Private office setup checklist: everything you need before day one

The complete private office setup checklist: everything you need before moving in

Moving into a private office is exciting, but without proper preparation, day one can quickly become chaotic. A private office setup checklist helps you avoid forgotten essentials, last-minute scrambles and awkward situations like discovering there’s no wifi on your first morning with clients.

Moving from a home office, upgrading from hot desking, or scaling into a dedicated space all come with different challenges. This guide brings everything together to help you plan and execute a smooth move into your new private office in Shoreditch or across London.

Why you need a private office setup checklist

Setting up an office involves more moving parts than most people anticipate. Furniture delivery schedules, IT configurations, access credentials, health and safety requirements – each element depends on others being completed first.

Without a checklist, you’ll likely find yourself:

• Waiting days for internet installation because you forgot to book it in advance
• Working from camping chairs because the desks arrived but the seating didn’t
• Unable to access the building because nobody arranged key cards
• Scrambling to find basic supplies like printer paper or extension leads

A structured approach means your team can actually work from day one, not spend the first week sorting out problems that could have been prevented. If you’re still weighing up whether a private office makes financial sense, our guide on how a private office can help cut costs breaks down the numbers.

Pre-move planning and timeline

Start your setup process four to six weeks before your move-in date. This gives enough time for deliveries, installations and inevitable delays without creating last-minute pressure.

Four to six weeks before

Confirm your move-in date with your workspace provider and get clarity on what’s included. Serviced offices in places like Shoreditch and Old Street typically provide furniture, internet and utilities as standard, which significantly reduces your setup workload. Traditional leases require you to arrange everything yourself.

Create a budget that accounts for:

• Furniture and equipment purchases
• IT setup and hardware
• Deposits and first month’s fees
• Moving costs
• Incidental supplies and unexpected expenses

Two to three weeks before

Order furniture and equipment with delivery scheduled for a few days before your official start date. This buffer handles delivery delays and gives time for assembly.

Arrange internet installation if not included. Contact your provider directly to confirm expected speeds and installation timelines. Business-grade connections typically require longer lead times than residential services. If broadband is included, ask for a speed test or perform one if you take a tour using a tool like Which? Broadband speed test.

One week before

Confirm all deliveries, installations and access arrangements. Visit the space if possible to measure for any final items and identify practical considerations like plug socket locations and natural light patterns.

Notify clients and contacts of your new address. Update your Google Business Profile, website, email signatures and any directories where your business is listed.

Essential furniture and equipment checklist

If your workspace doesn’t come furnished, you’ll need to source the basics. Even furnished offices often require additional items to match your specific working style.

Core furniture

• Desks – one per team member plus consideration for visitors or temporary workers
• Ergonomic office chairs with adjustable height and lumbar support
• Storage solutions – filing cabinets, shelving or lockable cupboards
• Meeting table and chairs if you’ll host clients regularly
• Reception or waiting area seating if applicable

Equipment essentials

• Monitors, keyboards and mice for each workstation
• Printer and scanner – consider whether a multifunction device makes sense
• Shredder for confidential documents
• Whiteboards or notice boards for collaborative work
• Desk lamps if overhead lighting is insufficient

Ergonomic setup matters more than aesthetics. Poor workstation design leads to discomfort, reduced productivity and potential long-term health issues. The Health and Safety Executive provides guidance on display screen equipment that’s worth reviewing when planning your layout.

Technology and connectivity requirements

Your technology setup can make or break productivity. Nothing derails a workday faster than unreliable internet or equipment that won’t connect.

Internet and network

For most small teams, you’ll want minimum download speeds of 100Mbps. If your work involves large file transfers, video production or multiple simultaneous video calls, aim higher. Test the connection before committing if possible.

