Office Move Planning 2025: IT Manager & Facilities Manager Checklist

Office relocation represents complex logistical undertaking requiring detailed IT/facilities coordination preventing costly downtime, customer disruption, data loss. Comprehensive planning initiated weeks/months pre-move (depending organization size) ensures smooth transition capturing moving opportunities. Key planning considerations: early project initiation establishing timeline/accountability (project management tools Asana, Trello, Wunderlist organizing tasks), telecommunications continuity assessment (existing speed requirements, new location capability verification), desktop device auditing/reconfiguration (hardware inventory, network testing, user productivity maintenance), server/data centre migration planning (backup procedures, safe transport, data security), leased equipment contract review (vendor notification obligations, relocation requirements), equipment upgrade/decluttering optimization (redundant equipment disposal, responsible data deletion, recycling consideration). Structured planning framework ensures business continuity throughout relocation—minimizing downtime risk, maintaining customer communication, capturing infrastructure upgrade opportunities. This guide provides IT/facilities managers comprehensive office move checklist enabling successful transition planning, execution, post-move optimization.

Pre-Move Planning Foundation: Early Initiation Critical

Timeline Development: Organization Size-Based Planning Window

Small organizations (10–20 staff): 4–6 week planning window typically adequate. Medium organizations (20–50 staff): 8–12 week planning window recommended. Large organizations (50+ staff): 12–16 week planning window essential (complex coordination, distributed team management, significant infrastructure). Planning horizon establishes: task assignment clarity (who owns each deliverable), dependency sequencing (sequential vs. parallel task execution), risk mitigation timing (advance contingency planning).

Project Management Tool Implementation

Formal project tracking prevents coordination gaps, task omission, accountability ambiguity. Recommended tools: Asana (team collaboration, timeline visualization), Trello (kanban-style task management, visual workflow), Basecamp (project-wide communication, document repository), Wunderlist (task-focused simplicity). Tool selection criteria: team comfort level, complexity requirements, integration capabilities. Regardless selection: documented timeline, assigned owners, dependency mapping preventing chaotic relocation.

Telecommunications Planning: Connectivity Continuity Assessment

Speed Requirements Verification

Current office assessment: document existing broadband/leased line speeds, bandwidth utilization patterns, application performance baselines. New location assessment: verify new premises can support current speeds (often possible), identify speed upgrade opportunities (many relocations discovering superior service availability). Speed verification critical: underestimated connectivity causing productivity degradation (video conferencing quality issues, cloud application slowness, file transfer delays).

Fiber Availability Assessment: FTTP Checkers

Fiber to the Premises (FTTP) availability dramatically improving UK-wide (gigabit cities expansion, infrastructure investment acceleration). New location potentially offering FTTP where current location limited. Assessment approach: entering new location postcode into FTTP availability checker, confirming available providers, speeds, installation timelines. FTTP availability transformation: organizations historically limited ADSL/FTTC discovering gigabit-capable FTTP at new location (dramatic performance upgrade opportunity during relocation).

Leased Line Comparison: Higher-Bandwidth Requirements

Larger organizations demanding predictable, symmetric bandwidth: leased line evaluation warranted. Assessment: entering new location into leased line comparison tool, obtaining multiple provider quotes (BT, Virgin, TalkTalk, regional carriers). Comparison benefits: (1) identifying available providers (geographic variation substantial), (2) pricing comparison (15–40% cost variation common), (3) SLA evaluation (uptime guarantees, fault fix commitments), (4) installation timeline verification (critical for move coordination).

Phone Number Porting: Continuity Planning

Office phone numbers integral to customer communication, supplier relationships, vendor systems. Porting requirement: initiating number transfer request weeks pre-move (10–15 day typical timeline). Provider coordination: informing current provider of relocating, providing new location details, confirming porting completion before move day (preventing inbound call failures). Customer notification: communicating continuity (phone numbers remaining same) reassuring customers of uninterrupted access.

Desktop Device Management: Hardware Audit & Reconfiguration

Pre-Move Hardware Audit

Comprehensive audit: documenting all desktop computers, monitors, peripherals, networking equipment, specifications, configurations. Audit output: definitive inventory enabling systematic packing, tracking, reconfiguration. Dual benefit: (1) ensures nothing left behind in old office, (2) identifies obsolete/redundant equipment disposal candidates (decluttering efficiency).

Configuration Documentation & Backup

Critical systems requiring custom configuration: documenting configurations (software settings, network parameters, specialized tool configurations). Backup approach: creating baseline images (system snapshots enabling rapid reconfiguration post-move). User expectations: colleagues expecting seamless operation post-move (identical functionality, no performance degradation, no configuration loss). Advance preparation enabling immediate productivity restoration move-in day.

Software & Training Preparation

Hardware upgrades planned: advance software installation, configuration, user training reducing move-day disruption. Change management: communicating hardware changes pre-move (managing user expectations, scheduling training sessions). Support availability: ensuring IT support accessible first week post-move (inevitable questions, configuration issues, user assistance requirements).

