Moving offices ranks up there with the most disruptive things a business can do. Somewhere between “exciting new chapter” and “why did we agree to this,” most businesses realise that an office move is less about boxes and more about logistics, timing, and keeping the business running while the ground shifts beneath it.
Whether you’re upsizing after a strong year, downsizing to a leaner footprint, or simply chasing better transport links, a well-planned move can set your business up for success. A poorly planned one can mean lost productivity, frustrated staff, and IT chaos that takes weeks to untangle.
Here’s what to expect from an office move, along with practical tips to keep things running smoothly from day one.
Start Planning Early — Earlier Than You Think
The single biggest mistake businesses make with office moves is underestimating how long everything takes. Lease negotiations, fit-outs, supplier lead times, and internet installations rarely move at the pace you’d like.
As a general rule, start planning three to six months before your target move date, and longer if you’re relocating a larger team or need significant fit-out work. Key things to lock in early:
- New lease terms and move-in date — confirm access dates well before your old lease ends, ideally with some overlap
- Internet and phone line installation — new business broadband and leased lines can take 6-12 weeks to install, particularly in buildings without existing infrastructure
- Fit-out and cabling works — electricians, network cabling, and any building work should be scheduled and signed off before moving day
- Removal company or logistics partner — book well in advance, especially if your move falls near a weekend or month-end (the busiest times for movers)
A simple project timeline, even a basic spreadsheet with owners and deadlines, keeps everyone accountable and stops last-minute scrambles.
Get Your IT Sorted First, Not Last
IT is consistently the part of an office move that businesses underestimate, and it’s usually the reason a “we’ll be up and running by Monday” move turns into a week of frustrated staff and lost productivity.
Before you even think about desks and chairs, map out:
- Internet connectivity — will your new premises support the same connection type, and is it ordered with enough lead time?
- Network cabling and Wi-Fi — has the new space been surveyed for cabling points, server/comms room requirements, and Wi-Fi coverage?
- Phone systems — if you’re on VoIP, this is usually straightforward, but legacy phone lines can cause delays if not planned for
- Server and hardware relocation — who’s physically disconnecting, transporting, and reinstalling servers, printers, and networking equipment, and what’s the fallback if something doesn’t power back up?
- Data backups — take a full backup before anything gets unplugged, no exceptions
Getting your IT provider involved early means they can survey the new site, plan the cabling and connectivity, and have everything tested and ready before the first desk arrives. This is one of the most common places businesses come unstuck: moving furniture is easy, moving a functioning network isn’t.
Build a Realistic Budget
Office moves have a habit of costing more than the original estimate. Beyond the obvious costs of rent and removals, factor in:
- Cabling, networking and IT infrastructure setup
- New furniture or fit-out work
- Signage, stationery, and address updates
- Potential downtime while systems are relocated
- Deposit and dilapidations on your outgoing premises
Building in a contingency of 10-15% on top of your budget is sensible; there’s almost always something unplanned, whether that’s an extra network point or a delayed internet installation.
Communicate Early and Often
Your team needs more notice than you think, and so do your clients and suppliers. A few tips:
- Tell staff as soon as plans are confirmed. Give people time to plan their commute, particularly if the new location changes travel times significantly.
- Update your address everywhere. Website, email signatures, Google Business Profile, invoices, business cards, and any registered addresses with HMRC, Companies House, or your bank.
- Notify clients and suppliers ahead of the move, especially if there’s any risk of disruption to communication during the transition.
- Set up mail redirection with Royal Mail for anything sent to the old address.
A short internal FAQ covering move dates, parking, new facilities, and who to contact with questions saves a lot of repeated conversations in the run-up to moving day.
Plan the Move Itself Like a Project
On the day (or days) of the move, a bit of structure goes a long way:
- Label everything clearly — by department, floor, or desk, so unpacking is straightforward
- Move IT infrastructure separately and first, ideally the day or evening before, so systems can be tested overnight
- Appoint a move coordinator for both the old and new site, someone who can answer questions and troubleshoot on the day
- Keep a “day one” survival kit — chargers, spare cables, a few laptops, and anything critical to get people working immediately, even if the rest of the unpacking takes longer
- Consider a phased move for larger teams, moving in stages rather than all at once, to reduce the risk of everything grinding to a halt simultaneously
What to Expect Once You’re In
Even with the best planning, the first few days in a new office rarely go 100% smoothly. Expect:
- A few IT teething issues — a printer that needs re-mapping, a Wi-Fi dead spot, a monitor that didn’t survive the move
- Staff needing time to adjust to new surroundings, facilities, and routines
- Minor snagging with the building itself — heating, access cards, or furniture deliveries running slightly behind
None of this is unusual, but having your IT provider on standby for the first week, rather than booking them for moving day only, makes a real difference. Quick fixes on day two or three prevent small issues from becoming ongoing frustrations.
Don’t Treat IT as an Afterthought
If there’s one takeaway from this article, it’s this: involve your IT provider from the very start of the planning process, not the week before the move. A good MSP will survey your new site, plan cabling and connectivity, coordinate installation timelines with your landlord or fit-out contractor, and make sure your systems are tested and working before anyone sits down at a desk.
At KeyInsite, we’ve supported businesses across London and the Home Counties through office relocations, handling everything from network cabling and Wi-Fi setup to phone systems and server migrations, so our clients can focus on the move itself rather than worrying about whether the internet will be working on Monday morning.
If you’ve got an office move on the horizon, get in touch with our team early. A quick planning call now can save a lot of stress later.
Schedule a free consultation with KeyInsite to get your IT sorted before your next office move.
