the office relocation planning website

Moving Office: Know who to involve and when

There are certain people who should be involved in your office move in order for the relocation to go smoothly. Make sure you know who they are and when to involve them:

Key stakeholders
They hold the ultimate say-so over the intention to move office, as well as the costs and overall timings of the move. They are generally involved at the very beginning of the project to make decisions, but following that, they may not need to be informed about every detail.

Finance Director
As they hold the purse strings, your Finance Director has a lot of influence over how much budget you have allocated to the move. They therefore need to be involved early on in the process once the decision to move office has been made.

Property Agent
A property agent will help to refine your space requirements, find you the ideal space and negotiate the lease. Finding the right office can take some time, and can depend on the market conditions so it’s important to involve your property agent in the very early stages of the move.

HR Manager
Your HR manager will be responsible for communicating with staff about the move. They’ll need to be given timings, logistics and the new office location, and have a clear understanding about what key messages are to be used to communicate the move to staff. Involve them early so that staff know what’s going on and feel a part of the move.

Office Removals
The physical part of the move may be the last thing on your mind in the early planning stages, but it’s important to secure the right removals company early on as they can get quickly booked up – particularly over weekends.

Property Solicitor
Once you’ve secured the right office property, involve a property solicitor in the lease negotiations to give you the right legal support. Don’t sign any documentation until they have reviewed the lease and advised you accordingly.

IT Relocation Company
The transfer of your IT and phone equipment is likely to be a logistical nightmare if you don’t plan ahead early enough. Involve an IT Relocation company as soon as you have secured your new office and signed the lease and before the office fit-out process begins.

Office Fit-out Company
How early you involve your office fit-out company will depend on two things:

  • The condition of the space you are taking on
  • Your space and design requirements

In any event, it’s important to audit your existing space requirements BEFORE you start looking for space so that you can choose an office that’s most suited to your operational requirements.

Operations Manager
Your operations manager is going to want to reassurance that business won’t be disrupted by the move. They will need to understand how the logistics of the move will be managed, and be available to provide strategic input for the IT relocation.

It’s the job of your marketing team to ensure they communicate the details of the move to clients and other organisations you work with. They will also need to ensure that your company projects the right image in the new office. Involve them in the early stages so you can get their input when choosing office space.

For more details on who should be on your office relocation team and their individual role, read our office relocation team guide.


Planning an office move? Go the office relocation planning resource centre

Latest Tips

  • Planning an Office Move - tips

    How do I even begin to plan an office move? Good question ... read on to find out how best to tackle the planning of your office move.

    Read Article
  • How To Move Office

    The challenges and logistics of an office move can sometimes feel overwhelming. This guide helps you understand the timeframes and costs you are likely to incur so you know more about what to expect when you move office.

    Read Article
Back to top ↑

Register for FREE

My office move will be in:

Terms & Conditions

Moving Office Ltd believes in safeguarding the privacy of our users whilst also providing a beneficial service. This Policy explains how we use the information we collect about you and the procedures that we have in place to safeguard your privacy.

Please read this Privacy Policy carefully as once you use our website you will be regarded as having read and accepted this Privacy Policy. You must not use our website or our Services if you do not accept this Privacy Policy.


We will collect personal information about you which you give to us when you register to use our website and when you provide information as part of our service (for example, in order to obtain a copy of a checklist, guide or document for the purpose of helping you plan your office move). We will periodically review your personal information to ensure that we do not keep it for longer than is necessary.


We may use your personal information for the following purposes to:

  • enable you to access and use part or all of the services; and/or
  • personalise aspects of our overall service to you; and/or
  • communicate with you; and/or
  • process a connection between you and a third party; and/or
  • provide your details to third parties that offer products or service that may be of interest to you; and/or
  • analyse and research the use of our website and improve the quality of our services for users and advertisers


Please be aware that if you either use, or register to use, our website or our services, you will be giving your consent to us disclosing your personal information to the following parties:

  • Third parties that help us provide our services to you, such as web hosting companies;
  • Third party providers whose products or services are listed on the results pages on our website, for the purposes of obtaining advice or services relating to moving office;
  • Regulatory/governing bodies for the purposes of compliance monitoring;
  • Other third parties that might be able to offer products or services that are applicable as a result of your requirement about thinking about moving office.

We automatically collect information about your visits to our site and, from time to time, we will supply this data to third party organisations that might be able to offer products or services that relate to moving office. If you do not wish to be included then please email


If you decide to enter into a contract with a third party provider through a channel on our website, the information you have provided to us together with any further information requested by, and supplied by you to, the third party provider will be held by the provider for the purposes set out in that provider's privacy policy. Therefore, you are strongly advised to read your chosen provider's privacy policy and satisfy yourself as to the purposes for which the provider will use your personal information before entering into the contract. We have no responsibility for the uses to which a provider puts your personal information once you have contracted with that provider.


The internet is not a secure medium. However we have put in place various security procedures as set out in this policy. Firewalls are used to block unauthorised traffic to the servers and the actual servers are located in a secure location which can only be accessed by authorised personnel. We also keep your information confidential. Our internal procedures cover the storage, access and disclosure of your information.



A cookie is a piece of information that a website transfers to the cookie file of the browser on your computer's hard disk so that the website can remember who you are and information about your visit. Cookies can help to display the information on a website in a way that matches your interests. Cookies cannot be used by themselves to identify you.

The first type is a 'session-based' cookie. This means that it is only saved on your hard disk for the time you are using our website. We use these cookies to store your locations during a search session and to make it easier for you to access your account. The second type of cookie we use stays on your hard disk after your session and is called a 'persistent'. These cookies help us understand the number of different people coming to the site, rather than the total number of times the site is used. We use these cookies to manage the adverts that are shown to visitors to the Website.

If you do not want a website to create a cookie on your computer, most web browsers provide the option to disable them. However, our website may not work properly if you reject our cookies.


A web beacon - sometimes called a clear GIF (Graphics Interchange Format) or pixel tag - is a line of code that we have installed on some of our pages to help us learn more about how our visitors make use of the content and services that we offer, and to count how often people visit different areas of the website. Web beacons are not visible in your browser and do not affect the content seen on the Website.

Web beacons help us provide a better service to you by allowing us to understand which areas of the site are more popular with visitors than others. We do not use web beacons to collect any personal information about you as an individual but we do use them to build up a picture of how people tend to use the Website.


You have certain rights under the Data Protection Act 1998. For example, we will always let you have a copy of all personal information we have about you should you request it. We may charge you a fee of up to £10 for a copy of such information.


This site is owned and operated by Moving Office Ltd. If you have any queries, please contact us. Registered Office: The Beeches, Furzedown Lane, Amport, Hampshire, SP11 8BE. Tel: 0844 335 1233