Moving an office is often described as the most disruptive project in a business cycle — but in reality, most relocation problems start with one thing: a lack of planning. A structured office relocation checklist can save tens of millions of rupiah and prevent chaos on moving day. This guide walks through every step of an office relocation from H-90 to H-1, including budget breakdowns, decisions on buying new office desks, and a list of the most commonly forgotten items.
Why an Office Relocation Checklist Matters
An office move involves dozens of parallel tasks: lease negotiation, interior design, electrical and IT installation, asset packing, and sourcing office furniture Indonesia. Without a checklist, your team will spend the whole project fighting fires instead of managing it. From our experience handling hundreds of furniture procurement projects, companies that use a written checklist finish their move 2–3 weeks faster and avoid unnecessary duplicate furniture orders.
A checklist also serves as a communication tool between departments. HR knows when to notify employees, IT knows when the network must be installed at the new location, and the procurement team knows when to order office desks from the office desk factory so everything arrives before moving day.
Office Move Timeline: H-90 to H-1
The key to a smooth move is breaking the big project into small phases. Here is the timeline we recommend for small to mid-size office relocations:
H-90 to H-60: Planning and Site Survey
- Define space requirements: count employees, work areas, meeting rooms, and storage. The general standard is 6–8 m² per employee.
- Survey the new location: check power capacity, air conditioning, elevators, loading access, and parking.
- Create an initial space plan and define zones: work area, meeting rooms, pantry, and reception.
- Draft a rough budget: rent, renovation, moving services, and furniture procurement.
H-60 to H-30: Contracts and Furniture Procurement
- Sign the lease and lock in the key handover date for the new location.
- Order new furniture — this is the step most often delayed. Custom office desk production at a factory takes 2–4 weeks; do not wait until H-7.
- Recalculate the need for staff desks, workstations, manager desks, meeting tables, and filing cabinets based on the final floor plan.
- Contact at least three office furniture Indonesia vendors to compare prices and lead times.
H-14 to H-1: Final Preparation
- Audit all assets: label every desk, chair, and IT device with a number.
- Back up data and coordinate server relocation with the IT team.
- Confirm the delivery schedule for new furniture and the moving truck so they do not clash.
- Notify clients, vendors, and partners about the new address and effective date.
Office Move Budget: Commonly Overlooked Items
A moving budget is not just rent and moving services. Based on our client projects, these items most often blow the budget:
- Moving and packing services: around IDR 10–30 million for a 20–50 person office, depending on volume and distance.
- Electrical and IT re-installation: cable runs, LAN points, and Wi-Fi at the new location are often forgotten during lease negotiation.
- Minor renovation: repainting, partitions, and floor repairs. See our office renovation cost guide for per-m² estimates.
- New furniture: the second-largest cost after rent. Buying directly from the factory can save 20–40% compared to retail prices.
- Contingency fund: keep a 10–15% buffer of the total budget.
For per-m² cost details and saving strategies, also read our article on office renovation costs in Jakarta.
Old Furniture vs New: When to Replace?
One of the biggest decisions during an office move is whether to bring old furniture or buy new. The rule of thumb: bring it if the furniture is under three years old and in good condition; replace it if it is worn out, does not fit the new floor plan, or repair costs exceed 50% of the replacement price. Wobbly desks and chairs will only damage the image of your new office in front of clients and employees.
A move is actually the perfect time to standardize office desks and workstations so the space looks professional. If you need to buy office desks in volume — staff desks, executive desks, meeting tables, and reception desks — buying directly from an office desk factory such as BG Office Furniture gives you far better unit pricing plus free layout consultation. Make sure new furniture sizes follow the floor plan so corridors are not cramped — see our ergonomic office layout guide before finalizing specifications.
Moving Day Checklist
Before the truck arrives
- Confirm the goods lift, loading dock, and new-location access with building management.
- Prepare the furniture placement plan for the new location and post it on every room door.
During the move
- Appoint one person in charge at the old location and one at the new location.
- Record every asset that arrives using a numbered checklist to prevent loss.
After the move
- Check all power points, air conditioning, and internet before employees start working.
- Verify new furniture matches the order: size, color, and quantity.
- Do a thorough cleaning and install room signage.
FAQ
How long does an office move take?
For small to mid-size offices (10–50 employees), the full process from planning to moving in usually takes 2–3 months. New furniture procurement is often the deciding factor — order office desks from the factory at least H-30 so production and delivery are not rushed.
Should we keep or sell our old office furniture?
Keep it if it is still in good condition and fits the new floor plan. If not, selling it and buying new furniture from a factory is often cheaper than paying for disassembly, repair, and transport of worn-out furniture.
Where can we buy factory-price office desks for our new office?
BG Office Furniture is an office desk factory serving office furniture Indonesia procurement for new offices — staff desks, workstations, executive desks, meeting tables, filing cabinets, and reception desks — with delivery across Indonesia. Contact us via WhatsApp for floor plan consultation and special pricing for office relocation projects.
Planning an office move and need a furniture estimate? Contact us on WhatsApp for a free consultation, or browse the full catalog on our product page.