Expert Tips for Commercial and Office Relocations

Moving an office or commercial space can be a major undertaking, but thoughtful planning and preparation can ensure the process goes smoothly. As relocation experts with years of experience, we have successfully helped hundreds of companies transition to new spaces. From small businesses moving to their first office to large corporations relocating headquarters, we have seen it all. 

Below, we have put together our top tips for commercial office movers to help you develop a streamlined plan. Follow this advice for an organized, minimally disruptive move that has your business up and running again quickly.

Read: How to Prepare for a Successful Office Relocation

Pro Tips for Commercial Relocations

1. Start Planning as Early as Possible  

The further in advance you can plan your upcoming office relocation, the better. We recommend beginning 6 months to 1 year ahead if possible. This gives you plenty of time to sort logistics, schedule movers, have new furniture/equipment delivered, and take care of all the small details.

2. Research Your Potential New Space Thoroughly

Don’t commit to a new office location until you have vetted it fully. Consider features like overall square footage, number of rooms/layout, IT infrastructure, parking availability, accessibility, nearby amenities for employees, storage space, etc. Make sure it can truly fulfill your needs before signing a lease.

3. Create a Detailed Moving Schedule 

Your moving schedule is your blueprint during this complex process. It should specify everything from target move dates, crew hours, what gets moved when deadlines for things like IT equipment disconnect/reconnect, contacting utilities to switch over accounts, returning old office keys, first day in a new office, etc.  

4. Categorize All Inventory  

Develop an inventory system to track all items that need to be moved. Categorize everything by department, office/room, pieces that are fragile, discarded items, etc. This also helps identify what new pieces you may need to purchase for the new location. During packing, frequently check to ensure that everything on the list is accounted for.

5. Address IT and Server Relocation Early  

If you will be moving servers and networking equipment, work with your IT vendor early on a careful relocation plan. Depending on bandwidth/storage needs, installing new infrastructure in your office-to-be could take weeks or months before you move in. Develop a clear timeline for unplugging, moving, and reconnecting systems with no downtime.

6. Back-Up Sensitive Data Offsite  

To protect valuable company data during an office move, arrange for an offsite cloud backup through a secure provider. This guards against data loss if there is unexpected vibration, moisture, mishandling, static electricity, or other server damage during transport. Ask IT staff to perform full backups 1-2 weeks before the moving date.   

7. Establish New Space Layout and Workflow 

For both functionality and safety, map out your new office floor plan early before moving day. Consult with staff to position departments and furniture intuitively. Leave enough clearance around and between desks, aisles, corridors, and common areas so people can walk through comfortably. Mark moving pathways clearly to expedite loading/unloading.  

8. Create a Moving Day Kit for Essentials 

Compile a moving day kit with a few must-haves: pens, paper, scissors, tape, basic tools, bandages, phone chargers, paper plates, and other useful items. You do not want to be caught without supplies when unpacking at the new location. Keep this box readily accessible for staff. Consider packing coffee and snacks to fuel movers!

9. Assign a Move Manager Internally  

Select an organized, responsible staff member to serve as move manager, overseeing all aspects of the relocation. They can resolve issues that come up, answer questions from others, communicate with building managers, and provide central oversight to keep things on track.  

10. Label Clearly and Separate by Department

Extensive labeling cuts down on confusion. Clearly tag all boxes/items with details like contents, destination room, department, employee name, priority items for quick unpacking, etc. Use color coding by department or floor as another visual system. Pack inventory from the same departments together on the truck.   

11. Transport Sensitive Documents Yourself  

While professional movers are trustworthy, safeguard confidential documents by moving them yourself rather than allowing access. Have one designated person maintain custody over sensitive files during transport between offices. Never leave them unattended when not in transit or storage.  

12. Unplug Equipment Well Before Moving Day  

Save your staff setup/takedown time by disconnecting electronics, taking apart furniture, removing decorations, etc 1-2 days before the official move. Your movers can then focus on loading the prepped items efficiently. Just be sure to label it meticulously for later reassembly!  

13. Inspect New Office Before Move-In  

Have key staff walk through the new office shortly before move-in day to check that building construction/renovations are truly finished as expected. Ensure fire & safety systems, lighting, electricity & WiFi activation, plumbing, HVAC, and security measures are all functioning properly. Address any concerns immediately with the landlord.   

14. Consider an Alternate Work Option for Move Day  

Moving an office understandably disrupts normal work, with packing/noise/distractions at the original location, and setup/equipment issues in the new site. For reduced stress, consider allowing administrative staff to temporarily work remotely on the actual move day. This also gets them out of the movers’ way.  

15. Book Temporary Storage if Needed  

If your new office space is smaller or renovations will not be done before move-in day, secure temporary storage. This provides extra room for inventory that won’t fit initially at the new location. Prioritize what absolutely must be accessible those first days. Transport items from storage later when there is adequate onboarding space for staff and furniture.  

Final Words: Celebrate with a Moving Party!  

Once unloaded and set up in your new office location, host a fun pizza party or office warming celebration! This is a prime team-building opportunity as staff reunite after the move. Having an upbeat event also nicely punctuates the completion of a huge project. Thank everyone for their coordination and patience.  

Moving an established business involves seemingly endless logistics, but structuring an intelligent plan minimizes disruptions. Call us to tap the expertise of professional office movers for a smooth commercial relocation. With these tips for timeline management, packing strategies, IT protection, and more, your office will be back up and running at full speed quickly. Let the next chapter begin with Universal Relocations!