybrid Work Transition

One of the first steps in planning an office move is creating a clear, detailed budget. This will help you avoid any unexpected costs during the process. Key budget factors to consider include:

Moving Company Fees: Get moving quotes from different moving companies to find the best fit.
Moving Insurance: Ensure valuable office equipment is covered during transit.
Office Furniture: Evaluate what needs to be replaced or upgraded to fit a hybrid work environment.
IT Infrastructure: Account for hardware, software licenses, and necessary network upgrades.
Miscellaneous Expenses: Include costs like packing supplies and employee communications.
Plan to Terminate Contracts: Ensure all agreements for your current space are properly ended, including office lease, catering services, water delivery, office supplies, and maintenance contracts. Coordinate termination dates with your moving timeline to avoid unnecessary expenses.

Office Relocation Checklist: 3-6 Months Before Moving

Internal and External Communication Plan

Communication is key to ensuring a smooth office move. Keeping both your team and external stakeholders informed will minimize disruptions, especially as you approach the moving date. Here's how to effectively communicate about the big move:

Internal Communication:

Assign a Moving Team: Designate employees from different departments to be the go-to contacts for move-related questions.
Host Regular Update Meetings: Schedule frequent check-ins with team leaders responsible for preparing the space for relocation to assign tasks and monitor progress. These meetings allow for quick resolution of any issues that arise during the moving process.
Use Multiple Channels: Share updates through email, company corporate portal, and messaging platforms.
Provide Moving Guidelines: Develop a detailed plan with clear instructions on the moving process, timelines, and packing instructions.

External Communication:

Update Contact Information: Make sure your website, email signatures, and business cards reflect your new office address.
Send Notification Letters: Notify clients and partners about the move, explaining the reason for the move and the benefits of the new location.
Host an Open House: After the move, consider hosting an event to introduce your new office space to clients and partners. Invite your most important clients to your new office. Host a small after-work party for them, or simply invite them to come pick up a gift. This will not only strengthen business relationships, but also save your important clients time in the future by eliminating the need to search for your office when they visit for important matters.

Planning Office Layout and IT Infrastructure

When designing your new office, both the layout and IT infrastructure are crucial for ensuring a smooth transition and supporting hybrid work.

Office Layout Considerations:

Workstations: Combine fixed desks and flexible workspace to suit different needs.
Meeting Rooms: Equip rooms with video conferencing tools for hybrid meetings. Install a large TV screen where you can project content from laptops and connect a camera that allows remote employees to see the entire team in the conference room. This setup ensures seamless collaboration between in-office and remote team members during meetings.
Common Areas and Quiet Zones: Design spaces that encourage collaboration while offering privacy when needed.
Accessibility: Ensure the layout accommodates employees with disabilities. In the USA, follow the standards set by The Americans with Disabilities Act (ADA) to make your workplace compliant and accessible for all employees.

IT Infrastructure:

Network Capacity: Upgrade your network to support high-demand tasks like video calls and cloud work.
Cybersecurity: Implement robust security measures, such as firewalls and VPNs.
Cloud Migration: Move necessary applications and files to the cloud for easy remote access.

Remember, starting this process months before the move will give you ample time to ensure a smooth transition. This will help you stay on track and manage both internal and external communication with ease, especially if your current office space isn’t meeting the growing needs of your team.

Office Move Template

To help streamline your office relocation journey, we've created a collection of downloadable templates and checklists for a smooth transition to your new location.

Office Move Templates
Our templates cover all stages of the relocation process:

Office Relocation Checklist: A step-by-step guide to ensure nothing is overlooked.
Moving Budget Template: A customizable tool to track moving costs and expenses.
Communication Plan Template: A guide to notify employees, clients, and vendors about the upcoming move.
Packing and Labeling Guide: Tips for packing office items and handling sensitive materials.
Post-Move Evaluation Template: A survey to gather feedback and assess the success of your move.

👉 Download the extended office relocation сhecklist for free

Office Move Logistics: 1-3 Months Before Relocation

Finalizing Movers, Utilities, and IT Setup

As the move approaches, finalize the logistics to ensure a smooth transition. Key tasks include:

Setting Up Utilities: Ensure that your new office has all necessary services operational before moving in, including electricity, water, internet, and phone connections. Additionally, verify that all utility accounts at your old office will be properly closed without any hidden issues, such as outstanding balances, discrepancies between meter readings and actual usage, or other potential problems that could arise after your departure.
IT Setup: Test the network, servers, and desktops before the move to avoid delays and ensure all systems are operational from day one.

Legal and Compliance Considerations in Office Relocation

Don’t forget to address legal and compliance factors during your move:

Lease for Your Present Office: Review termination clauses and security deposits for both your old office and the new office. Make sure you meet the required deadlines for vacating your current office.
Regulatory Compliance: Ensure your new office space complies with workplace regulations regarding minimum square footage requirements per employee.
Insurance Coverage: Make sure you have the necessary insurance during the office moving process, covering any potential damages during the move.

