Moving your office to a new space isn’t something you do every day. And if you’re honest, it’s probably not something you’re particularly looking forward to. There’s a lot to think about, and with a team depending on you to get it right, the pressure’s on. It’s not just about packing boxes and changing your address—it’s about keeping everything running while you shift from one place to another.

This guide breaks everything down so you know what needs doing, when, and why it matters. It’s not about ticking boxes for the sake of it. It’s about helping you move without letting things fall apart.

Why are you moving offices?

Before you do anything else, it helps to get clear on why you’re moving. You might need more space. You might want to cut down on costs. Maybe you’re just after a better location. The reason matters, because it’ll shape every choice you make from here on out.

If your lease is up and you’ve got to move, you’ll probably need to act fast. But if you’ve got time to plan, use it. That breathing space will make the move less stressful. It also helps you figure out what kind of space you’re after next.

Ask yourself:

• Is your current place too small or too big?
• Are you paying too much for the location?
• Is the layout working for your team?
• Are you trying to create a better environment?

Once you know the reason, you can make decisions with more confidence. You’re not just reacting—you’re making a move that fits your business.

When should you start planning?

The short answer: as early as you can. Even if your move’s months away, don’t leave it too long. Things like notice periods, contracts, equipment, and IT take time to sort. And if you’ve got a larger team or a more complex setup, you’ll need even more time to get everything in place.

Aim to start planning at least three to six months ahead. That gives you space to compare locations, get quotes from moving companies, and loop your team into the process.

Think of it like this: the earlier you plan, the more control you have. You’ll avoid last-minute decisions and reduce the risk of something going wrong.

How do you pick the right new space?

You probably have an idea of what you want from your next office. But before you commit, check whether it meets all your needs—not just now, but in a year or two as well.

Here’s what to consider:

• Size – Can it fit your team comfortably? Will it still work if you grow?
• Location – Is it easy for your staff and clients to get to?
• Facilities – Do you have what you need—meeting rooms, break areas, parking, decent broadband?
• Layout – Will your desks, equipment, and furniture actually fit in the new layout?
• Cost – Not just rent, but business rates, utilities, and service charges too.

Get a floor plan of the new place. Map out where everything will go. That one step alone can help you avoid problems later.

Who should you tell—and when?

Once your move’s confirmed, let people know. Not all at once, and not too soon—but don’t leave it too late either.

You’ll need to speak to:

• Your team – Let them know what’s happening and when. They’ll have questions, so be ready to answer them.
• Your landlord – Make sure you’re following the terms of your current lease.
• Clients – Give them a heads-up if the move might affect them.
• Suppliers and service providers – From broadband and printers to your cleaning service, everyone will need your new address.

When the time comes, update your website, email signatures, invoices, social media, and any online listings. You don’t want clients showing up at the wrong place.

What’s the best way to prepare your team?

Moving your office will affect everyone in your team. It’s not just about the location—it’s about how they work, how they get there, and how the change might feel.

So get them involved early. Keep them in the loop as plans develop. If you’re redesigning the layout, ask what works and what doesn’t. If there are concerns about commuting or parking, listen to them.

The more your team feels included, the more likely they are to back the move. And if they know what’s going on, they’re less likely to feel stressed or caught off guard.

You could even get a few people to help manage the move—delegate tasks so everything doesn’t fall on one person.

What needs to happen before moving day?

As your moving date gets closer, there’s a lot to line up. Break it down into smaller jobs and you’ll find it easier to keep on track.

Start by listing everything you need to take with you. That includes desks, chairs, filing cabinets, computers, phones, printers, and anything else that helps you work.

Decide what’s coming and what’s not. There’s no point paying to move things you don’t use. So if anything’s broken, outdated or just collecting dust, get rid of it. Sell it, donate it, or recycle it.

