Office Relocation Project Plan Template
A strategic roadmap for facility managers and IT heads to execute a seamless corporate move in Dubai.
Key Terms for Project Managers
- Move Manager: The internal point person responsible for coordinating the entire relocation.
- Fit-Out: The process of making the new office space ready for occupation (partitions, flooring, ceilings).
- Dilapidation: Restoring the old office to its original condition to recover the security deposit.
What This Guide Helps You Achieve
- Minimize operational downtime
- Protect sensitive IT infrastructure
- Manage employee expectations
- Coordinate vendor timelines
- Stay within relocation budget
- Ensure legal compliance (permits)
Phase 1: 6 Months Out - The Strategy Phase
Successful office moves happen long before the first box is packed. Start by defining your "why" and your "where".
- Appoint a Move Committee: Don't do it alone. Include heads of IT, HR, and Ops.
- Audit Current Inventory: What are you keeping? What is being scrapped?
- Review Lease Obligations: Check your exit clauses. Do you need to repaint?
Phase 2: 3 Months Out - The Vendor Phase
This is when you lock in your partners. Booking early ensures you get the best office relocation services dates.
- Select Mechanics & Movers: Get 3 quotes. Look for commercial moving experts who specialize in office furniture.
- IT Infrastructure Planning: Map out where servers and printers will go in the new floor plan.
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Phase 3: 1 Month Out - The Detailed Phase
- Permits: Secure moving permits from both buildings (e.g., DMCC, Emaar, or Landlord).
- Employee Instructions: Tell staff what personal items to pack. Provide crates for desks.
- Labeling System: Implement a color-coded labeling system (e.g., Red for Finance, Blue for Sales).
The Move Weekend
Commercial moves should ideally happen over a weekend to avoid disrupting client services.
- Fri PM: IT Shutdown and server disconnect.
- Sat AM: Physical move of furniture and crates.
- Sat PM: Furniture assembly and IT reconnection.
- Sun: Testing and cable management.
- Mon AM: Business as usual.
Essential Office Move Schedule
| Timeline | Key Task | Owner |
|---|---|---|
| Week -8 | Finalize new office layout & seating plan | Facility Manager |
| Week -6 | Sign contract with moving company | Procurement |
| Week -4 | Order packing crates and labels | Admin |
| Week -2 | IT Server Backup & Audit | IT Head |
| Move Day | Supervise loading & protect elevators | Move Committee |
Common Questions for Project Managers
How long does an office move take?
A standard office of 20-50 employees can usually be moved in 1-2 days. Larger HQs may require phased moves over several weekends.
Do we need insurance?
Yes. Check your existing business insurance for transit coverage. Reputable movers also offer liability coverage for damages during the move.
Who handles the IT disconnect?
We recommend specialized IT technicians. Check our guide on IT relocation for details.
What about sensitive documents?
HR and Finance files should be packed in sealable security crates. Assign a specific manager to transport these personally or supervise their loading.
Do I need a permit to move offices in Dubai?
Absolutely. Most commercial towers (e.g., JLT, Business Bay) require a Move-Out Permit for the old office and a Move-In Permit for the new one.
What if we have surplus furniture?
You can sell it, donate it, or place it in short-term storage until you decide.
When should we notify our clients?
Send a "We are Moving" announcement 2 weeks prior, and update your Google Business Profile and website footer on the day of the move.
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