Relocating a team in 40 days sounds punchy, but it is achievable with the right path and tight decisions. This guide maps a practical, step-by-step office move timeline across 0-40 days, so you know what must happen, when, and by whom.
It suits teams choosing managed or serviced space where heavy construction is not needed.
Key takeaways
- A 40-day office move timeline needs fast decisions and clear owners.
- Shortlist space by day 5, agree heads of terms by day 10.
- Lock legal, design and IT by day 20 to protect fit-out time.
- Rehearse the move in week 5 to avoid move-day stalls.
- Day 40 is not the end: schedule a 30-day review.
- Use partners to compress tasks across the office move timeline.
The 40-day premise: who this timeline suits
This schedule fits companies moving 10-150 people into a managed or serviced office, or a light-touch fitted floor. It assumes brand tweaks rather than structural works. If you need a full design-and-build, add several weeks for surveys, permissions and procurement.
A 40-day plan works best when you have a clear brief, a single decision maker, and a broker who can surface most of the market and negotiate terms quickly. For context on models, compare managed offices and serviced offices so the route matches your speed and risk profile.
Assumptions and scope
You can approve budgets within 48 hours. You will accept standard licence or lease clauses with minor edits. IT is mostly cloud, with limited on-prem equipment. You can lift and shift furniture or use the supplied desks and chairs. If your set-up is complex, treat this as a template and stretch each stage as needed.
Days 0-5: brief, budget and shortlist
Start with a one-page brief: people count now and in 12 months, preferred locations, budget range, privacy needs, and must-have amenities. Set the decision framework up front: who signs off on commercial terms, who signs off on legal, and who approves design.
Use day 1 to scan availability and book tours for days 6-8. A broker can sweep the market and trim noise, saving days of browsing. If you want to move fast, request floor plans and licence samples with each option so legal can pre-screen while you tour. For a quick sense-check by area and size, run a filter on office space in London or your target city to see fitted options.
Reserve a block of calendar time on days 3-5 for vendor and stakeholder calls. Confirm data needs, access policy, and any dilapidations at your current site. Create a single risk log and assign owners.
Day-by-day focus
- Day 0-1: write the brief, set budget bands, agree roles and sign-offs.
- Day 2: longlist 8-12 spaces, request floor plans and sample terms.
- Day 3-4: refine to a shortlist of 4-6 based on fit and commute impact.
- Day 5: book tours and prepare a scoring sheet.
Days 6-10: tours, scoring and heads of terms
Visit the shortlist in a tight window to keep comparisons fresh. Score each space on transport, floor plate efficiency, acoustic privacy, HVAC, natural light and amenities. Capture phone signal and Wi-Fi observations on site. Ask the operator to confirm availability windows and any incentives.
By day 8, select your preferred and a strong backup. Issue heads of terms and target a signed version by day 10. Nail rent, term, deposit, inclusions and incentives to prevent last-minute drift. Secure a soft hold on your backup option in case the preferred deal stalls. If you need a refresher on options, this guide to office models summarises trade-offs that affect speed.
Decision tools that speed things up
Adopt a simple weighted scorecard so the numbers guide the conversation. Keep site notes together in a shared sheet with photos and comments. Use commute analysis for the team to validate location choices, and document any must-fix issues as part of negotiations.
Days 11-20: legal review, compliance and design sign-off
Send the draft licence or lease to your lawyer on day 11 with a clear list of red lines and nice-to-haves. Ask for a focused review, not a full rewrite, to keep momentum. Run KYC and credit checks in parallel, and supply company documents early to avoid admin delays.
In managed and serviced space, design moves quickly. Use days 12-15 to confirm layout tweaks, brand elements, storage and phone booths. Share headcounts by team, adjacencies, and any special furniture. Lock AV kit, meeting room gear and access control rules. Request a single revision pack from the operator and aim to sign it by day 18.
IT is the heartbeat. Confirm whether the operator provides dedicated bandwidth or shared. Order any additional circuits on day 12. Map every system that needs a home, including print, VoIP, SSO, MFA and visitor management. Capture data retention and access rules in your joiners, movers and leavers policy, and ensure the provider’s set-up aligns with it. For display screen set-ups and risk controls, follow HSE guidance on display screen equipment.
Risk checks that many teams miss
- Insurance cover notes that reflect the new address and dates.
- PAT testing for any equipment you bring.
