We know office moving is a different beast compared to a residential move. Servers to disassemble. Computers to pack. Desks to move. Plus, the entire team is waiting on your move to get back to business as usual. One mistake and the productivity of the business can go down the toilet for weeks.
The truth?
Most businesses do not realize how complex an office relocation is. Without enough time and expert help, moving companies are at risk of experiencing costly downtime, missing equipment, and a team full of complaints.
But there is good news!
With proper time management and having the right office moving companies handle the move, companies can quickly transfer their business to the new office location without having to sacrifice the flow. This checklist includes everything to expect from moving offices and how you can prepare for them.
What you will learn here:
- How Office Moves Are Different From Residential Moves
- Selecting The Right Office Moving Companies
- The Right Timeline For Office Moving
- Training Your Team For The Big Move
- Post-Move Setup Checklist
How Office Moves Are Different From Residential Moves
Office moves are poles apart from home relocation. A residential moving team is entirely different from what you need to move business to a new location.
Let’s do a thought exercise here…
On average, most offices have tons of sensitive and heavy equipment that you will need to dismount. Servers ชิปปิ้ง. Printers. IT equipment. Phone systems. Ergonomic desks. Considerate packing and handling of these materials is required by experienced moving companies. It takes special disconnection and moving procedure to preserve the integrity of such equipment.
Now let’s talk about the cost of downtime.
Businesses need to move fast. Every lost time leads to revenue loss. According to research from Market.biz, companies that plan three months or more before moving are 31% more likely to be satisfied. Rushing through the relocation is a decision businesses should not be taking.
Office moves also include but not limited to the following:
- IT equipment that need professional and specialized handling
- Confidential documents that need to be transferred with tight security
- Multiple department that might have different requirements in the move
- Lease deadlines as well as coordination with property management in the building
Office relocations need more than one person. Commercial moving companies understand the different needs and plan the move as required.
Selecting The Right Office Moving Companies
Moving companies in residential areas are not your complete solution.
Office moves are different from residential moving projects in terms of planning and moving. Movers who handle residential moves only might not be the right fit for a business move. Office relocations need a different set of skills, equipment, and project management approach.
Factors to consider when selecting the best commercial moving company are the following:
- Commercial moving experience: Commercial relocations in offices need special skills to properly handle materials. Enquire about commercial moving projects they have done. Ask for how many projects, their scope, and their industry.
- Ability to handle IT: Servers, computers, and printers all have various disconnection and reconnection procedures. The moving company should be aware of how to do this.
- Insurance and liability: Office equipment might cost a ton. Look for movers who have insurance and cover this area.
- Project management: The right company will assign a project manager who will be in-charge of the move and will manage it right from the start.
- Check References: Ask and check their references. Are they used by companies like yours?
Request at least three companies to give you a quotation. The company which is the least is never the best as that company can only raise rates after the move, should equipment gets damaged and deliveries go missing or the timelines are not followed.
According to CBRE research, 96 corporate headquarters relocations were announced in 2024 alone. Relocation is at its peak and those moving companies with enough experience will have an edge in the market.
The Right Timeline For Office Moving
Office moves have different stages.
The success of the relocation all depends on planning. Most moving projects will need a minimum of three months up to six months at the least, to plan for the office relocation. The bigger the office, the longer the timeline might take.
Planning Stage
Planning the moving timeline checklist is an important one. Consider creating a moving committee with representatives from each department. Make a detailed list of materials to move and some are to be disposed of. In this stage, also consider looking for office moving quotes and eventually sign a contract as the preferred company or even with companies to secure your preferred moving date.
Packing Stage
Packing will officially begin with information technology preparing for the migration.
Detailed floor plan from the new office will also start to be created in this period.
One to Two Weeks Before Moving Day
Finalize preparations and last-minute checks:
- Boxes and materials are labeled with complete details
- Backing up of systems are all complete
- Notification of the moving date are all informed to all staff
- Reminders with the moving company are already sent
Moving Day
The moving day will be as smooth as pie if every planning is done by the involved parties. The team will handle the loading and unloading while office staff might be on standby to give instructions and answer inquiries.
Training Your Team For The Big Move
Employee and team members all play vital roles.
They are key to the success of the office move or will become a total burden. Staff that are ready and aware of the moving details will move their workstations accordingly and will be adaptable to the changes in the office. However, the team members who are not briefed about the moving date or the requirements of the preparation process will be complete chaos during the moving period.
Communicate with the team at the earliest possible time.
Communicate to the team members the timeline, why the business is moving, and address their concerns with transparency.
Giving a complete checklist is a good one:
- Responsibility to pack
- How to label
- Location of the supplies
- First day in the new office
Companies consider training their “move champions.” The move champion will take the role of answering questions and will keep their teams organized.
A moving project also has to include the psychological side of the team members. Employees get attached to their workstation. In this case, it is also good to address the issue and remind them how moving to the new office location will be beneficial.
Post-Move Setup Checklist
The moving day is just the beginning.
Setting up of the team members in the new office location right after the moving is a critical success factor.
Prioritize the following:
- Get IT operational before everything else
- Checking all connectivity and the phone system
- Completion of the common areas such as meeting rooms and the kitchen
- Any safety concerns needs to be addressed right away
Inform staff about a system of reporting concern.
It is a moving project and there are things that will go wrong. Office equipment might end up in the wrong place. Complete setup of the office might not happen on the first week. With a clear reporting system and guideline, concern reporting will not be a big issue.
Schedule post one-month after the moving day.
Meet with the team and get the feedback about the set up. This way, teams can fine-tune the setup and also help the employees feel that their feedback is necessary.
Wrapping Things Up
Office moving do not have to be stressful.
Moving office locations are not a curse with the proper plan, the right help, and well-planned out process.
Summary:
- Plan at least three to six months before the move
- Choose the right office moving companies that have experience with commercial relocations
- Create detailed moving timelines with specific milestone
- Communicate with your team members or staff
- Setup is also a top priority after moving day
Businesses who fumble during office moves are those who have short-changed the planning period. Plan it as early as possible to secure enough time and budget and when the moving day comes, everything is going to be on schedule.