8 Steps on How to Coordinate Staff During an Office Relocation

Moving your office can feel overwhelming. There’s so much to plan – from packing desks and electronics to making sure everyone knows what to do. One of the biggest challenges is how to coordinate staff during an office relocation. 

If your team isn’t on the same page, even a small move can become chaotic. Don’t worry. We’ll walk you through the process step by step in a simple way, based on office moves in the UK. 

We’ll also show you useful templates and examples you can use to make communication easy.

Steps on How to Coordinate Staff During an Office Relocation: 8 Key Steps 

Now, let’s show you the overall process of coordinating staff during an office relocation.

1. Start Planning Early

Office relocations take time. Ideally, start planning at least 2–3 months before your move. Early planning gives your team time to prepare, reduces stress, and avoids last-minute problems.

What to do:

• Share the moving date with everyone as soon as possible. You can use a “We are moving to a new location notice template” to make it clear.

• Explain the reasons for the move and how it will affect work. A sample relocation letter for employees can help you deliver this message professionally.

• Assign a staff member or a small team as the move coordinator.

Having a clear point of contact keeps communication smooth and makes the rest of the process much easier.

2. Communicate Clearly With Your Staff

Communication is key. Employees need to know what’s happening, why, and how it affects them. Creating an office move communication plan template can help you organise updates and tasks clearly.

Tips:

• Send regular emails with updates. Use an office relocation announcement email sample to craft professional messages.

• Hold short team meetings to explain tasks.

• Create an office relocation checklist covering responsibilities for each department.

For example, IT staff will handle computers and phones, while administrative staff might pack files and office supplies.

Using an “office relocation announcement to employees message” ensures everyone knows about timelines, responsibilities, and expectations.

3. Assign Roles and Responsibilities

A smooth move happens when everyone knows their role. Assign tasks based on people’s strengths.

Example roles:

• Move Coordinator: Oversees the whole process and answers questions.

• Packing Team: Packs office items, labels boxes, and ensures nothing gets lost.

• IT Team: Disconnects computers, servers, and other electronics safely.

• Reception/Admin: Keeps track of documents and personal items.

Clear responsibilities prevent confusion on the moving day and make the workflow much smoother.

4. Prepare Your Staff for Packing

Packing can be stressful if not planned well. Provide clear instructions for staff on how to pack their items.

Tips for staff:

• Use strong boxes and bubble wrap for fragile items.

• Label every box with its contents and the room it goes to in the new office.

• Pack personal items separately.

It’s also helpful to let staff know which items will be handled by professional movers. This reduces stress and keeps everyone focused.

5. Plan for Minimal Work Disruption

Nobody wants to lose days of productivity. To keep work running smoothly:

• Move in phases if possible, instead of everything at once.

• Consider flexible working days or remote work during the move.

• Keep essential services like phones, emails, and the internet active until the move is complete.

Using an office move communication plan template ensures everyone knows the timeline and their responsibilities.

6. Train Staff on New Office Layout

Once your new office is ready, staff should know where everything goes. This reduces confusion and helps everyone settle quickly.

How to do it:

• Provide a simple floor plan with desk assignments.

• Show staff where the meeting rooms, kitchen, and facilities are located.

• Assign someone to answer questions during the first week.

A well-prepared office relocation template can include this layout training step to make onboarding faster.

7. Encourage Team Involvement

A move can be stressful, but team involvement makes it smoother. When staff feel included, they’re more cooperative and proactive.

Ways to involve staff:

• Ask for volunteers to help with packing or labelling.
• Have a small team to double-check inventory.
• Celebrate the move with a small welcome event in the new office.

Encourage feedback using the same office move communication plan template so everyone feels heard.

8. Review and Follow Up

After the move, check if everything is in place and working properly. Make a short survey or hold a quick meeting to get feedback.

Questions to ask staff:

• Was the move process clear and well-organised?
• Were your items handled carefully?
• Is anything missing or not set up?

This helps you learn for future moves or smaller office adjustments. Using a sample relocation letter for employees at this stage can also reinforce communication and ensure everyone knows the next steps.

Quick Checklist Version for Office Relocation Staff Checklist

Move Date: ___________________

New Office Address: ___________________

Move Coordinator Contact: ___________________

1. Before the Move

• Confirm the moving date with your team
• Receive instructions from the Move Coordinator
• Review the office move communication plan
• Pack personal items in separate boxes
• Label all boxes with contents and the new room/department
• Use bubble wrap for fragile items
• Keep essential work items (laptop, phone) handy until move day

2. Department Responsibilities

IT Team

• Disconnect computers, servers, and phones safely

• Pack the IT equipment with care

• Ensure devices are ready for setup in the new office

Admin / Reception

• Pack files and office supplies

• Label boxes clearly with department and contents

• Keep track of important documents

Packing Team

• Pack desks, chairs, and office equipment

• Wrap fragile items carefully

• Confirm boxes are labelled correctly

All Staff

• Clear personal workspace

• Follow instructions from the Move Coordinator

• Check the assigned boxes before moving

3. Moving Day

• Arrive on time for move tasks

• Ensure all boxes and equipment are ready for loading

• Keep important items with you (keys, wallet, personal electronics)

• Follow movers’ instructions for safe transport

4. After the Move

• Place boxes in the correct room or desk area

• Unpack essential items first (computer, phone, files)

• Check office equipment and IT setup

• Report any missing or damaged items to the Move Coordinator

• Review the new office layout and ask questions if unclear

• Provide feedback on the move process for future improvements

Tip: Keep this checklist visible for all staff. You can pair it with your “we are moving to a new location notice template, or “office relocation announcement email”, so everyone knows what to do.

How Easy Way Removals Can Help With Your Office Move

Moving an office is a big job, but you do not have to manage it alone. Easy Way Removals provides reliable and professional Office Removals London services to make your move simple and stress-free. 

Our team plans everything carefully, packs your office items safely, moves them with care, and sets them up in your new place. Whether it is a small office or a bigger workspace, we tailor the move to your needs so your business is not disrupted.

If you are planning an office move, get in touch today for a free quote.

Call 0800 689 3025 | Emergency 07494 093341

Email info@easywayremovals.co.uk

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Wrapping Up

In short, moving an office can feel complicated, but with clear planning, defined roles, and open communication, the process becomes much easier. Using tools like checklists, announcement emails, and coordination templates helps your team stay organised and productive. Professional support, like Easy Way Removals, ensures your office equipment and furniture are handled safely, making the transition smooth and stress-free.

By following these steps and keeping everyone informed, you can make your move efficient and worry-free. This guide shows exactly how to coordinate staff during an office relocation, so your team can stay focused, and your business can keep running smoothly throughout the move.