Posted on by Bradley Boland

7 Tips That will Save you Big on your Office Move

I’m Bradley Boland, owner of O’Neill Transfer & Storage, and over the course of my 25-year career, I’ve helped hundreds of businesses with office relocations. Over the years, I have learned a few things that may be helpful for you if you are planning your business’s first office move. 

Make no mistake, office moves are high-stakes projects that can easily spiral out of control if not approached strategically. There’s a lot more to consider than just boxing up office supplies and booking a truck. Between coordinating vendors, protecting your IT infrastructure, and keeping employees informed, there’s plenty of room for error. Without a plan in place, you risk costly delays, operational downtime, and widespread confusion in your workforce.

Whether you’re relocating a small team or an entire company, smart preparation is the difference between chaos and control. This guide breaks down seven actionable tips to help you save time, cut unnecessary expenses, and make the transition to your new space as smooth as possible. From budget planning to updating your online presence, each section offers practical insights that are certain to help you in planning your move.

Tip #1: Plan, Organize, and Execute with Precision

In order to avoid interrupting your employees’ standard workflows, your business move needs structure, foresight, and consistent coordination. 

For larger workspaces, begin planning 6 to 12 months in advance. Waiting too long compresses schedules, risks critical oversights, and increases costs.

Start by developing a comprehensive move calendar and outline all critical phases. This may include:

  • IT setup
  • Furniture installation
  • Lease termination
  • Vendor coordination

Each phase should also have a firm deadline assigned to it. Highlight key milestones to track progress and expose bottlenecks early. Picking out a dedicated move manager on your team can also help centralize communication and drive accountability across departments from logistics to HR.

Don’t rely on scribbled whiteboards and endless email threads to keep things moving. Use project management platforms like Asana, Trello, or Monday.com to keep timelines, responsibilities, and updates transparent and accessible to your entire team. 

With applications like these, questions like, “Who’s handling the telecom migration?” and “When does the cleaning crew arrive?”, will be searchable and can be answered automatically.

Tip #2 Budget Breakdown: How to Forecast and Control Costs for an Office Move

Office relocations come with a price tag that’s often higher than expected. Without a detailed budget, costs add up quickly. 

Beyond your moving services fees, you may be upgrading IT equipment, need to pay IT reinstallation fees or need to pay for cleaners for your old or new office space. Taking the time before your move begins to outline the total spend of the project can help you avoid financial surprises that can extend your moves timeline.

Break Down the Big Ticket Items First

Start by identifying the biggest sources of costs in your move. These vary depending on company size, move distance, and scope of operations but typically include:

  • Commercial moving services: According to Forbes, rates can range from $0.90 to $1.75 per square foot for local moves, or between $40 and $60 per employee for medium-sized companies.
  • New furniture and fixtures: Outfitting a modern office costs anywhere from $2,000 to $5,000 per employee, depending on design choices and space efficiency.
  • Equipment upgrades or replacements: Expect higher costs for new servers, networking hubs, and ergonomic setups. Allocate $200–$500 per employee for standard peripheral upgrades alone.

Create a Contingency Fund for Hidden Expenses

Even the most comprehensive budgets need breathing room. Hidden costs often emerge mid-move. Unforeseen factors like damaged assets, elevator service fees, or temporary power supply arrangements can add up. Set aside at least 10–15% of your total moving budget for unplanned issues.

Include line items for:

  • Repair work in the old office space to meet lease return conditions
  • Last-minute overtime labor from movers or IT personnel
  • Data migration delays or connectivity issues requiring external consultants

Review Existing Vendor Contracts Thoroughly

Missed contract dates waste both money and time. Are you paying for the internet in two locations? Overlapping janitorial services? Review every existing vendor agreement before the move to identify:

  • Services that must be terminated or transferred by specific dates
  • Penalties for early termination or last-minute changes
  • Opportunities to consolidate or renegotiate with new vendors during the relocation

Looking at this from a purely operational angle helps you align financial obligations with logistical milestones. That way, the budget drives the move instead of trying to catch up to it.

