An office move continuity plan protects the work that must continue while desks, files, equipment, and people change locations. It is not only a moving checklist. It identifies essential operations, assigns decisions, sets communication expectations, and gives the organization a workable response if a milestone changes.
Start with business needs, then coordinate those needs with the building, technology vendors, and moving company.
1. Name an Office Move Continuity Plan Leader
Choose one person with authority to coordinate the timeline and approve changes. Add representatives for technology, facilities, operations, human resources, and each affected team. Write down who decides what, who communicates with employees, and who can act if the primary contact is unavailable.
2. Office Move Continuity Plan Business Functions
List the functions that cannot stop, such as customer calls, order processing, payroll, security, regulated records, or scheduled services. For each function, document the people, systems, equipment, information, and vendors it requires. Decide how long it can be interrupted and what temporary workaround is realistic.
3. Office Move Continuity Plan Timeline
Begin with the date the new location must operate and work backward. Include building access, internet installation, equipment testing, packing, pickup, delivery, workstation setup, employee arrival, and old-site handoff. Add decision deadlines and buffers instead of placing every activity on the final weekend.
4. Office Move Continuity Plan Technology
Create an inventory of computers, phones, network equipment, printers, specialty devices, software licenses, and cables. Confirm who is authorized to disconnect and reconnect each system. Back up essential data through the organization’s approved process and test recovery before the move.
Keep credentials, sensitive data, and access tokens out of box labels. Use secure chain-of-custody procedures when equipment or records require them.
5. Confirm Building Requirements
Ask both locations about moving hours, loading docks, elevator reservations, parking, insurance paperwork, floor protection, security access, and vendor check-in. Measure doors, elevators, and stair turns for large furniture or equipment. Provide written instructions to the mover.
6. Office Move Continuity Plan Communications
Tell employees what they must pack, what they should take home, when systems may be unavailable, and where to report. Give customers and vendors only the information they need, such as a new address, temporary contact method, or service window. Designate one source of truth so conflicting messages do not circulate.
7. Label for Function and Destination
Use department, workstation, room, and priority identifiers. A box labeled “Accounting—Room 204—Open First” is more useful than “Office.” Keep a master seating or equipment map at the destination. Color codes can help, but include words or numbers so the system works for everyone.
8. Prepare a First-Day Business Kit
Set aside the tools needed to resume work: essential laptops, chargers, contact lists, basic supplies, temporary signage, access cards, and approved backup connectivity. Keep critical documents and valuables under direct organizational control rather than loading them with general office contents.
9. Test Before Declaring the Move Complete
Verify phones, internet, security, core applications, printers, meeting rooms, customer contact channels, and emergency information. Use a written punch list and assign every open item. Conduct a final walkthrough of both locations before returning keys or releasing vendors.
Questions for the Moving Estimate
- What access details and equipment affect the estimate?
- Who is responsible for packing and disconnecting each category?
- How will furniture and equipment be inventoried?
- What written options apply if the schedule changes?
- Which items require specialty handling or a third party?
Ready.gov’s business continuity planning resources can help organizations think beyond the physical move. Jensen Moving & Storage can discuss commercial moving needs, access conditions, and sequencing. Review the company’s commercial moving services and contact the team with the known timeline. A detailed office move continuity plan helps people make clear decisions before, during, and after moving day.