Moving Day: Execution Plan

Coordinating Your Office Move Team

A successful move needs clear roles. Pick specific employees to manage tasks like packing, IT setup, and coordinating with movers. These team members will make sure everything runs smoothly on moving day, from packing to working with the moving company.

Setting Up Your New Office Space Efficiently

Arrange desks with enough space between them and create wide walkways
Set up and test all IT equipment (routers, ethernet connections) and check for sufficient power outlets
Give each employee their job-specific equipment (powerful computers for designers, headsets for customer service) and provide login credentials.

Have someone check off inventory as movers load and unload items to ensure nothing is lost during transport. Keep valuables and sensitive documents with you rather than leaving them to movers, transporting them personally if possible. Once at the new location, prioritize setting up essential workstations and network connections first so your team can resume critical operations quickly.

Post-Move Adjustments for a Successful Office Move

Testing IT Systems and Hybrid Work Setup

After the move, test your IT systems to ensure everything works properly. This includes checking internet speed, network security, and remote access solutions.

Hybrid Work Tools:

Test all video conferencing equipment to ensure audio, video, and screen sharing functions work properly. Verify the quality meets your standards before regular use.
Ensure collaboration platforms are configured properly and accessible to all employees. Check file sharing, real-time editing, and messaging features.
Confirm remote access solutions (VPN, remote desktop) are stable and secure by having employees log in from various locations and devices.

Measuring Hybrid Work Success After Relocation

To see if your hybrid work setup is working after moving offices, keep an eye on how engaged employees are, how well the workspace functions, and if the technology is performing properly. Regularly ask for feedback and look at the data to make your setup better.

Key Metrics for Success:

Productivity: Check how many projects get completed, if deadlines are met, and the quality of work from both in-office and remote employees.
Collaboration quality: Look at how well teams work together by counting cross-team projects, measuring time spent working together, and asking employees what they think about communication tools.
Employee retention: Monitor how many employees leave, how satisfied they are with their jobs, and why they quit to understand how your hybrid model affects keeping talent.
Cost savings: Figure out the money benefits of your hybrid setup, like spending less on office space, lower utility bills, and reduced travel costs.

While adjusting to your new office, consider hosting an office warming party to welcome your team to the space. Also, don't forget that the vacated office may need to be properly cleared, ensuring all responsibilities are met before officially closing that chapter.

Finally, be aware that your new office needs landscaping or other final touches to ensure it’s both functional and aesthetically pleasing for all employees.

Hybrid Office Relocation FAQs

As you navigate your office moving journey, you may have several questions about the process. Here are some of the most common questions we receive, along with practical, step-by-step answers to help you along the way.

FAQ Section

Have I completed and labeled the floor plan for the new office?

Yes, it’s essential to have a detailed layout for your new office in advance. Label the areas clearly, including desktops, meeting rooms, and collaboration zones. A detailed floor plan helps guide the moving team, ensuring that office furnishings and equipment are set up correctly. The market offers tools that can significantly simplify the process of selecting and booking workspaces using interactive maps.

What is the task list for moving offices?

When preparing for an office relocation, create a task list that covers every phase of the process. Key tasks include:

Planning the move and selecting a reliable moving company.
Packing and labeling all old office items like office supplies, furniture, and equipment.
Notifying your employees and external stakeholders of your move by updating contact details and informing clients about the new office address.
Setting up and testing the IT infrastructure, including internet and phone connections, computer networks, printers, and any necessary software installations. Ensure remote access is working and all IT systems are secure before the move.
Unpacking and organizing the new office space according to the layout.

How to plan an office move?

Planning a successful office move requires a clear timeline and a comprehensive checklist. Start by:

Setting a moving date 3-6 months in advance and hiring a reputable moving company with experience in office relocations.
Informing your team about the move at least 2 months prior and clearly outlining your hybrid work policy and expectations.
Designing a new office configuration that supports both in-office and remote work.
Organizing the packing and labeling of office items at least 1 month before the move, assigning tasks to specific team members.
Upgrading your IT infrastructure, testing remote access, and planning for minimal downtime during the transition.
Lastly, notify clients, partners, and vendors of your new address and update your website, business cards, and online listings.

How do I pack my office for moving?

When packing your office, follow these steps:

Label everything by department and workstation to ensure quick unpacking.
Use high-quality packing materials to protect office furniture and electronics.
Pack office supplies separately, organizing them by category for easy access.
Assign specific tasks to your moving team to supervise the moving process and avoid any confusion.
Make sure all IT equipment is safely packed and marked for setup in the new office.

How do I create a move-in checklist?

You can save time by downloading our checklist that covers all stages of the relocation process, from preparation to moving into the new office.

How long does an office move take?

The duration of an office move depends on the size of your team and the complexity of the relocation. On average, it can take anywhere from a few days to several weeks. Here’s a rough breakdown: