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Office Migration Gantt Chart Template

Planning → IT infra → physical move

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What's included

This template comes pre-configured with 4 groups and 15 tasks — ready to customize.

Planning & Procurement

5 tasks

Lease Negotiation

Space Design & Layout

Furniture Procurement

Vendor Selection

Employee Communication Plan

IT Infrastructure

4 tasks

Network & Cabling Setup

Security System Installation

Badge & Access Setup

Workstation Provisioning

Physical Move

2 tasks

Packing & Labeling

Move Weekend

Post-Move

4 tasks

Day-1 Welcome & Orientation

IT Helpdesk Onsite Support

Settling In & Adjustments

Old Office Decommission

Why this matters

An office migration is one of those projects that seems simple ('we just move desks') until you realize it touches IT infrastructure, employee productivity, lease obligations, vendor contracts, and company morale all at once. A well-planned move is invisible to employees — they leave on Friday and start working Monday in a better space. A poorly planned one means weeks of missing equipment, broken networks, and angry teams.

When to choose this template

Use this template when relocating an office, consolidating multiple locations, or doing a major renovation that requires temporary relocation. It covers everything from space planning through the physical move to post-move settling, including IT infrastructure and employee communication.

Key considerations

Things to plan for before you start.

1Start IT infrastructure setup at the new location at least 6-8 weeks before move day. Network provisioning, ISP installation, and security system setup all have long lead times.
2Employee communication is a project in itself. People worry about commute changes, desk assignments, parking, and kitchen amenities. Address these early and often.
3Create a detailed floor plan and desk assignment map before the move. Resolving seating disputes during move weekend is a guaranteed morale killer.
4Coordinate with building management at both locations. Elevator reservations, loading dock schedules, and after-hours access need to be arranged weeks in advance.
5Audit your current IT inventory before packing. This is the perfect time to decommission old equipment, upgrade monitors, and replace worn furniture.
6Plan for a 'settling in' period of 1-2 weeks post-move where productivity will be lower. Do not schedule critical deadlines or client meetings during this window.

Pro tips from experienced PMs

Hard-won advice to help you avoid expensive mistakes.

Label everything with a color-coded system: each team gets a color, each box gets a colored sticker plus a destination desk number. Movers follow colors, not names.

Move IT equipment separately from furniture, and do it first. If the network is up and laptops are working, people can tolerate a few days without their favorite chair.

Do a 'pilot move' with one small team a week before the main move. They will surface every issue — badge access, printer setup, WiFi dead spots — so you can fix it before the full move.

Keep the old office lease overlapping by at least 2 weeks after the move. You will forget something, and being able to go back is worth the extra rent.

Assign 'floor captains' from each team to be the point of contact during move weekend. They know where their team's stuff should go better than any facilities manager.

Common pitfalls to avoid

Mistakes that derail projects of this type.

Underestimating the IT migration timeline. Moving servers, reconfiguring VPNs, and setting up conference room AV takes 2-3x longer than anyone estimates. Start early.

Not testing the new space with real work before the full move. Can people hear each other in meetings? Does the WiFi hold up with 200 concurrent devices? Is there enough power for everyone?

Forgetting about mail forwarding, building signage, and Google Maps updates. Clients and deliveries will go to the old address for months unless you update every listing.

Scheduling the move during a busy business period. Avoid month-end close, product launches, or audit season. The best move weekends are the quietest business weekends.

Not budgeting for the unexpected. Expect 10-15% cost overrun on any office move — damaged items, last-minute purchases, overtime for movers. Build a contingency line in the budget.

Template at a glance

Everything you need to get started — already wired up.

15

Tasks

3

Milestones

3

Dependencies

1

Brackets

Frequently asked

Is the Office Migration template free?

Yes. The Office Migration template is included in GANTT360°'s free plan. Create up to 3 charts for free with PNG export. For editable .pptx export and unlimited charts, upgrade to Pro at €12/month.

Can I customize this template?

Absolutely. Every element is editable — drag bars to change dates, add or remove tasks, rename groups, change colors with your own theme, and adjust milestones. The template is a starting point, not a locked layout.

What formats can I export to?

GANTT360° exports to editable PowerPoint (.pptx) with real shapes (not images), PDF (vector), and PNG. You can also generate a shareable link or embed the chart via iframe.

How far in advance should we start planning an office move?

For a mid-size company (50-200 people), start planning 4-6 months before the target move date. The first 2 months are space design and vendor selection. Months 3-4 are IT infrastructure and furniture procurement. Month 5 is employee communication and packing prep. Month 6 is the move itself and settling in.

Should we move everything in one weekend or phase it?

One weekend is preferred for most moves under 200 people — it avoids the complexity of running two offices simultaneously. For larger moves (500+ people), consider a phased approach over 2-3 weekends, moving team by team. The key risk with phased moves is that teams split across locations lose collaboration.

What is typically the biggest budget line item?

After the lease itself, IT infrastructure (network, cabling, AV equipment) is usually the single largest expense, often 30-40% of the move budget. Furniture is second. Professional movers are typically 10-15% of total cost. Always get 3 quotes for movers — pricing varies wildly.

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