What Are The Most Overlooked Factors When Planning A Large-Scale Office Move?

Posted on June 10, 2024 at 6:55 am

What makes a successful office move? At the most basic level, getting all of your equipment, furniture, business assets, and workstations from one place to another could be considered a success. However, most businesses look for more than just a geographical transfer in an office moving plan.

They’re looking to minimise the money and resources spent on the move and minimise downtime by ensuring employees can get up and running on Day 1 in the new space.

The difference between a good and great office move often lies in overlooked details. Read this blog, and you will get to know about large-scale office moving tips. Stay tuned!

Office Space Planning

Space planning considers density, movement, and workflow while using furniture to create a healthy, cost-effective office environment. It can include:

  • Assessing current and proposed environments
  • Analysing departmental alignment and workflow
  • Validating floor plans and conducting occupancy audits
  • Developing space and occupancy plans
  • Establishing furniture goals and objectives

Technology can play a powerful role in office space planning. AutoCAD and 3D imaging can help visualise furniture layouts and finishes.


Due to delays, oversight, and other unexpected issues, the costs can quickly add up when relocating to a new office. These factors can negatively affect your relocation budget. Also, if you haven’t set aside some fees for hidden issues.

For example, most project managers responsible for managing relocating budgets concentrate on interior design and new stationery costs, forgetting about legal and property fees. As a result, sticking to the initial budget becomes difficult.

Among the costs that most project managers overlook when setting a relocating budget include the following:

  • The reinstating costs of the new office
  • Leased or special equipment and gear that requires special care
  • Additional costs following delays

When setting a relocation budget, it is crucial to determine how much the process will require before moving.

Knowing exactly how much money you need for a successful relocation can be challenging, especially if it’s your first time. An experienced workspace change specialist can help.

Furniture Planning And Design

Employers are aware that more is involved in office space planning than simply counting heads and buying a desk and chair for everyone. But they are often unsure where to start. It can include like:

  • Taking inventory of current furniture
  • Analysing needs and establishing goals
  • Test fitting and scenario planning
  • Conducting budget analysis
  • Creating a liquidation plan for existing or surplus furniture

Buying Furniture

When it comes to furnishing a commercial office, the question always stands: Do we buy new or use what we have? New office furniture from premium brands offers many benefits, but there are also affordable options that won’t compromise on quality.

Going with a brand that revolves around value-oriented furniture is one way to help you stay within budget while also refinishing your office.

Replanning your space is another way to update the look and feel of the office. Even putting a few new pieces can help without breaking the bank.

Relocating Technology

If we talk about technology, then it can include everything from workstations to data centres. Careful documentation, proper care of components during the transition, and precise reassembly will be important to the success of your office moving plan.

This is one of the most overlooked factors in office relocation, and we know that success will be defined by minimal to no downtime for employees.


Do you have any security for your business? If your answer is yes, you will need to ensure that it is set up and functioning before the employees move.

For instance, if you use key cards and access codes to access your offices, they must be working before relocating.

Securing your business’s data and protecting your workers’ sensitive information is important. If you are unsure how to protect your employees, hire an expert to identify and fix any weak points that can threaten you, your employees, and the business as a whole.

Relocation Plan

Whether you’re getting services from professional movers or an office moving company, an office relocation plan is necessary to avoid much disruption to your business.

Working with professional movers will ensure that the move is carried out professionally, as they are pretty much experienced and know what is required for a smooth move.

Professional movers always offer their support during the move. From packing, unpacking, and dismantling to reassembling the furniture in your new office, taking a massive load off your shoulders.

Speaking of professional movers, you can get moving service in London through The London Moving Company!

In addition to this, most professional movers are insured, which means you get paid for anything damaged during the move. Generally, with professional movers, you’re assured that everything will easily get to the new destination.\

Dealing With Vacated Space

Of course, you can’t just leave the old space behind after an office move; you have to check your lease for details.

A surprising number of steps remain at the very tail end of office space planning, only a few of which include:

  • Property, furniture, and equipment inventory
  • Disposing of confidential information
  • Furniture liquidation
  • Equipment valuation, recycling, and compliance reporting
  • Space cleaning, repairs, and painting

Don’t Be Afraid To Ask For Help

There’s no shame in not knowing where to start. Most organisations can’t tackle all of these elements alone, and collaborating with various providers who can help seems almost as difficult.

Find a partner, planner, or consultant who can manage all of these elements for you as needed. You can always get help from moving companies like The London Moving Company!

Final Thoughts:

We are pretty sure that you have read about the most overlooked factors and strategies for a successful office relocation. Make sure that you note them down and implement them whenever you plan your next office move. Also, keep a check on everything while moving your office and ensure that you leave nothing behind!