You’ve finally reached the point in your business development where a move to a bigger space makes sense. It’s a big step for any company, especially if your profitability relies on regular business hours or walk-in customers.
You shouldn’t try to coordinate your transition on your own. Even for a small company, there are enough moving pieces that hiring experts can reduce or eliminate downtime. That translates to fewer lost opportunities and more chances to serve your customers.
Offices without customer-facing employees are just as vulnerable to unexpected downtime. Disruptions from in-office shuffles can hurt employee productivity and create an unwelcoming work environment. Smooth transitions make necessary changes feel like less of a burden on your team.
We know what it takes to move your business. And, with over 30 years of experience, we know how to help you prepare for the next step in your company’s growth!
Step 1: Start Earlier Than You Think You Need To
You haven’t gotten to where you are by winging it. Careful planning and resource management are the hallmarks of running a successful business. But if you think moving your business or shuffling your team won’t take much, you’ll quickly find that thinking is flawed.
Depending on your business’s size and complexity, plan the process over six to twelve weeks. This timeline lets you be thoughtful and thorough, communicate effectively with your team and customers, and create a workaround for any disruptions.
Vendor Selection
Unless you’re at a corporate behemoth with its own list of preferred vendors, you’ll need to choose who you’re working with. You can put together an RFP and take bids, or work with your existing network to find the right fit.
For a local business move, a local vendor is typically your best choice. Their proximity to your existing location lets them come on-site and provide an accurate cost estimate.
Before signing a contract, check reviews from several sources to ensure that you’re getting what you expect.
Facility Coordination
Moving from an active location to another, or even from one floor to another, requires coordination. If the new location is move-in ready, you may be able to make the transition during off-peak hours with zero disruption.
On the flip side, if your new location needs more work before you can shift operations, there’s more to do.
Ask yourself:
- Can you continue at your old location until the new one is ready?
- Can your team operate remotely until the new location is available?
- Can you store some items between spaces in a secure location?
Inventory
An accurate inventory is essential for your moving partner to estimate costs. Spend time going through everything in your office or location and look for ways to cut costs.
Just like a home move, you may have items around that don’t serve a purpose in your new location. The planning phase is the ideal time to offload that inventory so you aren’t paying to move it.
IT Planning
Work with your IT department to make sure everything needed in your new location is prepped before the move. You’ll also need to take steps in your existing space to make the transition as smooth and secure as possible.
Lease Alignment
Ideally, your current lease and your future lease overlap as little as possible. Depending on how complex your move is, though, some overlap may be necessary to ensure you have enough time to prepare both spaces.
Step 2: Inventory Everything Before a Single Box Is Packed
We touched on this in the previous step, but it bears repeating. Take stock of everything you have in your current location. This will include every piece of furniture, desk, computer, office equipment, copier, etc. in your space.
Document everything and tag it for inclusion in your move. Include the what and where for every item in your inventory. What it is and where it goes in your new space. If it’s not moving, document that too.
Step 3: Build the Move Around Your Operational Calendar
If possible, identify the lowest disruption window for your business. This varies widely across industries and may not matter if you don’t control the timeline.
Educational Institutions
For schools and universities, the ideal window for a move is between semesters or over the summer break. Schedule these moves out as far in advance as possible, especially during peak moving season. Large educational organizations may need several moving companies to manage large relocations.
Sometimes, an unexpected move is necessary because of natural disasters or other urgent circumstances. When something like this comes up, contact your local moving partners to see how off-hours operations might help.
Medical Offices
Busy medical offices should try to schedule around appointment blocks or on weekends. Moving one physician or medical professional into a new office may take an afternoon. But larger business moves that include specialized equipment like MRIs and exam tables can take much longer. Coordinate with your vendors for these items; most movers aren’t equipped to handle them easily.
Restaurants
If you can, schedule your business move around service windows or do it overnight. Professional movers can accommodate off-hours moves for an additional fee. Highlight any kitchen equipment that’s going with you. Gas and water lines are especially vulnerable during a move and require other service vendors.
Warehouses
If possible, aim for when inventory is lowest. Times before a big delivery or after a significant fulfillment are ideal. This lets your movers focus on your business infrastructure rather than items you’d have to move anyway.
Institutional Housing
Fully or partially furnished housing requires logistical support to ensure all units are outfitted correctly. Coordinate with your moving partner to ensure all units receive the correct furniture and that it’s delivered and assembled within your required timeline.
Ready to Move? We've Got You Covered.
Whether you're ready to book or just have questions, we're here to help.
Step 4: Coordinate Across Every Stakeholder Before Moving Day
As moving day gets closer, connect with every stakeholder to cover all the bases. Department heads, IT, facilities, utilities, new building management, and your moving company need to coordinate for a smooth transition. Outline who is responsible for what throughout the move, including what happens if something goes wrong.
Depending on how granular you get, this could be a down-to-the-minute day-of plan or a more general overview with assigned tasks.
Step 5: Plan the First Day in the New Space
Moving your business isn’t done when the movers do their last check and drive off. Getting back to business is essential, and knowing what the first day looks like is important. Most movers will help you get things close to where you need them. They’ll also typically help with furniture assembly, but they won’t reconnect appliances because of liability concerns.
As your team takes stock, make sure you have someone designated who knows where items are and where they go.
Unpacking every box isn’t necessarily the first order of business; getting operational is. Have a plan to have your essential functions back up and running as soon as possible.
Obviously, different types of businesses have different operational needs. Focus on what gets you back up and running, even if it’s just at 80% while you finish your move.
What to Look for in a Commercial Moving Company
Choosing the right moving service provider for your business is arguably one of the most important steps. A good fit means a smooth transition, with active problem-solving and a positive attitude. You should also look for a qualified partner with industry-specific experience. They should have a documented process for how they scope, estimate, and carry out a move. For businesses that require an after-hours move, they should be able to accommodate it.
Ask what is included in your service (furniture disassembly/assembly, packing/unpacking, etc.). It may be worth the resources to have a professional crew pack the less sensitive parts of your business, or you may have another plan.
Most importantly, check your mover’s references, insurance status, and the FMCSA database to verify their standing for interstate moves.
Read more about what to look for in a commercial moving partner.
Frequently Asked Questions
How far in advance should I book a commercial move?
For most commercial moves, book at least 6-8 weeks in advance. Larger operations like warehouses, multi-department campus moves, and medical practices benefit from 10-12 weeks of planning time.
What is the biggest mistake businesses make when planning a commercial move?
Underestimating the time required for the inventory and sorting phase. Most businesses have accumulated more than they realize, and deciding what stays, what goes to storage, and what gets removed takes much longer than the physical move itself.
Ready to Start Planning Your Business Move with Little Guys Movers?
Our crews of professional movers are ready to help with commercial moving projects of any size. We can handle local, interstate, and multi-location moves. With over 30 years in the industry, we know how to move almost anything quickly, safely, and on time.
Ready to Move? We've Got You Covered.
Whether you're ready to book or just have questions, we're here to help.