Follow This 6-Part Timeline for a Seamless Office Relocation

A successful office move requires more than paperwork and logistics. Factors like packing, setup and unexpected delays can influence the timeline, but a structured approach ensures a smooth transition.

Factors Affecting an Office Move

The following variables influence how long an office move can take and warrant consideration when determining a relocation timeline.

1. New Location

Searching for and identifying a new space can extend the office move time frame. An office’s location, client accessibility and functional operation define every physical business’s success. Incorporating these factors in office searches is a positive growth step, so it’s worth spending the extra time to secure the best strategic operating location.

2. Type of New Office

Relocating to a serviced office substantially reduces moving timelines compared to moving to leased or managed office spaces. Though a fully equipped and furnished office will cost more, it will allow for a quicker move. The most significant time constraints will be identifying and planning for exclusions in the contract’s status.

Signing a leased office rental agreement could take up to two months. Then, it’s time to iron out details like equipment wiring, office furniture and phone number transfers. With managed offices, the provider fits the space according to the tenant’s requirements, which can be time-consuming.

3. Size of the Team Moving

The logistics of a large team’s relocation add to any move’s time frame. In the case of leased office moves, coordinating seamless operational downtime to transfer computer equipment and workspaces can cut into productivity and profitability. Smaller team moves are easier, but setting up at a new location is time-consuming, no matter the new office space type.

Office Relocation Timeline

Depending on the above factors, a business should adjust its moving timeline according to specific requirements. However, this general schedule will align with most office moves.

1. Four to Six Months Before

Being proactive means more time to deal with unanticipated delays that arise. After securing a new office space that fulfills immediate and future requirements, a business owner can review lease details and sign the agreement. Then, they can schedule a moving date and notify the landlord. Planning also means having additional time to budget for the relocation.

2. Three to Four Months Before

Managers must inform their team members about procedural and physical changes well in advance to prepare them for changes in their commuting routines without last-minute inconvenience. Businesses should also appoint a relocation project manager and team to take charge of moving-related responsibilities and the new office setup. Doing so early allows plenty of time to plan and problem-solve where necessary.

The relocation project manager should audit office and digital equipment, documentation and stock. Managers can ensure seamless planning and actions throughout the moving process by holding weekly or biweekly meetings. Careful consideration will enable more accurate budgeting and a straightforward move that accounts for office cabling, partitioning, equipment and supplies.

3. Two to Three Months Before

A completed office audit allows decision-makers to choose what to dispose of before moving. Simplifying moves by shredding unneeded paperwork and marking obsolete computer or office equipment for sale or donation well in advance creates a less time-consuming process and reduces urgency as the relocation date nears. At this stage, businesses moving to serviced office spaces can arrange storage facilities for existing company inventory, as doing so with months to spare allows for less time-intensive transportation.

Once a relocation project team marks unwanted equipment for sale, donation or disposal, it can assess the need for new requirements, including partitioning, cable requirements, digital and security equipment, telecommunication systems, office furniture and even dishes for the staff kitchen. A flexible office design can improve all team members’ well-being in the new space.

4. One to Two Months Before

A month or two before relocation is an ideal time to coordinate with movers, IT contractors, telecommunications companies and insurers. Quotes and estimates probably won’t change before moving, so decision-makers can spend time assessing which prices and details best suit the office relocation’s budget and specifics. Accepting a quote within 30 days is generally an accepted standard, and including the relocation date on the request ensures vendors will provide accurate estimates for that period.

This time frame is also ideal to notify suppliers of a business relocation, allowing them time to plan logistics regarding delivery and route changes after the move date. It also makes sense to forewarn customers who frequently visit the current office.

5. 30 Days Before Relocation

With a month left before the move, business owners should schedule an all-hands meeting to answer questions and ease concerns. Transparency lets managers identify and address lingering problems to encourage staff buy-in before the date arrives. This final month is also an excellent time to contact the post office to inform them of the upcoming address change and set up mail forwarding.

A company that reaches the last month before moving without unforeseen obstacles is on track for a flawless move. All that’s left to do is to notify utility and service providers, finalize the dates with staff and suppliers and begin packing and labeling boxes in preparation for relocation.

6. Within Two Weeks of the Move

Whether the enterprise has an in-house IT department or outsources to a third party, backing up and storing all business data off-site ensures its preservation during the unusual activity of the following two weeks. Expect productivity delays as employees pack and clean.

Managers should assign a skeleton staff to deal with customers and day-to-day work tasks, while coordinating the dismantling, packing and storing of now-unused partitions, office furniture and equipment in easily accessible areas for relocation, whether to the new office space or storage facilities.

Every staff member must have a specific responsibility for moving day. For example, the cleaning team should leave the former space neat and tidy.

Enjoy a Seamless Relocation Day

Employees all have their marching orders, freeing owners and managers to supervise as the movers arrive and load the contents. After vacating the premises and ensuring a final cleanup, all that remains is to lock the old office and return the keys to the management company.

Systematically unpacking and organizing the new space according to the design and floor plan will complete an orderly, headache-free office relocation.