Office moves have a way of turning into a hundred small decisions made under time pressure, most of them falling on whoever's running facilities. Furniture, signage, security access, mail redirection, AV, IT – all of it, all at once, usually with a hard move-in date that doesn't move.
The moves that go smoothly aren't the ones with bigger budgets or fewer moving parts. They're the ones where someone had a checklist early enough for it to actually be useful – not a checklist for the final two weeks, but one that starts the day the space search does.
Download the Workplace Move Readiness Checklist here.
Not moving offices? We've put together a Technology Refresh Checklist here.
Why sequencing beats scrambling
The instinct in a move is to work top-down by urgency, whatever's due soonest gets attention. That's how AV and technology consistently end up last: they don't feel urgent until someone's standing in an empty meeting room asking where the screen is.
A better approach is to work by phase, not urgency. Some decisions (like technology requirements) need to be made early even though they don't feel time-pressured yet, precisely because they affect everything that comes after.
Roughly, a move breaks into four phases:
Phase 1 - while you're still searching for space
This is when technology requirements should be roughed out, even in broad strokes. Meeting room count and type, video conferencing standard, digital signage needs. It costs nothing to know this now and saves a lot later.
Phase 2 - advocate appointed, lease being negotiated
Technology requirements should be part of the brief that goes to your interior designer, and ideally on the table before the lease is signed, not a separate conversation that starts after concept design is signed off.
Phase 3 - fitout underway
This is when AV actually gets installed, but only if cabling, power, and mounting points were specified in the design phase. If they weren't, this is where the retrofit costs show up.
Phase 4 - move-in
Testing, staff training, handover. The best moves have nothing new happening here, just confirming what was already built works.
The checklist
We've laid all of this out as a proper phase-by-phase checklist - not just AV, but the full picture, with technology built into each stage rather than tacked on at the end. If you're anywhere in the search-for-space phase right now, this is the moment to grab it.
Download the Workplace Move Readiness Checklist here.
Not moving offices? We've put together a Technology Refresh Checklist here.
Need help? Talk to the experts, contact us below and our team will reach out to discuss with you on your workplace needs.
Last updated: 23/10/2026
Grace Tran - Marketing & Communications Manager
