Moving your business can feel overwhelming, but it doesn’t have to be. With a bit of planning and the right approach, you can make the process smoother for your team, your operations, and your clients. Taking it step by step helps minimize downtime, keep everyone on track, and avoid last-minute surprises on move day.

90 Days Out – Get Organized

Assign your Move Coordinator- They handle logistics, coordinate movers and communicate with your team.
Set your moving budget
Make sure you hire a reliable, office moving company
Decide what to keep and what to toss
Share early move details with your team
Pro tip: Plan your move by department zones, not individual desks – it makes unloading and setup significantly faster.

60 Days Out – Get Tech & Logistics Ready

Confirm wiring and server room needs at the new space
Order internet and phone services; schedule early testing
Notify vendors about the upcoming move
Arrange shredding and secure e-waste disposal
Start decluttering and hand out packing materials.
Pro tip: Confirm loading dock and elevator access early – commercial buildings often double-book move slots.

30 Days Out – Get the Team Aligned

Update your official business address
Refresh website, stationery, and business listings
Send final seating plans and packing instructions
Walk through the new office to confirm readiness
Finalize your remote-work backup plan
Pro tip: Use color-coded zones and numbered labels to make sure everything lands in the right place immediately.

Week of the Move – Final Preparations

Confirm all packing and labeling is completed correctly
IT shuts down servers and equipment safely
Distribute access details (dock times, keys, passes)
Secure sensitive documents and valuables
Pro Tip: Take photos of cable setups before disconnecting – it saves hours during workstation reassembly.

Move Day – Execution & Go-Live

Supervise loading and check items are accounted for
Oversee placement of boxes at the new office
Move and power up IT equipment first
Test all systems: internet, phones, printers, servers
Assist employees with setup and first-day needs
Perform final sweep of old office and remove debris
Pro Tip: Always move IT first – powering up servers and network gear early prevents downtime and stabilizes the transition.

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Eight weeks out: decide and plan

The office move starts long before anything is packed. Confirm the new lease dates, walk the new
space, and agree the one date the business has to be operational by. Everything else is scheduled
backwards from that date.

Appoint a single move coordinator. Office moves go wrong when three people are each half-managing
them, because nobody owns the decisions on the day.

Six weeks out: survey and quote

Get the moving company into both spaces. What matters at this stage is not the furniture count,
it is the access: dock availability, elevator bookings, door widths and what hours each building
allows moves to happen. Those constraints decide the shape of the whole move.

Ask both building managers what they need in writing. Most commercial buildings require a
certificate of insurance naming the building before releasing a dock or service elevator.

Four weeks out: IT and communications

Book your IT provider for the decommission and reconnect, and confirm internet and phone
installation at the new address. Connectivity is the single most common reason an office cannot
open on the Monday, and it is the one thing a moving crew cannot fix for you.

Start the address-change list: website, Google Business Profile, letterhead, invoices, bank,
insurers, suppliers and anyone who ships to you.

Two weeks out: floor plan and labelling

Finalise the new floor plan and give every room, desk and department a code. Crews place items by
that code rather than asking on the night, and that is what keeps an overnight move on schedule.
Send the plan to the moving company so the labelling scheme is built from it.

Tell staff what they are responsible for packing themselves, usually their own desk contents and
personal items, and give them the boxes and labels to do it.

One week out: confirm everything

Confirm the move date, crew arrival time and finish deadline in writing.
Confirm dock and elevator bookings at both buildings.
Confirm the certificate of insurance has been issued and accepted.
Arrange building access, keys, fobs and alarm codes for the new space.
Back up everything, and verify the backup actually restores.

Move day

The coordinator should be on site at both ends, not managing by phone. Take photographs of the
old space as it is handed back and of any existing damage in the new one. Keep server equipment,
petty cash, keys and confidential files under someone’s direct control rather than in the general
load.

First morning back

Have IT on site before staff arrive. Walk the floor against the plan and fix placement errors
early, while the crew may still be reachable. Collect a snag list from staff at the end of the first
day rather than fielding it piecemeal all week.

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