Design a Bulletproof Communication Plan for Your Office Move
Office moves touch every team, client, and supplier. Without a deliberate communication plan, rumours run wild, morale dips, and projects stall. We have overseen relocations for legal firms, creative agencies, and tech start-ups across the UK. The smoothest transitions share one thing: disciplined, transparent updates.
Map Stakeholders Before You Move a Single Desk
Start by listing everyone who cares about the move: internal teams, board members, investors, priority clients, outsourced IT, building management, and facilities vendors. Rank them by influence and impact. The finance director and IT lead need more frequent, detail-rich updates than a supplier who simply needs a new invoice address.
Create a Single Source of Truth
Set up a central workspace—Notion, SharePoint, or Google Drive—that stores floor plans, timelines, risk registers, FAQ sheets, and contacts. Encourage teams to check there before firing off Slack messages that fragment the story.
Design Your Update Cadence
- Weekly email or Teams post summarising milestones hit, blockers, and upcoming focus areas.
- Fortnightly leadership huddle to agree decisions on budget, fit-out, and contingency planning.
- Monthly client-facing note highlighting continuity plans, new amenities, or sustainability improvements.
“If teams cannot see a plan, they will invent their own narrative—and it rarely matches reality.”
— Commercial Relocation Manager, New Dawn Movers UK
Nominate move champions across departments to cascade updates, collect questions, and keep momentum positive. Equip them with briefing packs and encourage five-minute stand-ups so the message stays consistent.
Prepare for Go-Live and Day-After Support
Publish a detailed move-weekend schedule covering time slots, crew names, and task owners. Share emergency contacts—your removals project manager, lift engineers, security—in advance. On day one in the new space, set up helpdesks for IT and facilities to triage issues fast.
Close the Loop with a Post-Move Retrospective
Within two weeks, invite feedback. What worked well? What needs refining? Document lessons learned and celebrate the teams who kept clients served throughout the upheaval. Finish with a short photo story or video tour to share the transformation internally and on social channels.