Office Move Checklist: How to Track Equipment During Relocation

Relocating offices? Use this checklist to track IT equipment, furniture, and supplies during your move and prevent costly losses.

Introduction

Relocating an office is exciting but also stressful. Beyond finding a new space, businesses must move hundreds of assets — laptops, monitors, chairs, desks, and supplies.

Without a proper tracking system, items get lost, misplaced, or damaged. For IT-heavy companies, even a few missing devices can mean thousands in replacement costs.

This article provides a step-by-step checklist for tracking office equipment during relocation, ensuring a smooth and cost-effective move.

Why Tracking Assets Matters During a Move

Prevent Loss: Moves are chaotic; missing equipment is common.
Maintain Productivity: Ensures every employee has their workstation set up on day one.
Control Costs: Avoids duplicate purchases for “lost” items.
Support Insurance Claims: Accurate records help if items are damaged in transit.

Office Move Checklist for Tracking Equipment

Step 1: Conduct a Pre-Move Asset Audit

List every asset: IT equipment, furniture, appliances, and supplies.
Record condition, serial numbers, and assigned user.
Use QR/barcode tags to uniquely identify each item.

Step 2: Categorize and Label Assets

IT equipment: laptops, monitors, projectors, printers.
Furniture: desks, chairs, meeting tables.
Shared resources: kitchen appliances, supplies, whiteboards.
Label items clearly with QR/barcode stickers for easy scanning.

Step 3: Assign Responsibility

Link each asset to an employee or department.
For shared equipment, assign an admin responsible for check-in/out.

Step 4: Use Cloud-Based Tracking Software

Import your asset list into a system like InvyMate.
Sync updates in real time across teams.
Generate move reports to verify all items arrive safely.

Step 5: Create a Move Day Process

Scan items as they leave the old office.
Verify scans at the new location before unpacking.
Record any damage or missing items immediately.

Step 6: Run a Post-Move Audit

Cross-check your digital register with what arrived.
Ensure every workstation has its assigned equipment.
Flag repairs or replacements where needed.

Example: Tech Startup Relocation

A 50-person startup in Berlin relocated to a new office. Using only spreadsheets, they lost 8 monitors and 4 chairs in transit, costing €3,500.

On their next move, they adopted QR code tracking like InvyMate:

Pre-move audit with QR labels on all assets.
Scans verified items during loading and unloading.
Post-move audit caught 2 damaged items, documented for insurance.

Result: No missing assets and faster workstation setup for employees.

Best Practices for Office Relocation Tracking

Start planning asset tracking at least 4 weeks before the move.
Use durable QR/barcode labels resistant to handling.
Assign move coordinators in each department.
Maintain a cloud-based asset register accessible from mobile.
Conduct pre- and post-move audits to confirm accuracy.
Document damages for insurance claims immediately.

Common Mistakes to Avoid

Leaving asset tracking to movers — accountability must stay internal.
Only auditing high-value items — chairs, keyboards, and supplies add up.
Forgetting to update your asset register after the move.
Relying solely on spreadsheets — prone to human error.

Conclusion

An office move is the perfect time to tighten asset control. With a structured checklist, QR/barcode tracking, and cloud-based software, you can prevent losses, reduce costs, and ensure business continuity.

Relocation doesn’t have to mean chaos — with the right approach, it can set the stage for better inventory management in your new space.

👉 Planning an office move? Simplify tracking with InvyMate — the QR-powered inventory system that makes relocation stress-free.