Consider whether you need:

• Dedicated business broadband or can use the building’s shared connection
• A backup connection for critical work
• Ethernet ports for devices requiring stable connections
• Wifi extenders or mesh systems for larger spaces

Communication systems

Decide how you’ll handle phone calls. Options include:

• VoIP systems that run through your internet connection
• Traditional landlines
• Mobile phones with dedicated business numbers
• Virtual phone systems that route to existing devices

Video conferencing has become essential for most businesses. Ensure you have a reliable setup with good audio quality – this often matters more than video resolution.

Data security

Moving to a new office is a good opportunity to review your data security practices. At minimum, ensure:

• Your network is password protected with WPA3 encryption
• You have a firewall in place
• All devices have current antivirus software
• You have a backup system for critical data
• Team members understand basic security protocols

Security and access setup

Physical security matters as much as digital. Understand exactly how building access works before move-in day.

Building and office access

Clarify with your provider:

• How many access cards or keys you receive
• Building opening hours and out-of-hours access procedures
• Guest and visitor access protocols
• Delivery acceptance procedures
• Emergency access and evacuation procedures

Internal security

Depending on the nature of your work, you may need:

• Lockable storage for confidential documents or valuable equipment
• A safe for petty cash or sensitive materials
• Screen privacy filters for client-facing work
• Clear desk policies for team members

Branding and personalisation considerations

Your office space represents your business to clients and affects how your team feels about coming to work. Personalisation doesn’t require a huge budget but does need some thought.

Client-facing elements

If clients visit your office, consider:

• Signage or logo display at your entrance
• A professional reception area, even if small
• Clean, uncluttered meeting space
• Refreshment facilities for visitors

Team comfort

Small touches improve daily experience:

• Plants add life to a space and can improve air quality
• Artwork or wall displays that reflect your company culture
• Good quality coffee and tea facilities
• Comfortable breakout areas for informal conversations

Check with your provider about what modifications are permitted. Most serviced offices allow some personalisation while maintaining building standards.

Day-one essentials: final checks before moving in

The day before or morning of your move, run through these final checks:

Connectivity verification

• Internet is working and speeds meet expectations
• All team members can connect devices
• Printers and shared equipment are accessible
• Phone systems are operational

Physical space readiness

• All furniture has arrived and is assembled
• Workstations are set up ergonomically
• Temperature and lighting are comfortable
• Cleaning has been completed

Administrative items

• Everyone has building access credentials
• Emergency procedures are understood
• Key contacts are saved – building management, IT support, workspace provider
• Basic supplies are stocked – stationery, kitchen essentials, first aid kit

Common setup mistakes to avoid

After helping hundreds of businesses move into private offices around Old Street and Shoreditch, we’ve seen the same mistakes repeatedly:

Underestimating internet needs. What works for browsing at home won’t support a team running video calls, cloud software and large file transfers simultaneously. Test thoroughly and have a backup plan.

Forgetting about power. Modern workspaces need lots of plug sockets. Count your devices before assuming the existing outlets will suffice. Extension leads help but create trip hazards if overused.

Skipping the ergonomic assessment. Cheap chairs and incorrectly positioned monitors lead to discomfort and long-term problems. Invest in proper seating and take time to adjust each workstation correctly.

Not planning for growth. If you’re scaling, consider whether the space accommodates additional team members. Moving twice in quick succession wastes time and money.

Ignoring noise management. Open plan offices and shared buildings come with ambient noise. Consider how you’ll handle focused work and confidential calls.

If you’re still deciding on the right location for your team, understanding why office space matters for business growth can help frame the decision.

Making day one productive

A thorough private office setup checklist transforms moving day from stressful to straightforward. By planning ahead, ordering early and checking everything before your team arrives, you create the conditions for productive work from the very first morning.

The effort you put into setup pays dividends in reduced disruption, better first impressions with clients and a team that can focus on actual work rather than troubleshooting problems.

If you’re considering a private office in Shoreditch or Old Street and want to see how much of this checklist we handle for you, book a tour of The Brew. Our serviced offices include furniture, high-speed internet and access systems as standard, so your setup list becomes considerably shorter.