An office move that causes downtime is a business problem. Lost days cost revenue, frustrate staff, and can damage customer relationships. The good news: with proper planning, you can move offices over a weekend and be fully operational on Monday morning.
This guide covers how to plan and execute an office relocation without losing business days.
Why Downtime Matters
Every lost day of operations costs you:
- Staff wages for unproductive time
- Lost sales or client work
- Reputational damage if customers cannot reach you
- Staff frustration and reduced morale
Plan carefully and you can avoid all four.
Step 1: Plan 8 to 12 Weeks Ahead
| Week | Task |
|---|---|
| 12 weeks | Confirm new office and move date |
| 10 weeks | Appoint project manager |
| 8 weeks | Get quotes from office relocation companies |
| 6 weeks | Book removal team and IT support |
| 4 weeks | Notify staff, clients, suppliers |
| 3 weeks | Order packing materials and boxes |
| 2 weeks | Apply for parking permits at both sites |
| 1 week | Pack non-essential items |
| Move weekend | Execute the move |
Step 2: Choose a Move Window
Options:
- Weekend: Most common. Move Friday evening to Sunday night
- Bank holiday weekend: Extra day for complex moves
- Overnight (weekday): If weekend is not possible
- Phased move: Move departments in stages over weeks
For most offices, a weekend move is the cleanest option.
Step 3: Plan IT and Equipment Carefully
IT is the riskiest part of an office move. Plan:
- Back up all data before disconnecting
- Label every cable, monitor, and dock
- Photograph computer setups before dismantling
- Confirm internet and phone lines at the new site
- Test key systems before staff arrive
Book IT specialists separately from the removal team. They handle server racks, networking, and workstations.
Step 4: Communicate With Everyone
Notify in advance:
- Staff (at least 4 weeks ahead)
- Clients (at least 2 weeks ahead)
- Suppliers
- Bank, insurance, and utility providers
- Royal Mail (redirect mail if needed)
- Building management at both sites
Step 5: Plan the New Office Layout
Before moving day:
- Decide desk allocation for each team
- Label furniture and boxes with destination (e.g. 'MARKETING - DESK 3')
- Create a floor plan
- Confirm power, networking, and phone points
- Plan storage and meeting room setup
Good labelling means your removal team can place everything correctly the first time.
Step 6: Apply for Parking Suspensions
Both the old and new office may need parking suspensions. In London, apply 2 to 4 weeks ahead. Costs run GBP 40 to GBP 200 per bay.
Book enough bays for the number of vans.
Step 7: Pack Methodically
- Use numbered boxes with an inventory list
- Label each box: department, contents, destination desk or room
- Pack non-essentials first (archive files, decorations)
- Leave essentials (phones, chargers, key documents) for last
- Keep a box of first-day essentials at each desk
Step 8: Execute the Move
A typical weekend move runs like this:
| Time | Action |
|---|---|
| Friday 5pm | Staff leave. IT disconnects workstations |
| Friday 6pm | Removal team arrives. Loading begins |
| Friday 9pm | Loading complete. Vans depart |
| Friday 10pm | Unloading at new site begins |
| Saturday 2am | Furniture placement complete |
| Saturday 8am | IT team installs workstations |
| Saturday 5pm | Internet, phones, and systems tested |
| Sunday | Final checks and cleaning |
| Monday 9am | Staff arrive. Business as usual |
Minimising Downtime Further
- Redirect phone numbers to mobiles for 24 hours
- Enable remote access for staff if needed
- Use cloud services to reduce on-site infrastructure
- Pre-test everything at the new site before Monday
- Have a fallback plan if internet is delayed
Cost of an Office Move
| Office Size | Typical Cost (London) |
|---|---|
| 1 to 5 desks (small office) | GBP 500 to GBP 1,500 |
| 5 to 15 desks | GBP 1,500 to GBP 4,000 |
| 15 to 50 desks | GBP 4,000 to GBP 10,000 |
| 50+ desks | GBP 10,000+ |
Costs vary based on distance, IT complexity, and out-of-hours rates.
Frequently Asked Questions
How long does an office move take?
For 10 to 20 desks, plan a weekend. Small offices can move overnight. Larger offices may need phased moves over 2 to 3 weekends.
Can I move my office on a weekday?
Yes, but expect premium out-of-hours rates. Most businesses prefer weekends to avoid losing billable time.
Who moves IT equipment?
Specialist IT movers or your in-house IT team. General removal companies move monitors and desks, but servers and network equipment need expert handling.
How do I keep my phone number during an office move?
Redirect calls to mobiles for the transition period. Contact your phone provider 4 weeks ahead to arrange the switch.
Do I need insurance for an office move?
Yes. Confirm Goods in Transit and Public Liability. Check the maximum value per item if you have expensive equipment.
Plan Your Office Move With Us
We provide office relocations across London and the UK. Call 07459 180023 or request a free quote.
Written by the Vano Removals team. We help businesses relocate with minimal disruption.
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