Project plan for an office move
An office move touches almost every department: IT, facilities, purchasing, HR and the works council. This plan shows how to move 60 employees to a new building without disrupting operations.
No sign-up · opens instantly · 11 Weeks · 6 Phases · 30 Tasks · Budget approx. €98,000
This is how the plan looks in PathHub — click through the tabs or tick off tasks.
Office Relocation and Business Continuity Project
This project will relocate a 60-employee office to a new building by the end of Q2 while maintaining business continuity. The work includes site readiness checks, workplace design, procurement, IT and telecom preparation, employee communications, packing, and a controlled move execution. The plan assumes the new building is already secured and only limited fit-out is required. Success depends on careful sequencing, supplier coordination, and a low-disruption cutover.
Phases
Phase 1: Initiation and Requirements Definition
Establish the relocation mandate, decision rights, requirements, budget baseline, and operational constraints for moving 60 employees by the end of Q2. This creates the governance and acceptance criteria needed to protect business continuity.
Phase 2: New-Site Due Diligence and Readiness Planning
Confirm that the new building can safely and practically support 60 employees, including required capacity, utilities, connectivity, access, and building services. Identify readiness gaps early enough to complete corrective works before the move.
Phase 3: Workplace Design, Procurement, and Move Planning
Convert the site requirements into an approved workplace design, confirmed supplier arrangements, asset plan, and detailed move schedule. This phase ensures that every employee, workstation, asset, and move activity has a defined destination and owner.
Phase 4: IT, Telecom, and Facilities Preparation
Make the new site operational before the physical move by completing fit-out, connectivity, access control, furniture installation, and device preparation. All essential services must be tested together rather than relying on individual supplier completion.
Phase 5: Communications, Packing, and Cutover Rehearsal
Prepare employees and physical assets for the move while validating the operational cutover in advance. The rehearsal confirms fallback arrangements for connectivity, telephony, access, devices, and critical business activities.
Phase 6: Move Execution and Stabilization
Execute the physical move during the lowest-impact window, activate the new office, and stabilize operations for all 60 employees. The phase ends only after critical services and departmental operations have been formally accepted.
Timeline
Budget
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Structured Network Installation and Testing | 1 Flat rate | €9,000 | €9,000 |
| Internet Circuit and Telecom Activation | 1 Flat rate | €4,500 | €4,500 |
| IT Workstation, Telephony and Access-Control Cutover Engineer | 9 Person days | €1,000 | €9,000 |
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Site Readiness and Health & Safety Consultant | 3 Person days | €1,000 | €3,000 |
| Electrical, cabling, minor partitions, repairs and signage | 1 Flat rate | €15,000 | €15,000 |
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Professional Moving Crew | 20 Person days | €450 | €9,000 |
| Packing Materials, Asset Labels and Secure Packing Supplies | 1 Flat rate | €3,000 | €3,000 |
| Transport, Furniture Handling, Transit Insurance and Disposal | 1 Flat rate | €5,500 | €5,500 |
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Project Manager / Office Manager, including supplier and move coordination | 15 Person days | €900 | €13,500 |
| Finance and Procurement Coordinator | 4 Person days | €500 | €2,000 |
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Final Cleaning, Waste Removal, Security Administration and Overlapping Utilities | 1 Flat rate | €6,500 | €6,500 |
| Employee Communications, Briefings and Move Instructions | 8 Person days | €250 | €2,000 |
| Temporary Workspace, Move-Day Supplies and Contingency Operations | 1 Flat rate | €5,000 | €5,000 |
| Item | Qty | Unit price | Total |
|---|---|---|---|
| Additional Desks and Office Chairs | 10 Person days | €700 | €7,000 |
| Storage, Meeting-Room and Ergonomic Equipment | 8 Person days | €500 | €4,000 |
Risks
New-Building Readiness and Approval Delay
If landlord works, cabling, utilities, access permissions, fire-safety documentation, or occupancy approvals are not complete and accepted by the end of Week 8, the move window may be compressed or the building may be unsuitable for occupation by the end of Q2.
IT, Telecom, and Access-Control Cutover Failure
If network connectivity, Wi-Fi, VPN, telephony, access control, workstations, or essential business applications fail integrated testing by Week 9, employees may be unable to work effectively on the first business day at the new site.
Loss, Damage, or Unauthorized Disclosure of Personal and Business Data
If laptops, documents, storage media, credentials, or access badges are not inventoried, secured, and reconciled before transport in Week 10, equipment could be lost or damaged and personal or confidential information could be exposed during packing or the move.
Moving Supplier or Loading-Window Failure
If the mover, lift access, loading bay, building access permissions, insurance, or transport route are not confirmed by Week 6, the move may be delayed, incur additional charges, or result in damage to furniture and equipment.
Workplace Health, Safety, Accessibility, and Employee Readiness Gaps
If the workplace risk assessment, emergency arrangements, accessibility checks, ergonomic setup, employee instructions, or evacuation roles are incomplete by Week 9, the move could create safety incidents, non-compliance, reduced productivity, or employee resistance.
Budget Overrun and Schedule Compression
If hidden fit-out works, replacement furniture, expedited delivery, overlapping premises costs, disposal charges, or late purchase orders exceed the approved reserve or are identified after Week 6, the project may exceed the EUR 110,000 budget or miss the end-of-Q2 deadline.
