Is your company planning to move to a new office? Here’s a practical checklist covering the most important steps to ensure a smooth and efficient relocation process – from early planning to settling into your new workspace.
Why relocate?
There are many reasons why companies consider moving to new premises. Here are three of the most common:
Need for more space
As your company grows in size or functions, your current office may become too small or inefficient. Relocating can also bring you closer to employees, clients or key partners.
Strengthen your brand
Your office is a key part of your company’s identity. If your current space doesn’t reflect your brand, culture or ambitions, a fresh environment can bring new energy and a more professional image.
Reduce costs
Many companies realise they are overpaying for space they don’t use effectively. Moving to a more suitable office can result in lower rent and better utilisation of space.
Checklist: 10 steps for an efficient office move
1. Create a detailed plan
Start by mapping out a clear task list and timeline. Ensure the plan is anchored with management and communicated to all key stakeholders.
2. Define your office requirements
Prepare a specification based on your needs. Consider factors like location, layout, meeting rooms, IT infrastructure, ventilation, contract terms and security.
3. Review your current lease
Check key terms such as notice period, deposit, and any obligations for handover or repairs when vacating the space.
4. Find a suitable space and sign a new lease
Search for premises that match your criteria. Negotiate terms that support your business needs – and consider getting advice from a tenant rep if needed.
5. Review the new lease agreement
If the contract is complex or unclear, consult a legal expert to clarify risks and responsibilities before signing.
6. Plan the move-in process
Develop a realistic schedule and consider moving in stages to keep business operations running smoothly.
7. Gather quotes from multiple providers
Compare prices and services from different moving companies and IT partners. Choose based on a balance of quality, reliability and cost.
8. Set a move-in date and communicate early
Clear communication is key. Notify employees, clients and partners in good time – via email, website updates, social media and your Google Business profile.
9. Execute the move and secure your IT setup
Use professionals to handle packing and transport. Insure valuable equipment, and make sure IT infrastructure is properly installed at the new office.
10. Evaluate and adjust after moving in
Once you’re in, assess whether the new space is working as planned. Make any necessary adjustments quickly to maintain productivity and efficiency.
Frequently Asked Questions About Office Relocation
What should we consider before searching for new office space?
Start with a clear list of requirements: space needs, ideal location, budget, and essential features like meeting rooms or breakout areas.
How long does an office move typically take?
For small and medium-sized businesses, expect the full process to take 3–6 months, depending on complexity and the level of fit-out required.
How can we avoid operational downtime during the move?
Consider a phased move, and make sure critical systems like IT and internet are up and running before employees arrive. Moving outside business hours is also a smart option.
Is it common to get professional help with the move?
Yes – most companies rely on moving firms, IT specialists and consultants to ensure a seamless transition. This reduces risk and frees up internal resources.
How much does it cost to move an office?
It varies depending on office size, location, equipment and support needs. Request multiple quotes and prepare a budget that includes a contingency buffer.
Looking for a new office?
Spacefinder gives you access to a wide range of available office spaces in and around Oslo. Get in touch – we’ll help you find the right match for your company’s next chapter.
About the author
This article was written by Lauritz Kittelsen, advisor at Spacefinder. He specializes in helping small and medium-sized businesses find or lease office space.