Office moving checklist: a plan for companies
An office move goes smoothly when it has one coordinator, a clear schedule and a label on every box saying which workstation it belongs to. Moving in the evening or at the weekend disrupts work the least.
Below are the steps from the decision to the first working day in the new office, with a labelling example that gets every box to the right desk.
Appoint one move coordinator
One person keeps the schedule, talks to the moving company and decides where everything goes. If several people are in charge, questions go unanswered and the movers have to wait.
Agree the schedule and the moving time
- Decide whether you move in the evening, at the weekend or in stages.
- Tell staff when their desks must be packed.
- Agree lift access, the loading area and parking with the managers of both buildings.
Moving24 carries out business moves by agreement, including evenings and weekends.
Make an inventory of furniture and equipment
List desks, chairs, cabinets, monitors and boxes. Note which items must be dismantled, which stay behind and which need junk removal. Send photos and dimensions of large furniture.
Prepare IT equipment for the move
- Ask your IT contact to arrange backups and disconnection.
- Label the cables and keep each workstation's accessories together.
- Note which equipment must be connected first at the new office.
- Agree the handling of servers and other sensitive equipment separately.
Label boxes by workstation
The move is fastest when every workstation on the new office plan has a number and the same number is on its boxes and furniture. Give the crew the floor plan, so they do not need to ask where each box belongs.
| Label | Example |
|---|---|
| Floor and room | 2nd floor, room 204 |
| Workstation number | Desk 12 |
| Contents | Documents, cables |
| Priority | Needed first thing on Monday |
Moving day: keep the coordinator on site
Keep access routes clear. The coordinator should be available during loading and unloading, with keys and building contacts at hand. At the new office, check the inventory and the agreed furniture positions.
Checks before the first working day
Check workstations, power, internet and shared equipment. Collect reusable boxes and arrange removal of any unwanted furniture that is left.
How we run office relocations is described on the business move page. If you only need people to lift and carry, see loading and unloading, and furniture that is not coming to the new office can be taken away with our old furniture removal. All services are on the moving company in Tallinn page.
Questions and answers
Yes, by agreement. Moving24 also moves offices in the evening and at weekends. Confirm the date and access at both buildings.
One person who manages the schedule, talks to the movers and knows where everything belongs.
With the department, workstation number, destination room and contents.
Arrange this with your IT contact. Agree the handling of servers and other sensitive equipment in advance.
Yes. Include the items in your request, so removal can be quoted separately.
Moving your office?
Request a quote.
Include the number of workstations and both addresses. We reply within 30 minutes.