 

Tip #3: Locking in the Right Moving Partner: How to Hire a Commercial Relocation Team

Research Commercial Moving Specialists, Not Just Any Movers

Not every mover understands the complexity of relocating a functioning workspace. Office moves require experience with sensitive equipment, modular furniture systems, and tight relocation timelines. 

Focus your search on commercial moving companies that clearly list office relocations as a core service. Look for examples of past business clients, preferably within your industry or building type.

Online reviews play a role but prioritize evidence of repeat contracts or long-term relationships with corporate accounts. That signals both professionalism and operational reliability. 

Local chambers of commerce or industry associations often maintain directories of vetted vendors. Start there before diving into general review sites.

Request Detailed Quotes—and Compare More Than Just Price

Send out requests for quotes at least three months before your target move date. Ask for itemized estimates, not flat rates. A credible moving company will schedule a walkthrough or virtual survey to assess volume, access logistics, elevator dependencies, and specialized equipment before quoting.

  • Check what’s included: Some quotes bundle packaging materials or post-move debris removal. Others charge these separately.
  • Look for flexibility: Moves rarely go 100% to plan. Does the service contract allow for date adjustments or phased relocations?
  • Confirm headcount: Ask who will staff your project and whether subcontractors are involved or everything is done in-house.

When comparing offers, factor in the intangibles as well. Responsiveness, experience, and availability should weigh into your decision just as much as the projected cost.

Verify Licensing and Insurance Without Assumption

Skip verbal assurances. Every commercial mover must hold a motor carrier number through the Federal Motor Carrier Safety Administration (FMCSA). Check the mover’s DOT number on FMCSA’s official site for registration status, safety record, and up-to-date insurance filings.

Filter out any mover unwilling to provide a certificate of insurance (COI) naming your business as an additional insured. This document confirms the policy is current and protects both parties during loading, transit, and unloading. 

Communicate COI deadlines early since most high-rise or managed buildings require this paperwork weeks in advance.

Book Early—Top Movers Fill Fast

Commercial movers operating with solid reputations and scalable resources typically book out two to three months in advance. This can be longer in metropolitan areas or during fiscal year turnover periods when companies frequently relocate. 

Waiting until you’re a month out from your move date limits options and forces compromises on timing or cost.

Once you’ve chosen a vendor, lock in the schedule with a signed contract and deposit. Office moving companies will often assign clients a move coordinator. Work closely with this individual to make sure your project stays on the correct timeline.

 

Tip #4: Communicate Constantly with your Employees

As early as you can, make your employees aware of your plan to change locations. When companies start relocations it’s very common for rumors to start going around among employees speculating around the reason for the move. Initiate communication early, even if all the final details aren’t locked in. Transparency dispels rumors and helps keep people focused on their day to day duties.

Use updates to create a sense of inclusivity. When staff feel informed, they’re far more likely to engage positively with the process. Regular communication also reduces operational friction by heading off confusion before it snowballs.

Communicate Through as Many Channels as Possible

There’s no way of knowing what each and every employee’s preferred method of communication is. That’s why it’s so important to disseminate information about your move through as many different channels as possible. Consider the following methods:

  • Email updates
  • All-hands meetings or town halls
  • Visual reminders (posters, print memos)

This mixed approach accommodates different communication styles and reinforces key messages through repetition and accessibility.

Be Specific with Expectations

Leave no room for guesswork. Tell employees exactly what to expect — and when:

  • Timelines: dates for packing, moving day schedules, and the first day at the new location.
  • Seating plans: how desks will be assigned, who’s sitting where, and how to request adjustments.
  • Workspace changes: shared spaces, technology setups, new amenities, or access protocols.

Clarity accelerates adaptation. When people know what’s coming, they prepare mentally and logistically.

Create a Central Information Hub

Distribute once, reference often; that’s the mantra. Set up an internal space that houses all move-related content in one navigable location. 

