Office Move Checklist for a Smooth Relocation

Relocating your office can feel overwhelming, but with the right preparation, it doesn’t have to be. Whether you're upsizing, downsizing, or switching to a serviced office, having a solid plan in place will make all the difference.

This office move guide is packed with practical tips and a detailed office relocation checklist to help you stay organized and confident throughout the transition.

Why Planning Matters

If you're reading this, you're likely preparing for a big change—and that's exciting. But it's also a process that requires careful thought. Whether you’re an office manager, business owner, or part of the relocation team, this moving office checklist will help you cover all the bases—from initial planning to setting up in your new space.

And if you're moving into a serviced office like ours, great news: many of the typical headaches, like setting up utilities or managing cleaning services, are taken care of for you. But even then, a clear checklist keeps everything running smoothly.

Step 1: Understand the Scope of Your Move

Before diving into logistics, take a step back and assess the big picture. Why are you moving? What do you need from your new space? This is especially important if you're transitioning to a serviced office environment.

Think about:

• How much space you currently use
• Which assets and equipment are essential
• What improvements you're aiming for (e.g., more collaborative areas, better amenities)

Knowing the scope upfront helps prevent last-minute surprises and shapes your overall strategy.

Step 2: Create a Moving Plan and Timeline

Start planning at least three to six months in advance if possible. This includes setting clear goals, assigning responsibilities, and creating a timeline with key milestones.

Key planning points:

• Establish a move team or coordinator
• Use a shared office move checklist for visibility
• Create a realistic timeline (including buffer time)
• Communicate regularly with your team

If you're moving into a serviced office, coordinate early with your provider to understand what’s included—many offer support for IT setup, mail handling, and reception services, which can save you time and money.

Step 3: Set a Realistic Budget

Budgeting isn't just about the cost of moving vans. Think about:

• New furniture or equipment
• Temporary storage (if needed)
• Cleaning services for your old office
• Lease overlap or early termination fees
• IT infrastructure changes

Serviced offices often help reduce these costs since things like furniture, Wi-Fi, and maintenance are typically included. Still, having a clear budget helps you stay on track.

Step 4: Choose the Right Moving Company

Do your homework. Choose a moving company experienced in commercial relocations. Ask about:

• Insurance coverage
• Equipment handling procedures
• Flexibility around business hours
• Customer reviews and references

Some serviced office providers have preferred partners for moves—this could mean better rates and smoother coordination, so it’s worth asking.

Step 5: Take Inventory and Declutter

Use your move as an opportunity to declutter. Take inventory of everything—furniture, files, tech—and decide what to:

• Keep and move
• Donate or recycle
• Replace or upgrade

If you're switching to a serviced office, chances are some furniture and equipment is already provided, so check what's included before moving everything.

Step 6: Handle IT and Infrastructure Early

IT setup is one of the trickiest parts of any office move.

Tips:

• Back up all data
• Plan the layout of tech in your new space
• Schedule time for setup before your team arrives
• Test Wi-Fi, printers, phones, and software

If you're moving into a serviced office, ask the provider about network readiness, VOIP setup, and support availability. Many offer turnkey IT setups, which can significantly reduce downtime.

Step 7: Communicate with Your Team

Keep your staff in the loop from day one. A well-informed team makes the move easier for everyone.

How to help them prepare:

• Share the moving timeline and what to expect
• Assign packing tasks if needed
• Offer packing supplies and guidelines
• Communicate new policies or seating arrangements

Moving into a serviced office? Let employees know about the new amenities—on-site reception, meeting rooms, breakout areas—and how to make the most of them.

Step 8: Prepare the New Space

If you're going to a serviced office, much of this may already be handled—but you’ll still want to personalize your setup.

To-do list:

• Finalize your floor plan
• Label desks and areas before move-in
• Check health and safety compliance
• Confirm utilities and internet are live

If you're leasing a serviced space, coordinate with the provider about access, security badges, and any special requests.

Step 9: Final Prep for Moving Day

The day before the move, double-check everything.

Your last-minute moving office checklist should include:

• Confirming all items are packed and labeled
• Checking access to elevators and loading zones
• Ensuring fragile items are clearly marked
• Having emergency contact numbers on hand

Also, make sure someone from your team is available to oversee things at both the old and new locations.

Step 10: Moving Day Execution

It’s go time! The smoother the move, the faster your team gets back to work.

Key tasks for the big day:

• Direct movers and answer questions
• Keep your checklist visible
• Confirm arrival at the new office
• Verify utilities and IT are functioning
• Walk through the old office for anything left behind

Moving into a serviced office? Most setups are plug-and-play, so your team could be up and running the same day.

Step 11: Post-Move Setup and Support

Once everything is in the new space, it’s time to unpack and settle in.

Priority items:

• Set up IT and phones
• Arrange workstations and communal spaces
• Test equipment and connectivity
• Update your address with suppliers and partners

Encourage feedback from staff to make any quick fixes—comfort and productivity go hand in hand.

Step 12: Celebrate and Reflect

You've made it! Celebrate your successful move—whether with a lunch, drinks, or just a thank-you message to your team.

Then, take time to evaluate the process:

• What went well?
• What would you do differently next time?
• Were there unexpected costs or delays?

This insight will be invaluable if you relocate again or support another office move in the future.

Conclusion

A successful office move doesn’t happen by chance—it takes planning, teamwork, and a well-structured office move checklist. Whether you’re moving into a brand-new space or transitioning to a serviced office, staying organized helps reduce stress and keeps your business running smoothly.

If you're considering moving to a serviced office in Manchester, Method Spaces offers flexible, cost-effective workspaces in prime locations like Portland Plaza and Bradshawgate—with dedicated support to make your transition seamless.