- Fire warden and first aider nominations per floor, aligned with fire safety duties for workplaces.
- Data wiping and disposal for retired devices, aligned with ICO destruction guidance.
- Agreement on move access times, loading bay use and lifts.
Days 21-30: fit-out, IT, change management
This is the build and prep window. Operators complete light works, signage and furniture. Your team gears up for the move. Confirm a detailed rack plan for any network kit. Label every device and cable. Agree on VLANs, guest Wi-Fi, SSIDs and content filtering. Align room booking screens with your calendars. If you plan to add staff quickly, leave spare ports and power where you can.
Start change management on day 21. Tell people what is changing, why it helps them, and the simple schedule. Confirm wellbeing basics such as bike storage, showers and quiet areas. Add a short video tour of the new office so staff can picture the set-up before day one. If you are comparing locations or styles, broaden your view with current availability across England to avoid tunnel vision.
Communications plan for staff
- A weekly update every Friday with decisions and next steps.
- A single hub with the move date, address, access rules and travel tips.
- Named contacts for IT, HR and facilities.
- A feedback form for concerns such as accessibility or working patterns.
Days 31-37: pre-move rehearsals and packing
Treat this week as practice. Run a technical rehearsal in the new office with IT, AV and access control. Test HDMI, Teams or Zoom, microphones, speakers and camera angles. Confirm cleaning and waste schedules with the operator and arrange secure disposal for any old kit.
Create a packing plan by team. Colour-code crates by destination zone. Secure parking dispensations for the move vehicles and book goods lifts with both buildings. Print floor plans and stick them at entry points and lifts. Place name cards on key desks where needed to reduce move-day questions.
Vendor run-sheet
- Security at both buildings with exact access times and contacts.
- Move company timings, vehicles and insurance details.
- IT engineer on site from first crate to last power-on.
- Snacks, water and a quiet room for staff during move-in.
Days 38-40: move-in, snagging and aftercare
Move day is choreography. Start early with IT shepherding the first arrivals. Power on the network gear, validate the internet, SSO and print queues. Open a war room chat channel so issues are logged and resolved quickly. Keep the old office accessible for 24-48 hours in case you need to retrieve the kit.
Use day 39 for a formal snagging walk-through with the operator. Capture issues with photos and due dates. Schedule cleaning and plant watering, and make a plan for consumables such as coffee, stationery and meeting room supplies.
30-day post-move review
Gather staff feedback in week 2 and week 4. Track meeting room usage, Wi-Fi performance and noise levels. Adjust furniture layouts and etiquette signs where problems recur. If you plan to expand or set up satellites, scan live supply via the serviced office network to spot quick wins.
Common blockers and how to keep the 40-day office move timeline on track
The usual suspects are slow decisions, unclear owners and late IT orders. Fix these with daily stand-ups during weeks 1-3, then twice weekly in weeks 4-6. Put a single decision log in writing. Limit options where possible, and set a default choice that triggers if no one responds.
Legal wrangling can chew up days. Frame edits as risk-based, and be ready to accept standard terms if commercial protections are reasonable. Push for parallel processing across legal, design, and IT to earn slack later. Close every week with a written checkpoint on budget, risks and the next three decisions.
Remember culture. Moves succeed when people feel informed and involved. Small touches such as a welcome breakfast on day one, a quiet space for calls, and a simple how-to guide for AV reduce friction and set the tone. If London is your target market, keep an eye on the London office availability to time your move with incentives.
FAQs
Can a 40-day office move work for a leased space?
Yes, if the floor is pre-fitted and you accept minor works. A full design-and-build usually exceeds 40 days because of surveys, procurement and approvals.
What size team can move in 40 days?
Teams of 10-150 people commonly fit this window. Larger moves are possible if you add resources and keep decisions centralised.
How do I avoid internet delays?
Confirm what is included by the operator on day 11 and order any dedicated circuit immediately. Validate Wi-Fi and VLANs during the week-5 rehearsal. Align workstation set-ups with HSE DSE guidance to reduce user issues.
Should we buy new furniture or use what is provided?
In managed and serviced spaces the furniture is usually included. If brand matters, lock fabric choices and signage by day 15 so suppliers can deliver on time.
When should we tell staff?
Start on day 21 with a simple story, benefits and the move date. Share a video or photo tour to lower first-day anxiety and publish a Q&A in a single hub.
