Making the Move: A Checklist for Office Relocation (Or, How to Move an Office Without Losing Your Mind)

So, you’ve decided it’s time to relocate the office.

Whatever the reason, moving an office is no small feat. It’s like moving houses—except with more desks, way more cables, and that one mysterious filing cabinet no one’s opened in three years.

Here’s a checklist and some Pro Tips to keep you on track, keep your team semi-sane, and help avoid those moments when you wonder…

“Why did we even decide to move in the first place?”

1. Plan Like a Pro (aka, Channel Your Inner Project Manager)

The first step to any move is to plan. And I don’t mean a casual “we’ll start packing soon” plan—I mean spreadsheets, timelines, color-coded checklists, and probably a personal pep talk. Pick a move date, set deadlines, and assign tasks. Remember, this is not the time to rely on everyone’s memory.

Tip: Assign someone as the “Move Captain,” ideally someone detail-oriented and resilient, who can manage logistics, field complaints, and ideally keep a few spreadsheets for their spreadsheets.

2. Purge Like You’re on a Decluttering Reality Show

Before you even think about packing, it’s time to clear out the junk. Yes, I’m talking about those ancient stacks of printouts from 2011, the mismatched mugs, and that broken stapler no one has touched since… ever. This is the perfect opportunity to let go of things that haven’t seen the light of day since you moved in.

Bonus Tip: Tell everyone to label their “essentials” for moving. You’ll be surprised at how many “vital” items turn out to be that one potted plant that’s somehow still alive.

3. Label EVERYTHING (Seriously, Label the Labels)

In the chaos of a move, labels are your new best friend. Label every box with its contents and where it’s supposed to go in the new office. Do not trust anyone to remember what’s in the box labeled “Miscellaneous,” because spoiler: they won’t. And that box will end up living under someone’s desk for eternity.

Pro Move: Use color-coded labels for different departments. That way, IT’s cables don’t end up in accounting’s break room box, and the marketing team doesn’t accidentally inherit the finance department’s calculators.

4. Handle IT Like the Sacred Artifact It Is

Moving IT equipment is like moving a Fabergé egg – it’s fragile, complicated, and if anything breaks, someone will cry. Coordinate with your IT team to ensure everything is shut down, unplugged, packed, and labeled correctly. Cables should be organized, servers handled with extreme care, and someone should probably say a small prayer over the internet router.

Tech-Savvy Tip: Back up everything. Because if there’s one universal truth about moves, it’s that technology will find a way to mess with you.

5. Give People Plenty of Heads Up (and Remind Them. And Then Remind Them Again)

It’s amazing how an office move can sneak up on people who have known about it for months. Send out clear communication with the move date, the timeline, and instructions on packing personal items. Then send it again. And again. Keep sending it until everyone either has it tattooed on their arm or acknowledges they’ve read it.

Extra Tip: Plan a little “Goodbye to the Office” day – a coffee and donuts morning, a “decorate your box” contest, or just a last hurrah in the old space. It makes the transition feel real, and everyone loves donuts.

6. Update Your Address Everywhere (And We Mean Everywhere)

It’s surprisingly easy to forget all the places where your office address is lurking—letterheads, website, business cards, Google Maps, social media, every. single. package. delivery. platform. Make a checklist of every place your address appears, and start updating it early.

Procrastinator’s Tip: This one’s a pain, but failing to do it means clients will be wandering around your old space wondering why no one’s there to meet them. Not a great look.

7. Plan for the Move Day Chaos (Because There Will Be Chaos)

Move day is essentially controlled chaos at best. Have a clear schedule for who’s moving what and when, and make sure to arrange for coffee, snacks, and water for the team. Moving desks on caffeine alone is hard enough; you don’t want to attempt it without a break room stash.

Extra Touch: Hire movers who specialize in offices, if possible. You’ll thank yourself later when you see them carry that conference room table without breaking a sweat (or the table).

8. Set Up “Essential Zones” First in the New Office

The last thing you want on day one in the new space is to realize you’ve got the furniture set up but no coffee machine. Prioritize setting up essentials: break room, bathrooms, and the reception area if clients might stop by. Your team will appreciate having somewhere to relax while the rest of the space is still in mild disarray.

Sneaky Pro Move: Set up your IT infrastructure first. Internet, routers, and computers should be the first things unpacked. You don’t want your first day to feel like an impromptu tech detox.

9. Do a Last Walkthrough of the Old Space (and Maybe Take a Nostalgic Picture or Two)

Once the move is complete, walk through the old office to make sure you haven’t left anything important behind (or that old fridge no one ever cleaned out). This is also a nice time to take a final look around, share some nostalgia, and remember all the good times (and the chair that never adjusted right).

Tip: Leave the place tidy. Not only is it considerate, but you’ll likely be responsible for any damages or leftover items when handing back the keys.

10. Celebrate Surviving the Move (Because You Deserve It)

Congratulations! You’ve moved the entire office, and hopefully, everyone survived. Plan a little celebration in the new space, even if it’s just a casual pizza party. Acknowledge that moving is a huge accomplishment, and let everyone bask in the glory of a job well done.

Celebration Tip: Give people a little extra time to settle in before expecting productivity miracles. Relocating is exhausting, and your team will appreciate a day or two to arrange their desks, reclaim their favorite mugs, and feel like it’s home.

Moving Day: The Takeaway

Relocating an office isn’t exactly glamorous. But with the right planning (and a sense of humor), you can get through it without losing your mind—or that one beloved office plant. So pack up, plan ahead, and enjoy the fresh start. And remember, no one’s judging if you cry just a little when you leave that old carpet stain behind.