Stakeholders
Executive Sponsor
Approves budget, scope changes, and deadline trade-offs
Project Manager or Office Manager
Coordinates the integrated plan, decisions, vendors, and issue resolution
IT and Telecommunications Lead
Owns connectivity, devices, telephony, access permissions, backups, and cutover testing
Facilities or Workplace Lead
Owns site readiness, layout, utilities, furniture, health and safety, and landlord coordination
HR and Internal Communications
Coordinates employee information, attendance arrangements, policies, and change support
Department Representatives
Identify business-critical equipment, customer-facing constraints, and team-specific workspace needs
Finance and Procurement
Controls budget, purchasing, contracts, deposits, and supplier approvals
Moving, Fit-Out, and Building-Service Suppliers
Execute packing, transport, installation, cleaning, access, and building-readiness activities
Compliance
Confirm lease, landlord, insurance, building-access, fit-out, reinstatement, and occupation obligations before works and the move.
Maintain asset inventories, chain-of-custody records, restricted access, secure transport, backup verification, and incident escalation for business equipment and information.
Complete employee consultation, contractual notification, working-location updates, and remote-working or temporary-work arrangements where required by applicable employment law and company policy.
Perform documented business-continuity, backup-and-restore, cutover, and fallback testing consistent with the organization’s continuity and information-security policies, including relevant ISO 22301 or ISO 27001 controls where adopted.
Ensure suppliers have approved contracts, confidentiality obligations, appropriate insurance, safe-working procedures, and compliant disposal arrangements for waste electrical equipment and confidential materials.
Retain project approvals, readiness evidence, safety assessments, test results, asset reconciliations, supplier records, and post-move incident logs for the organization’s required audit and records-retention period.
Milestones
- Week 1
Approved project charter, requirements register, decision structure, and initial budget baseline
Depends on: Project initiation and stakeholder alignment - Week 3
Site-readiness assessment and approved remediation plan with owners, costs, and completion dates
Depends on: New-site due diligence and readiness review - Week 6
Approved workplace layout, contracted moving supplier, procurement orders placed, and detailed integrated move plan issued
Depends on: Workplace design, procurement, and move planning - Week 9
New site passes the integrated IT, facilities, access-control, safety, and workplace readiness acceptance test
Depends on: IT, telecom, and facilities preparation - Week 10
Employees briefed, assets packed and reconciled, cutover rehearsal completed, and approved move-day runbook issued
Depends on: Communications, packing, and cutover rehearsal - Week 11
All 60 employees are operational at the new building, critical services have passed acceptance testing, and no unresolved critical disruption remains
Depends on: Move execution and stabilization
How this plan was created
This plan was created by PathHub AI from a single description: “Move our office with 60 employees to a new building by the end of Q2, without disrupting operations.” — without company context. With your departments, approval processes and compliance requirements it becomes much more precise.
Obligations with lead time: what many think of too late
These obligations are typically triggered by an office move (example: Germany). PathHub AI schedules them with lead time, warns when the schedule is too tight and shows the rule with its criteria under “Rule & evidence”, which you tick off and back with evidence. Not legal advice.
Rule & evidence
Why: New premises mean new escape routes, lighting, ventilation and workstations.
Legal basis: Sec. 3 ArbStättV: the risk assessment must be documented before work begins.
- Workplace risk assessment documented before work begins (Sec. 3)
- Escape and rescue routes, emergency exits and signage (ASR A2.3)
- Lighting, ventilation and room temperature according to the ASR
- Ergonomic display screen workstations
- Sanitary, break and first-aid rooms according to headcount
If breached: Administrative offence with fines up to EUR 5,000 per violation (Sec. 9 ArbStättV with Sec. 25 ArbSchG); intentionally endangering life or health is a criminal offence.
Rule & evidence
Why: Instruction is mandatory when working conditions change.
Legal basis: Sec. 12 ArbSchG: instruction on changes before work begins.
- Risk assessment for every workstation (incl. psychological stress)
- Instruction on hiring, after changes, after accidents — at least annually
- Safety officer and company doctor appointed (DGUV V2)
- First-aid responders (min. 5% of staff) trained
If breached: Fines up to EUR 30,000 per violation (Sec. 25 ArbSchG); persistent repetition or intentional endangerment: imprisonment up to one year or a fine (Sec. 26). Personal injury can additionally lead to criminal liability under the Criminal Code.
Rule & evidence
Why: A relocation changes commutes, workstations and procedures.
Applies: if a works council exists; reconciliation of interests for relocating the establishment in companies with more than 20 eligible employees
Legal basis: Sec. 111 sentence 3 No. 2 BetrVG: relocating the establishment is an operational change; a reconciliation of interests must be attempted beforehand.
- Enable works council election from 5 eligible employees upward
- Co-determination on working time, monitoring systems, IT rollouts (§87)
- Hearing before every dismissal (§102) — written with reasons
- Balance-of-interests and social plan on operational changes (§111)
If breached: Dismissals without works council hearing are void. Administrative fines up to €10,000 per violation. Criminal liability (§119) for obstructing the works council up to 1 year imprisonment.
Rule & evidence
Why: During a move, documents with personal data pass through many hands.
- Legal basis for every processing of personal data (consent, contract, legal obligation, legitimate interest)
- Complete record of processing activities (Art. 30) for all processes
- Data Processing Agreements (DPA) with all sub-processors
- Data Protection Impact Assessment (DPIA) for high-risk processing
- Technical and organisational measures (TOM) documented
If breached: Fines up to €20 million or 4% of global annual revenue — whichever is higher. Plus civil damages claims by affected individuals.
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