Moving offices can feel overwhelming, especially when it involves staff, IT infrastructure, furniture, and lease handovers. But with a structured plan, you can reduce downtime, avoid costly mistakes, and ensure a smooth transition. Here’s your complete office relocation checklist, based on the proven process used by Artreum Group for office moves across Essex.
1. Start Early with a Detailed Timeline
Begin planning your move at least 3–6 months in advance, depending on the size of your business. Create a clear project timeline with key milestones, including:
- Notice periods for old/new premises
- Moving dates and phases
- IT switch-over
- Fit-out or refurbishment schedules
- Furniture deliveries
- Final inspections
👉 Need help with fit-out? Explore our Office Fit-Out Services in Essex.
2. Appoint a Move Coordinator or Team
Assign a dedicated point of contact (either internal or external) to oversee the relocation. For larger businesses, create a cross-departmental team to cover:
- IT & Comms
- Facilities
- HR & staff communications
- Finance/legal (lease, insurance, contracts)
3. Audit & Plan Your Space
Create a floor plan for your new office. Work with your provider to optimise layout and include:
- Desk & department zoning
- Meeting rooms, breakout areas
- Kitchen & washroom positioning
- Storage requirements
- Reception area design
👉 Artreum Group offers full Office Design Services to help plan your new space.
4. Communicate with Your Team
Keep employees informed throughout the process. Early communication helps:
- Manage expectations
- Minimise anxiety
- Prepare departments for packing and changes
Consider hosting a walk-through or sending out digital floor plans so staff feel engaged with the move.
5. Review & Update IT and Telecoms
Your IT infrastructure needs special care. Be sure to:
- Audit current equipment
- Schedule internet and phone installation
- Set up backup systems
- Plan for cabling and server room transfers
- Label all tech for easy reconnection
6. Manage Furniture, Fixtures & Fittings
Decide whether you’re keeping existing furniture, replacing it, or a mix of both. If you’re buying new, ensure it arrives and is installed before staff move in.
Browse our Office Furniture Services in Essex for help selecting and fitting everything you need.
7. Handle Legal and Lease Requirements
Don’t forget the admin side:
- Notify utility companies, insurers, and service providers
- Update business addresses (website, banks, HMRC)
- Schedule cleaning or Office Dilapidation Works for your old premises
- Check exit obligations for reinstatement or repairs
8. Organise Packing and Labelling
Efficient packing can cut your move time in half:
- Label boxes by team/department
- Pack non-essential items early
- Leave tech and key documents to last
- Use a professional removal team to reduce breakage risk
9. Schedule the Physical Move
If possible, move outside core business hours to reduce disruption. Artreum Group offers evening and weekend relocations across Essex to minimise downtime.
10. Prepare the New Office for Day One
Ensure your new workspace is functional and welcoming from the start:
- Furniture and IT fully installed
- Signage and branding in place
- Kitchen stocked and clean
- Welcome pack or briefing for staff
Post-move snagging support is available to fix any last-minute issues.
Final Thoughts
Relocating your office doesn’t have to be stressful. With proper planning and the right support team, you can move efficiently, confidently, and without sacrificing productivity.
At Artreum Group, we handle every aspect of office relocations in Essex, from planning and furniture to final setup and aftercare.
Need help with your office move? Contact us today for a personalised relocation quote.