Office Move Timeline & Milestone Tracking Form

Streamline Your Office Move with Professional Milestone Tracking

Office relocations are complex projects that require careful coordination across multiple teams, vendors, and timelines. Whether you're moving a small team to a new floor or relocating an entire organization across cities, keeping everyone aligned and tracking critical milestones is essential for a smooth transition.

This Office Move Timeline & Milestone Tracking Form template gives facilities managers, operations teams, and project coordinators a centralized way to monitor relocation progress, coordinate vendor schedules, manage IT cutover windows, and ensure nothing falls through the cracks during one of the most disruptive workplace events.

Why Office Move Tracking Matters

A typical office move involves dozens of moving parts: lease negotiations, furniture procurement, technology infrastructure, employee communications, and day-of logistics. Without proper tracking and milestone management, moves frequently run over budget, miss deadlines, or create unnecessary stress for employees who are left in the dark about what's happening and when.

This form template helps you:

• Track phase completion across planning, preparation, execution, and post-move stages
• Coordinate vendor schedules for movers, IT contractors, furniture suppliers, and facilities services
• Manage employee notifications with clear communication timelines for different departments
• Schedule IT cutover windows to minimize downtime and ensure systems are ready on day one
• Verify go-live readiness with comprehensive checklists covering everything from internet connectivity to coffee machines

By centralizing all this information in a single Paperform, you create accountability, visibility, and a clear audit trail of who's responsible for what—and whether it's been completed on time.

Perfect for Facilities Managers and Operations Teams

This template is designed specifically for facilities managers, property managers, office managers, operations coordinators, and workplace experience teams who are managing office moves, desk relocations, or space reconfigurations.

It's particularly valuable for:

• Corporate real estate teams coordinating multi-site relocations or office consolidations
• Property management firms supporting tenant move-ins and build-outs
• Facilities directors managing hybrid workspace transitions and hoteling implementations
• HR and operations teams ensuring employee experience stays strong during disruptive changes
• Office managers at growing companies who need to scale space without losing productivity

Whether you're in business services, professional services, technology companies, consulting firms, financial services, healthcare administration, or education, this form gives you the structure and visibility to manage moves confidently.

How This Form Helps You Stay on Track

The form captures essential information at every stage of the relocation:

• Move project details including move type, office locations, estimated employee count, and target move date
• Current phase status with completion tracking for planning, vendor selection, pre-move prep, move execution, and post-move wrap-up
• Vendor coordination with scheduled dates for movers, IT contractors, furniture delivery, cleaning services, and facilities setup
• Employee notification schedules ensuring teams know when to pack, what to expect on move day, and when to report to the new location
• IT cutover windows for network migration, phone system transfers, server moves, and application testing
• Go-live readiness checklist covering infrastructure, workspace setup, safety compliance, and employee onboarding to the new space

Each milestone can be tracked with completion status, assigned owners, and notes on blockers or dependencies, giving project leaders full visibility into progress and risks.

Automate Your Move Management Workflow with Stepper

Once submissions come through, you can use Stepper (stepper.io), your AI-native workflow builder, to automate the entire move management process without writing code:

• Route submissions to facilities managers, IT directors, or vendor coordinators based on move type or phase status
• Trigger automated notifications to department heads when their teams need to start packing or when move dates change
• Update project management tools like Asana, Monday.com, or Microsoft Project with milestone completion status
• Send vendor reminders via email or Slack when coordination dates are approaching
• Create follow-up tasks in your workplace management system when readiness checklist items are incomplete
• Sync move data to dashboards, Google Sheets, or internal databases for executive reporting

Stepper keeps your entire move coordination workflow connected and proactive, so nothing gets missed and everyone stays informed.

Flexible, Professional, and Easy to Customize

Paperform's doc-style editor makes it simple to adjust this template to your specific move scenario. Add custom fields for floor plans, badge access coordination, parking assignments, or storage needs. Include image uploads for before-and-after photos or vendor insurance certificates. Embed your company's relocation policy or FAQ right in the form for easy reference.

Use conditional logic to show different sections based on move type—a single desk move requires different tracking than a full office relocation. Set up multi-page layouts to separate planning phases, or use Guided Mode for a step-by-step experience that walks coordinators through each milestone sequentially.

The form's professional, on-brand design means you can share it confidently with internal stakeholders, external vendors, and leadership teams who need visibility into move progress.

Secure, Compliant, and Built for Teams

With SOC 2 Type II compliance, role-based permissions, and audit trails, Paperform ensures your move coordination data stays secure and accessible only to the right people. If you're managing moves across multiple locations or clients, Agency+ plans let you organize forms by property or project while maintaining centralized oversight.

Integration with tools like Slack, Google Workspace, Microsoft Teams, Airtable, and thousands more via Stepper, Zapier, or webhooks means your move tracking fits seamlessly into your existing workplace management stack.

Get Started with This Template

Whether you're planning a phased relocation, coordinating a sudden office consolidation, or managing routine desk moves in a growing organization, this Office Move Timeline & Milestone Tracking Form gives you the structure, visibility, and control to execute flawlessly.

Start with this template, customize it to your move requirements, and let Paperform and Stepper handle the coordination and communication—so you can focus on keeping employees productive and the business running smoothly through the transition.

Trusted by over 500,000 teams worldwide, Paperform is SOC2 Type II and GDPR compliant, helping facilities and operations professionals manage complex projects with confidence.