An office move is often described by the removal date. Yet whether a colleague can connect on Monday morning, a client can reach the right number and a delivery arrives at the new address depends on decisions made earlier. A useful relocation plan explains how work continues as well as where the boxes go.

Assign owners and identify critical work

Keep one move checklist with an owner, deadline and status for each task. Building management, the removal team, IT support and your internal coordinator should know how to reach one another.

Mark client meetings, delivery deadlines and telephone services that cannot be interrupted during the move. Make temporary working or forwarding arrangements for those activities. The whole team may not need to arrive at the new office on the same day.

Test the connections before moving

Use real devices to check the new internet connection, access to company systems and the video meeting software you rely on. Discuss number porting, call forwarding or new telephone lines with the relevant provider in advance.

Make an up-to-date backup and check that you can open it. Label computers, displays and accessories by user or department. Keep passwords and access credentials off boxes and public labels.

Keep a separate address-change list

List the clients, suppliers, couriers, website pages, email signatures and business profiles that need updated details. Plan official records and required notifications with your accountant; changing the website does not complete every notification.

Decide who will follow up deliveries arriving at the old address. Give clients a short message with the contact number and email to use during the transition.

Arrange access and handover

Confirm goods lifts, removal hours, vehicle access and entry permissions at both buildings. Furniture dimensions must work with doors, corridors and lifts as well as with the destination room.

Assign responsibility for sensitive equipment and confidential documents. Record equipment, keys and access cards when handing back the previous premises.

Check the first morning

  • Are desks, chairs and essential equipment in place?
  • Do internet, telephones and company systems work?
  • Are staff entry permissions or access cards ready?
  • Are meeting and visitor arrangements clear?
  • Does everyone know whom to contact about a fault or missing item?

Moving into a serviced office can reduce some preparation, but a joint check is still worthwhile. Share your first-day requirements with SwissOffices so office handover, service activation and your team’s arrival can be planned together.