Moving Office? Here's How to Do It Smoothly and Efficiently

Has your company been talking about moving office for years, but so far, it’s been all talk and no action? Well, today, you’ve just found out - it’s official. You’re moving.

The decision’s been made, the lease has been signed - so far, so good… except you’ve just been put in charge of organising all the details.

It doesn’t have to be overwhelming - you just need a solid plan.

Where to Start: Create a Plan

Office moves can take anywhere from 3 months to a year to plan properly. The earlier you start, the smoother it will be. A clear timeline is essential to avoid disruptions to your business and customers.

If possible, schedule your move during your quietest business period to minimise operational impact. If you can get the architect’s drawings or a floor plan of your new space, this will help immensely with furniture placement and workflow planning.

Work Together on a Great Office Layout

Before you start moving desks and IT equipment, compare the new space with your current one. Identify problem areas in your existing office... this is your opportunity to fix them!

If the new office is smaller, consider space-saving solutions like smaller desks, shared workspaces, or flexible seating.

Build a Moving Team

You don’t have to do this alone! Ask for volunteers from different departments to form a moving committee.

Your team’s responsibilities should include:

Packing up desks, files, and personal items.
Decluttering; only take what’s needed to the new space.
Giving feedback on layout and office design.

Encourage each department to purge outdated files to avoid moving unnecessary clutter.

Delegate Tasks for an Organised Move

Collaboration is key. Sit down with your team to list out all essential tasks for moving day and beyond. Assign clear responsibilities to ensure nothing gets missed.

Hold Regular Check-in Meetings

Communication is everything. Set a weekly or biweekly meeting schedule to keep everyone aligned. Key topics should include:

Decluttering: What stays and what goes?
Packing & Labelling: Ensure boxes are clearly marked for easy unpacking.
Furniture Planning: What needs replacing, and what fits in the new space?
IT Relocation: Who’s handling it, and what’s the downtime?
New Office Setup: Will you need hot desks, collaboration zones, or new kitchen areas?
Reception Area: Will it be bigger or smaller? Will you need a new front desk?
Moving Logistics: Have you booked a professional office moving company?

Pro Tip: Hire an office moving specialist rather than a general removalist. They’ll be far more efficient and know how to handle IT equipment safely.

Create a Vendor Contact List

You’ll need key service providers lined up ahead of time. Start researching:

A commercial cleaning company - to leave your old office spotless and prepare the new one for move-in.
IT & phone service providers - for network setup and troubleshooting.
Office furniture suppliers - in case you need new desks, chairs, or meeting tables.

Move in Phases for Less Chaos

If you’re a small business, moving in one day may be fine. But for larger companies, stagger the move by departments.

This allows teams to test out the new space and adjust before everyone relocates.

Notify Customers & Suppliers Early

Give your customers plenty of notice about your move. This prevents service disruptions and ensures they have your new address.

Don’t forget to update your details on:

Your website
Letterheads & email signatures
Google My Business & social media pages

Pro Tip: Create a fun behind-the-scenes video of your office move for social media - it builds engagement and excitement!

The Cleaning Factor: Don’t Overlook It!

Commercial cleaning has evolved. If you’ve previously dealt with unreliable cleaners, empty soap dispensers, or inconsistent service, it’s time for an upgrade.

At Cleancorp, we use smart technology that allows cleaners to check in with GPS, send real-time reports, and keep your site consistently clean. No more guesswork - just professional, reliable service.

So, as you settle into your new office, make sure cleanliness stays a priority.