Moving office marks a major shift in your company’s direction. It is common for employees to feel attached to their current working environment and possibly uncertain about the change. So, it’s important to plan as smooth a transition as possible, both to keep your staff happy and to ensure minimal disruption to your daily operations.
Picking up and moving an entire business can feel like an insurmountable to-do list. To make it less daunting, here’s the entire process broken down into key phases.
Simply tick off each item in our ordered checklist to make your 2025 office move a success.
Phase 1: Plan your move
Preparation is key to making your transition into a new workplace as smooth as possible. Here’s everything you need to consider in the early stages, before you even know where you will be moving to.
Determine your budget: how much can your business afford to spend on rent, new equipment and furniture, and moving costs? Also consider the cost of the potential downtime during your move.
Create a general timeline: note when your current lease is due to end, how much notice you need to give, how much overlap between offices you want to complete the move, and when you intend to be fully moved in / back to business as usual.
Inform your team: keeping employees in the loop may make them more likely to embrace the change.
It may help to assign a project manager to oversee the move and keep things on track. Make it somebody who understands the business’s needs and budgets.
Phase 2: Find the right office space
This part of the process can take time, so start well before your current contract is due to expire. Here’s everything you need to do to find the perfect office.
Determine space requirements: make sure your next office is large enough to accommodate your current team and comfortable enough to allow for future growth. Find out how to calculate your specific parameters in our blog, how much office space does my business need?
Think about facilities: how many meeting rooms, kitchens, bathrooms and breakout areas will your team need?
Choose a location: you may be looking to move to a prominent location to gain exposure to more opportunities, or you may be looking for the most convenient spot for your employees and frequent visitors to travel to. Consider transport links, nearby amenities, and parking availability.
Create a shortlist: choose a handful of office spaces that tick your boxes and book tours to see which one is the best fit.
Select your perfect office: whichever office fulfils your requirements and fits your budget will serve you well. Find out more in our in-depth guide on how to choose a workplace for your business.
Negotiate and sign your lease: check the price is right, you are aware of the landlord’s responsibilities for maintenance, what you are permitted to alter within the space, and how flexible the terms are to accommodate future growth.
Set a move-in date: find the ideal day to move based on how much notice you are required to give your current landlord and when your business can afford to take some downtime to coordinate the move. It may be easiest to do this on a weekend.
One thing to prioritise when choosing the right office space is the people you will work alongside. If you get the chance, chat and introduce yourself to any reception staff, cleaning staff, or people from other businesses if you’re in a shared co-working space. This will give you a good read on whether the space is a welcoming environment.
Phase 3: Update your address
Now your office move is official, you need to notify all relevant stakeholders about your upcoming change of location and when the move will take place. Here’s who you will need to contact:
Current landlord
Employees
Clients and customers
Suppliers of materials and deliveries you routinely expect
Don’t forget to update your address across all channels, including:
Your website and social media profiles
Business directories and Google My Business
Stationery, including business cards and letterheads
Invoices and contracts
It is essential that you complete this phase in a timely manner, so your business does not miss out on any foot traffic, lose any incoming mail, or breach any contracts tied to your current address.
Phase 4: Design your new office
Before you move in, think about the layout and design of your new office. Consider:
Style: is your company culture more traditional, with individual private offices and meeting rooms, or open plan to encourage collaboration and agile working?
Furniture: even if you’re taking all your existing pieces with you to your new location, there are bound to be additional items needed to make your space functional. Start generating a shopping list now.
Branding: incorporate your brand identity into your office design. Use your colours and logo to make the space feel unique to your business.
Wellbeing: create spaces that promote employee connections and wellbeing, including quiet zones, collaboration areas, and comfortable areas to meet casually at lunch or after work.
Your office design makes a huge impact on how comfortable your employees are while at work and their overall productivity. It may be worth contracting an interior designer who specialises in offices to ensure you are making the most of your space.
Step 5: Plan the logistics of the move
Here’s a list of all the administrative tasks you need to complete in the run-up your move.
Arrange for cleaning services for both your old and new office
Check health and safety requirements at the new office
Organise insurance for the move and your new premises
Confirm IT and telecoms arrangements for the new office
Book a moving company experienced in office relocations
Create an inventory of everything to pack
Start packing non-essential items
Clearly label boxes to make unpacking easier
Give away any unwanted furniture and equipment
Arrange for leftover furniture and equipment to be removed
Order new furniture and equipment to be delivered to your new location
Once this list is complete, all that’s left to do is wait for move-in day to pack up your final items and take them to your new location. Though your team will be present and helpful, insist they leave the heavy lifting to the professionals – health and safety is a priority.
Phase 6: Settle in
Once you have moved everything across to your new office, it’s time to settle in and make it functional for your staff. Here’s what to do:
Unpack and organise your furniture and equipment so it is all ready for use
Make sure your Wi-Fi, telephones, and IT systems are working correctly
Arrange a small welcome event to help your team feel at home, for example, by providing breakfast on their first day
Explore the area to discover the best spots for staff lunches and after-work drinks
Once you have completed this checklist, you will be officially settled into your office, ready to enjoy your upgraded space. We hope you enjoy it.
Ready to take the next step?
If you haven’t found your perfect, flexible, functional office space yet, try 71-75. We can provide a welcoming and productive home for your growing business.
We have over 30 move-in ready serviced offices, complete with ergonomic furniture, monitors, well-stocked kitchens and supercharged Wi-Fi, ticking all those to-dos off your list.
You’ll be centrally located in London’s iconic Covent Garden, with countless restaurants, local cafes, and excellent transport links right on your doorstep.
Kate Moss-Robins is a writer with a background in marketing in industries ranging from property development to children’s toys. Her focuses have included property investing and HNWI personal finance. She has a particular interest in workplace culture and new technologies.
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