Workplace move planning

Office relocation checklist for Melbourne businesses

Plan the physical move around your people, equipment, records and building access. Give every task an owner, then ask AA to confirm the furniture-moving work included in the written quote.

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Build the move plan

Decide what moves, when it moves and who is responsible.

A room count is not enough for a workplace relocation. Start with an asset list, the operating deadline and access at both buildings.

Appoint a move coordinator

Choose one person who can approve the inventory, answer access questions and confirm changes. Give AA a moving-day contact for each property.

Map every destination

Label furniture and packed equipment with a department, room or workstation code. Separate items going to storage, recycling, another branch or disposal.

Confirm the operating window

Work backwards from the time staff, phones and essential systems must be available. Tell AA about building hours, lift bookings, loading bays and any after-hours request.

Freeze the moving scope

Record additions, exclusions and extra stops before the quote is accepted. Only the addresses, items and work confirmed in writing form part of the furniture move.

Computers and business data

Keep the IT plan separate from the furniture move.

Arrange for your IT team or provider to back up important data, record device identifiers, shut equipment down correctly and confirm who will disconnect and reconnect it. AA’s moving enquiry does not itself include network migration, data backup, device configuration or electrical work.

Cyber.gov.au says a backup is a separate copy of important data that can be used if the original is lost, damaged or destroyed. Complete and check the backup before equipment is powered down, then keep passwords, recovery keys and authentication devices under authorised control.

Read Australian Government backup guidance ↗

Files and confidential material

Protect records throughout the relocation.

Decide which records will be moved, securely destroyed or retained elsewhere. Use sealed, numbered containers where appropriate and keep a handover list showing who controls sensitive records at collection and delivery. Do not put passwords, customer details or unnecessary personal information on external moving labels.

The Office of the Australian Information Commissioner says organisations covered by the Privacy Act must take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Your organisation remains responsible for its privacy and records-management decisions during the move.

Read the OAIC security guide ↗

Furniture, equipment and access

Show AA the physical job before moving day.

Furniture inventory

Count desks, chairs, tables, cabinets, shelving, whiteboards and storage units. Give dimensions and photos for large, fixed, glass, stone or dismantled items.

Office equipment

List printers, copiers, screens, servers and other equipment separately. Give verified weights where available and follow the manufacturer’s preparation instructions.

Building route

Confirm legal truck positioning, loading-bay and lift bookings, dock clearances, stairs, carrying distance, floor protection rules and security induction requirements at both sites.

WorkSafe Victoria identifies lifting, lowering, pushing, pulling, carrying and moving objects as manual handling that may become hazardous. Provide accurate dimensions, weights and access information so the work can be assessed rather than asking staff to test-lift equipment.

Read WorkSafe Victoria’s moving and lifting guidance ↗

Moving-day sequence

Move in stages that the business can verify.

Brief staff before the crew arrives and keep walkways, fire exits and loading areas clear. Move critical teams or shared equipment in the agreed order, then have an authorised person check each origin area and destination zone.

Before the crew leaves, compare the numbered inventory with the delivery areas and record any issue through the agreed contact. Your IT team should reconnect and test systems separately after the physical placement is complete.

Common questions

Does AA disconnect and reconnect computers or networks?

Do not assume IT work is included. Arrange your IT provider to back up data, shut down, disconnect, reconnect and test systems. AA will confirm only the physical moving work accepted in writing.

How should confidential files be moved?

Your organisation should decide the required access controls, container numbering, seals and handover records. Tell AA about the physical containers and access requirements without putting sensitive information on external labels.

Can the office move happen outside business hours?

Give the required window, building rules and access bookings in the enquiry. Availability and any after-hours work must be confirmed in the written quote.

What equipment details are needed?

List each printer, copier, screen, server or specialist item with dimensions, verified weight where available, photos, preparation instructions and the complete route at both sites.

Should staff carry equipment before the removalists arrive?

Have staff pack only what they can safely prepare under your workplace procedures. Do not ask them to test-lift heavy or awkward items; provide the details so the move can be assessed.

Planning a workplace move?

Send the inventory, access and operating window.

Request an office moving quote