Office Move Tips for UK Businesses
By Lauren Prescott, removals specialist with 15 years of industry experience · Updated January 2025
An office move is judged on one measure above all others: how quickly staff are working normally again in the new building. A single decision maker, a timeline built backwards from the first working morning, and an IT plan booked ahead of everything else are what make that happen.
The short answer
- Appoint one internal lead with authority to make decisions, working alongside a named move manager.
- Build the moving timeline backwards from the first working morning in the new office.
- Book server and IT moves first, since every other part of the move depends on them.
- Moving out of hours costs more in labour but almost always saves far more in lost trading time.
- Colour coded floor plans and crate hire are the two things that most reduce unpacking time.
Appoint a single decision maker
Office moves run into trouble when decisions are made by committee, because even small choices, which desks go where, who gets which storage, get delayed while people are consulted. A single internal lead with clear authority, supported by a named move manager on the removals side, keeps the project moving and gives staff one point of contact for questions.
Build the timeline backwards
Start from the date you need staff working normally in the new office, then work backwards through every stage that needs to happen before it: IT commissioning and testing, furniture and equipment delivery, the physical move itself, and packing. This reveals, often earlier than expected, when key decisions actually need to be made.
| Stage | Typical timing before go-live |
|---|---|
| Lease signed and fit out agreed | 3 to 6 months |
| IT and comms infrastructure installed | 4 to 6 weeks |
| Removals company booked and surveyed | 4 to 6 weeks |
| Staff communication and packing instructions sent | 2 to 3 weeks |
| Crate delivery and packing | 1 to 2 weeks |
| Physical move, evening or weekend | Final weekend before go-live |
| IT testing and snagging in new office | First morning |
IT, data and communications
Server rooms, comms cabinets and core network infrastructure should be the first thing booked and planned, because almost everything else in the business depends on them being live again quickly. Back up all data before anything is disconnected, confirm the new office has working internet and phone lines ahead of moving day, and agree a clear order for reconnecting systems once equipment arrives.
Where possible, move server and network equipment separately from general office contents, using specialist handling, and schedule it so there is time to test before staff arrive the next morning.
Staff communication
Tell staff the plan early and keep instructions simple: what they need to pack themselves, what the crate system is for, and where to find their belongings on the first morning in the new building. A short written guide sent a couple of weeks ahead, with a reminder closer to the date, reduces the number of questions on the day itself considerably.
- Confirm what staff should personally pack versus what the move team will handle.
- Explain the crate and labelling system before crates arrive.
- Share the new office layout so people know roughly where their desk will be.
- Give a single point of contact for move day queries.
Moving out of hours
Evening and weekend moves cost slightly more in labour than a weekday daytime move, but for most businesses this is comfortably outweighed by the savings from avoiding lost trading hours and disrupted client contact. A Friday evening to Sunday move is the most common pattern, giving a full working day of buffer before Monday morning.
Crate hire and colour coded plans
Reusable crates are faster to pack and unpack than cardboard boxes and remove the cost of disposing of boxes afterwards. Colour coding crates and furniture by department or floor, matched to a plan posted at the new office, means items end up in roughly the right place without needing to ask on the day, which is usually what determines whether unpacking takes a morning or a week.
Budgeting for the move
Beyond the removals cost itself, build in an allowance for IT reconnection, any new furniture or fit out work, signage, stationery reordering and a contingency for anything that overruns. A realistic contingency, typically a modest percentage of the overall budget, avoids the move stalling if an unexpected cost appears close to the date.
Frequently asked questions
How far ahead should we book an office move?
Four to six weeks is typical for a straightforward move, though larger offices or moves involving significant IT infrastructure benefit from more lead time, ideally alongside the lease and fit out planning.
Should we move IT equipment separately from furniture?
Yes, where possible. Server and network equipment should be handled with specialist care and prioritised so systems can be tested and working before the rest of the office needs to function the next morning.
Is it worth moving out of hours?
For most businesses yes, since the extra labour cost of an evening or weekend move is usually far less than the cost of a day or more of lost trading and disrupted client service.
How do we minimise downtime during an office move?
Appoint a single decision maker, book IT and comms work first, use crate hire with colour coded plans, and move out of hours so staff return to a fully working office rather than one still being set up.
What should staff be told before an office move?
What to pack personally, how the crate and labelling system works, roughly where their desk will be in the new office, and who to contact with questions on the day.
Planning a move?
BlueSky Removals gives fixed written prices after a free video or home survey. Call 0800 090 3125 or request a quote online.