Multi-Site Office Consolidation Coordination Form

Simplify Multi-Site Office Consolidations with Paperform

Managing a multi-site office consolidation is one of the most complex operational challenges any business can face. Whether you're merging offices after an acquisition, downsizing to optimize costs, or centralizing teams for better collaboration, keeping track of location closures, employee transitions, asset redistribution, lease terminations, and integration timelines requires meticulous coordination across departments.

This Multi-Site Office Consolidation Coordination Form template provides facilities managers, operations directors, HR teams, and real estate professionals with a centralized, structured way to capture every critical detail of an office consolidation project—all in one place.

Why Use Paperform for Office Consolidation Planning?

Office relocations and consolidations involve multiple stakeholders: facilities teams, HR, IT, finance, real estate, and individual employees. Paperform's flexible, document-style form builder lets you create a professional, on-brand coordination form that collects structured data while feeling easy and intuitive to complete.

Unlike rigid project management tools or endless email threads, Paperform gives you:

• Conditional logic to show relevant questions based on consolidation type, closure schedules, or employee status
• Real-time submission tracking so you can monitor progress across all locations
• Automated workflows via Stepper (stepper.io) to route submissions to the right teams, update project trackers, and trigger follow-up tasks
• Integrated calculations to track asset counts, transition timelines, and budget impacts
• Custom success pages and email notifications to keep stakeholders informed at every stage

Who This Template Is For

This template is designed for:

• Facilities managers coordinating multi-location office consolidations
• Operations directors overseeing large-scale workplace transitions
• Real estate and lease administrators managing property exit strategies
• HR teams supporting employee relocations and workspace assignments
• Project managers tracking consolidation milestones and deliverables
• Corporate services teams handling asset redistribution and vendor coordination

Whether you're consolidating two offices or ten, this form ensures nothing falls through the cracks.

Key Features of This Office Consolidation Form

This template captures the full scope of a multi-site consolidation project:

Location & Closure Details: Document which offices are closing, consolidating, or expanding, with specific closure dates and location codes for tracking purposes.

Employee Transition Planning: Collect information about affected employees, their current and future office assignments, remote work eligibility, relocation assistance needs, and transition preferences.

Asset & Equipment Redistribution: Track furniture, IT equipment, office supplies, and specialized assets being moved, redistributed, sold, or disposed of across sites.

Lease & Real Estate Management: Capture lease termination dates, notice periods, landlord coordination requirements, security deposit tracking, and exit condition obligations.

Integration Timeline & Milestones: Set clear timelines for each phase of the consolidation—from planning and communication through move execution and post-move support.

Stakeholder Communication: Identify key contacts across departments, escalation paths, and communication plans to keep everyone aligned.

Automate Your Consolidation Workflow with Stepper

Once your consolidation coordination form is submitted, the real work begins—and that's where Stepper (stepper.io) comes in. Stepper is Paperform's AI-native workflow automation platform that turns form submissions into intelligent, multi-step processes.

With Stepper, you can automatically:

• Route submissions to facilities, HR, IT, and real estate teams based on location or closure type
• Create project tasks in tools like Asana, Monday.com, or ClickUp for each consolidation milestone
• Update shared trackers in Google Sheets, Airtable, or Notion with live consolidation data
• Trigger notifications to employees, vendors, and landlords at key stages
• Generate reports summarizing asset counts, employee transitions, and budget impacts
• Integrate with CRMs and ERP systems to keep corporate systems synchronized

Stepper eliminates manual handoffs and ensures every consolidation task is tracked, assigned, and completed on time—without needing a developer or workflow specialist.

Built for SMBs That Need Enterprise-Grade Coordination

Paperform is trusted by over 500,000 teams worldwide and is SOC 2 Type II and GDPR compliant, making it a secure, reliable choice for managing sensitive employee and real estate data during office consolidations.

Whether you're a growing startup consolidating satellite offices or a mid-sized company executing a post-merger integration, Paperform gives you the flexibility, automation, and professional design you need—without the complexity or cost of enterprise software.

Ready to Coordinate Your Office Consolidation?

This template gives you a head start on one of the most challenging workplace transitions your team will face. Customize it to match your company's specific consolidation scenario, add your branding, and start collecting structured data that drives smarter, faster decision-making.

With Paperform handling the data capture and Stepper automating the workflows, you can focus on what matters most: supporting your team through change and ensuring a smooth, successful consolidation.

Get started with this Multi-Site Office Consolidation Coordination Form template today and bring clarity, structure, and automation to your next office transition.