Coordinating an Office Move

Coordinating an Office Move

Creating the perfect project plan for your office relocation is the key to a successful, stress-free move. It’s one of the most important steps taken in an office move, and one that should be started as soon as you have made the decision to relocate. Doing so will allow you and your moving staff to have a clear idea of the necessary tasks, timelines and persons responsible for completion of those tasks in order to execute a successful move. To start creating your office relocation project plan, these are the steps you’ll want to follow.

Step One: Assign One Person to be In Charge of the Move

For many business owners, finding the time to create and execute an office relocation project plan is one of the biggest struggles. In these cases, it’s highly recommended to assign someone to be the primary person in charge of the move, such as a senior staff member who’s familiar with the details of the business.

As a rule of thumb, the person in charge of the move should have optimal organization skills; they must feel comfortable making decisions on behalf of the business and they must also have the knowledge, trust, and authority to represent your company.

Step Two: Select People for the Relocation Planning Team

Once you have your primary person in charge of the move decided, you can begin selecting people to work with them to help execute the relocation planning process. It’s worth considering having the primary person in charge pick their office relocation team members, to ensure compatibility and productivity.

Step Three: Decide on the Dates

Timelines are everything when it comes to an office relocation. Having specific dates associated with key tasks, such as preferred move-in date, new lease signing, new office opening date, current lease termination, and the final date for full completion of the move promotes the creation of an effective and successful moving plan.

Brainstorm a list of dates associated with the moves, and instill them into the office move project plan as soon as possible. This will help ensure a timely move with minimal discrepancies moving forward.

Step Four: Budget your Office Relocation

It’s absolutely imperative to estimate a realistic relocation budget and to review it periodically throughout the office relocation process to ensure a stress-free and budget-appropriate move. Some things to consider adding into your office relocation budget that are often forgotten about include the cost of downtime, the cost of staff working on the move as opposed to on the business, service set-up fees, and moving equipment rental costs.

Many moving companies do charge you extra to use the necessary moving equipment. At Bekins Moving Solutions, the moving equipment is provided to you at no additional cost.

Step Five: Develop the Plan

Once you have the finer details of the office relocation figured out, you can begin developing the project plan based specifically on your office move. It’s highly recommended to create the plan in an Excel spreadsheet that lists every task, along with the deadline and person responsible for each task. Share it with your moving team members and start the moving process.

Taking staff away from their regular jobs to manage the move isn’t a realistic option for everyone. If you’re looking for a third-party to take care of the entire office relocation – from the planning to the execution, speak with our Bekins Moving Solutions specialists today.


Our professional moving services take care of every aspect of your move, from the planning of the office relocation to the professional movers, moving equipment, loading and unloading, assembly and disassembly of your office equipment and more. Let Bekins Moving Solutions handle the move so your business can continue to provide optimal service without interruption.