Office Move Checklist: How to Project Manage Moving Offices

Moving to a new office space is a complex task that requires careful planning and execution. Whether you're relocating to a new office space in London or simply reorganising your existing office space, it's essential to have a detailed checklist. This ensures you stay on top of all aspects of the big office move.

Things to consider before moving office space

Define your office space requirements

Before embarking on your search for a London office space, it's crucial to understand your company's needs. Consider factors such as the number of employees, desired amenities, proximity to public transportation, and any specific requirements for private offices or coworking spaces. By clearly defining your preferences, you can streamline the process of finding the perfect office space.

Assess your team’s office space preferences

Your office space can significantly impact your team's productivity and wellbeing, it’s vital to gather input from employees across various departments and levels. Conduct surveys or one-on-one meetings to understand their office space preferences or if they have any concerns. This could include amenities from on-site gyms, meeting rooms, outdoor terraces, or pet friendly spaces, which many serviced office space providers offer. Encourage them to ask questions and provide feedback, and make sure to share the positives during the process.

How can Found help with your office space move?

As office space brokers, we’re here to assist you with all aspects of your office space move from the initial planning process to negotiating with office providers and everything in between. Once you’ve decided on if you should move office space, from here you can start to build out the process needed to make the move.

After this evaluation, your office space search begins. From there, our team are here to guide you through the whole process, carefully listening to your requirements and understanding your businesses needs. We'll work closely with you to find the right office space that aligns with your vision for you and your team.

How to search for your new office space

After accessing your office space requirements and your team preferences, it’s time to begin your search. This is where our office space brokers are here to help.

First, use our search platform that gives you the ability to filter and browse for your dream office space from our expansive London office space catalogue. Once you’ve finished browsing and compared your favourites, our team are here to help provide all the further details to help you find your dream office space.

From there, the Found team will hop on a call with you and outline all the next steps. We’re here to lend you a helping hand during the entire process. From sharing industry knowledge, arranging viewings and all negotiations with office space providers on your behalf all the way to move in day!

Here are the key stages of planning your office move

Assemble a project management team

A successful office space move relies on the coordination of various departments within your company. We suggest assembling a dedicated team to oversee your office space move's planning, execution, and communication. Clearly define roles and responsibilities, and establish regular check-ins to ensure everyone is on the same page.

Develop an office move plan

Creating a detailed project plan is essential for managing an office space move efficiently. Break down the move into manageable tasks, assign responsibilities, and set realistic timelines. Consider factors such as IT, furniture and equipment transportation, and employee relocation support. This detailed project plan will not only reduce stress but it will also give you the chance to factor in any potential issues that may arise.

Manage your office move logistics

As the Project Manager, you'll need to coordinate with various vendors and office providers, such as movers and suppliers. If you’re moving into a private office, coworking space or premium serviced office, it’s important to remember these spaces often provide furniture for you, including the likes of desks, chairs etc.

Oversee the office move-in day

The day of the move is often the most critical and challenging phase of the project. You’ll need to be on-site at the office space to oversee the entire process and address any unforeseen issues that may arise. Additionally, plan for post-move activities, such as setting up IT, organising workstations, and ensuring employees have everything they need to hit the ground running in their new office space.

Why choose Found to help with your office move?

At Found, our office space brokers are here to ensure that your entire office space move is as seamless as possible. Firstly, we take the time to understand exactly what you and your teams needs are. From there, we then present back a few office spaces so that you don't get overwhelmed.

We will work with you to find your ideal office space, negotiate your contract and everything that you need with the provider. This can really help reduce your stress in the journey as we will ensure we negotiate the best deal possible for you.

Finally, we are here with you throughout the moving process, from any teething problems, future growth plans, renewals or anything office related. At Found, we believe in long-term relationships, so our aftercare process is here to ensure that you are happy in your office space.

If you are looking for a quick cost estimation for your office space requirements, check out our Free London office space cost calculator.