Server & Data Centre Migration: Critical System Protection

On-Premises Server Migration

Business-critical data/systems on-premises: requires careful handling. Preparation: (1) comprehensive backup (ensuring alternative recovery available), (2) hardware documentation (configurations, interconnections, dependencies), (3) transport planning (secure packaging, climate control, shock protection). Transport logistics: professional server transport services recommended (insurance coverage, specialized handling, safe arrival assurance). Post-move: power-on sequencing (correct startup order preventing system corruption), network reconfiguration (new location network parameters), functionality verification (system recovery success confirmation).

Cloud-Hosted Systems: Connectivity Prioritization

Increasingly common: organizations hosting systems cloud (SaaS applications, cloud databases, virtual servers). Migration simplification: systems remain cloud-hosted throughout relocation (no physical transport required). Critical requirement: new location connectivity enabling cloud application access (broadband/leased line activation sequenced before move-in). Transition advantage: cloud-hosted systems enabling flexible transition (services accessible immediately upon new location network activation).

Data Security During Transport

Transport risks: data breach exposure (unsecured equipment during transit), hardware loss (misplaced servers, interrupted delivery), physical damage (environmental exposure, handling inadequacy). Mitigation: (1) encrypted storage (data protection during transport), (2) secure transport method (bonded carrier, insurance coverage), (3) tracking/monitoring (delivery status visibility), (4) controlled access (limited personnel involved in transport).

Leased Equipment Compliance: Contract Obligation Management

Vendor Contract Review

Leased equipment identification: printers, copiers, networking equipment, PBX systems, server infrastructure—determine lease vs. ownership status. Contract review: identifying vendor notification requirements, relocation procedure specifications, unauthorized relocation penalties. Common requirements: (1) vendor notification prior relocation (typically 30–60 day advance notice), (2) approved transport methods (specified carrier, insured transport), (3) reinstallation verification (vendor confirmation post-install).

Coordination & Compliance

Vendor notification: contacting leasing companies identifying equipment location/transport requirements. Coordination: scheduling vendor-approved relocation, arranging post-move installation verification. Compliance assurance: preventing contract violation penalties (potentially £1,000–10,000+ per breach), maintaining vendor relationship continuity (service support post-relocation dependent on compliance).

Equipment Upgrade & Decluttering: Relocation Opportunity Optimization

Redundant Equipment Disposal

Moving audit ideal opportunity: identifying obsolete technology (older computers, deprecated networking equipment, non-functional peripherals). Disposal strategy: (1) recycling (environmental responsibility, vendor programs often available), (2) resale (functional but superseded equipment generating value recovery), (3) donation (non-profit organizations, educational institutions, IT refurbishers). Dual benefit: reducing transport volume/cost, eliminating non-essential equipment cluttering new office.

Data Security During Equipment Disposal

Critical requirement: responsible data deletion before hardware disposal (security breaches, GDPR violations, sensitive data exposure prevention). Deletion approach: (1) secure data wipe software (overwriting data preventing recovery), (2) physical destruction services (certificates provided confirming data destruction), (3) certified recycling programs (data destruction verification included). Insurance assurance: confirming data destruction before releasing equipment to third parties.

Hardware Upgrade Integration

Relocation timing ideal for planned hardware upgrades: deploying newer equipment alongside transition. Coordinated approach: (1) advance procurement (equipment available pre-move delivery), (2) pre-move configuration (reducing post-move setup burden), (3) synchronized deployment (equipment and training aligned).

Frequently Asked Questions

How far advance should we plan?

Timeline depends organization size. Small: 4–6 weeks. Medium: 8–12 weeks. Large: 12–16 weeks. Larger organizations complex coordination demanding extended planning preventing deadline panic.

What if new location has slower internet?

Increasingly unlikely (infrastructure expansion accelerating). If concern: negotiate connectivity upgrade as part of lease terms, evaluate alternative locations better served, plan temporary connectivity augmentation (4G backup, hotspot supplementation) during establishment period.

Can we use move-day for software updates?

Not recommended—moving day complexity sufficient without adding system updates. Schedule updates pre-move or post-move (dedicated maintenance window), avoiding compounded disruption.

What should we do next?

Establish move date (typically 2–3 months advance). Contact AMVIA at 0333 733 8050 (direct expert, 90 seconds, no voicemail) for new location connectivity assessment: verify FTTP/leased line availability, compare providers, plan phone number porting, coordinate installation timing with move schedule.

Download our office move planning checklist, use connectivity assessment tools, or request moving coordination support. AMVIA assists organizations planning office relocations—from connectivity assessment through installation coordination—ensuring smooth transitions.

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Bottom Line: Comprehensive IT/Facilities Planning Prevents Relocation Disruption

Office relocation success depends detailed pre-move planning: early timeline initiation, project management tool implementation, telecommunications continuity assessment, hardware audit/reconfiguration, server migration planning, leased equipment compliance, equipment upgrade coordination. Structured framework transforms relocation from chaotic scramble into managed transition capturing moving opportunity advantages (connectivity upgrade, equipment refresh, optimization implementation).

IT/facilities managers implementing comprehensive checklist approach prevent costly downtime, customer communication disruption, data loss—enabling business continuity throughout relocation. Coordination with connectivity providers (FTTP verification, leased line deployment, phone number porting) ensuring telecommunications readiness enabling day-one productivity restoration.

Planning office relocation? Call AMVIA at 0333 733 8050 for moving coordination support. Most organizations complete successful relocations within 12–16 weeks through structured planning execution.

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