Next, book your movers. Whether you’re hiring a removals company or doing it in-house, get your date locked in early. If you’re using professionals, make sure they’re insured and experienced with office moves. Give them a full list of what’s going and check they’ve seen the access points at both ends.

Then, plan your IT move. Your computers, servers, phones and internet need to be up and running at the new office. That might mean changing providers or upgrading connections. Either way, you don’t want to lose a day of work because your systems aren’t ready.

Make sure:

• Your broadband and phone lines are set up in advance
• Your data is backed up before the move
• Your IT team (or external provider) knows exactly what’s happening

And finally, sort your insurance. Check that your business insurance covers the move, and update the address details once you’ve moved in.

What’s the best way to handle moving day?

When the day finally comes, try to keep things calm and organised. If you’ve planned well, most of the hard work’s already done.

Label everything clearly—each desk, chair, monitor and box should have a label with its destination in the new office. That alone saves hours of confusion.

Have someone on-site at the new office who knows where everything goes. They can direct the movers, check items off the list, and deal with any problems that come up.

You’ll want to:

• Do a final walkthrough of your old office to check nothing’s left
• Make sure access is clear at both sites
• Keep key people available for decisions or issues
• Stay in touch with the movers in case plans change

It’s also a good idea to set up a basic working area first—desks, phones, Wi-Fi, and key equipment. That way, you can carry on with the essentials even if the full setup takes another day or two.

What should you do once you’re in?

Once everything’s in and your team’s back to work, take some time to settle in properly.

Walk through the new office. Check for any damage or missing items. If something went wrong during the move, raise it straight away with your moving company.

Test all your systems. That includes phones, internet, printers, and anything else your team relies on. If something’s not working, get it sorted now—before it slows you down.

And don’t forget to:

• Update your address with HMRC, Companies House, your bank and insurers
• Tell clients and suppliers the move’s complete
• Make sure your signage and website match your new location

Even if the move’s gone smoothly, there’ll be a few loose ends to tie up. The first week is usually about spotting small issues and sorting them quickly.

How do you make the new space work for you?

Now you’re in, think about how to make the most of the space. Your office isn’t just somewhere to sit—it affects how your team works, how they feel, and how your business runs.

Check the layout. Is there enough room to move around? Are desks spaced well? Do people have the quiet or collaborative space they need?

Set up storage where it’s needed—not just tucked away in a corner. That makes it easier to stay organised.

And take some time to make the place feel like your own. Add plants, artwork, or branding. A comfortable, well-thought-out space helps your team feel settled—and work better.

What if the move didn’t go as planned?

Sometimes, even with careful planning, things don’t go perfectly. Maybe something got delayed. Maybe the movers damaged some kit. Or maybe you just didn’t get everything unpacked as quickly as you hoped.

Don’t panic. Most problems can be fixed with a bit of patience and a few phone calls.

Start by making a list of what needs sorting. Then get people onto it—whether it’s repairs, replacements or chasing suppliers.

Let your team know what’s happening. If they see you handling things calmly and clearly, they’ll follow your lead.

How do you wrap things up after the move?

Once you’re up and running, take a step back. Look at how the move went. What worked well? What would you do differently next time?

You might not move again for a while—but if you do, having notes from this move will help you avoid the same problems.

It’s also a good idea to:

• Thank your team for their help and patience
• Follow up with suppliers to close out any issues
• Keep a file of all your move-related documents

And if you’ve still got the old office, make sure it’s returned in good condition. That means cleaning it, fixing any damage, and handing back the keys on time. Otherwise, you could risk losing part of your deposit.

Final thoughts

Moving office is a big task, but it doesn’t have to throw everything off track. With clear planning, steady communication and the right support, you can get through it without losing time, money or momentum.

You don’t need to do it all on your own. Involve your team. Delegate where you can. Get advice when you need it. And take the time to make sure everything’s done properly.

In the end, a smooth office move isn’t about doing things fast—it’s about doing them right.

Are you looking for office removals in Carlisle? Contact us for more details.