Common formats include:

  • A dedicated intranet page or SharePoint folder
  • A collaborative FAQ document with real-time updates
  • A chatbot in Slack or Teams to answer repetitive questions instantly

This resource becomes the single source of truth, reducing confusion and inbound questions to the moving team.

Foster Engagement Through Feedback

Open the door for two-way communication. Employees notice operational blind spots; tap into that insight. 

Use quick polls, anonymous comment boxes, or open forums to gather reactions and questions. Responding to those concerns in subsequent updates shows that input matters and builds trust during the transition.

 

Tip #5: Relocating IT and Tech Infrastructure Without Losing a Byte

Loop in the IT Team From the Beginning

Handing tech decisions to the IT department only during the final stages will create unnecessary bottlenecks. Involving them from day one enables full system mapping, ensures hardware interdependencies are documented, and allows ample time to audit power requirements and network architecture at the new site. 

A move without IT’s input is an invitation to data loss and prolonged downtime.

 

Hire Technicians to Handle Disconnection and Setup

Don’t gamble with in-house staff unless they’re qualified for enterprise-grade moves. Engage experienced IT relocation specialists familiar with structured cabling, server rack dismantling, and the safe transport of sensitive devices. 

These professionals will handle equipment uninstallation, packaging, transport, and on-site re-assembly with minimal disruption to your operation.

 

Back Up Every Byte of Data

Hardware fails. That’s not speculation; it’s an unfortunate fact. According to a joint study by Backblaze, over 1% of hard drives fail annually, even under normal conditions. Physical transport increases that risk. 

Back up critical systems, databases, email servers, and virtual machines before disassembly begins. Cloud-based and off-site backups work best when redundancy is the goal. Ensure at least one full system image is easily restorable.

 

Pre-Install Internet and Voice Services at the Destination

If the network isn’t live, your business won’t be either. 

Delays in setting up internet and phone service can halt operations for days. Contact ISPs and telecom providers at least 30 days before the move. Coordinate timelines so installation is complete before any workstations arrive. 

Confirm service-level agreements and test bandwidth on-site to verify speeds meet operational requirements. 

Here’s a brief checklist summarizing the points you should focus on to prepare:

  • Involve your IT department at the planning stage to map infrastructure needs
  • Schedule professional IT movers to manage physical transport and setup
  • Implement both cloud and off-site backups for disaster recovery assurance
  • Verify new location has live, tested internet and telephony service prior to arrival

Technology isn’t just part of the office, it’s the backbone, so treat it with the care it deserves.

 

Tip #6: Streamlining Inventory and Asset Management for a Smoother Office Move

Build a Clear Picture: Take Inventory Before Anything Moves

Before the first box is packed or the first desk unplugged, create a detailed inventory of every item in the office. That means cataloging:

 

  • Desks
  • Chairs
  • Whiteboards
  • Monitors
  • Desktop towers
  • Printers
  • Phones
  • Filing cabinets
  • Breakroom appliances

Don’t rely on memory or old furniture receipts. Walk through each space and physically log what’s there.

Include serial numbers, conditions, dimensions, and assigned departments. Why go this deep? Because verifying what your company owns lays the groundwork for budgeting, insurance coverage, and future office planning. It also helps reduce loss and confusion during the chaos of relocation. 

Missing something after the move? Your documented inventory helps you find the answer to that question on day one.

Tag It or Toss It: Decide What’s Moving and What Isn’t

Once the inventory is in place, the next step is segmentation. 

Identify which items are:

  • Relocating to the new office: Desks, tech gear, or fixtures that are functional and match the new layout.
  • Staying behind: Built-in furnishings or equipment not worth the move.
  • Recycling or donation: Redundant, outdated, or incompatible assets that still have value for others.

Label everything clearly with color-coded tags or QR-coded stickers. Physical labels speed up moving day decisions, especially for movers unfamiliar with your internal categories. You can also group different items physically in your existing office space to show your movers which items need to stay together.

 

Track High-Value Items with Smart Tools

Not every item in the office has the same level of importance or cost. Laptops, servers, projectors, and specialty tools deserve more than a spreadsheet or printer paper. 

Use asset tracking software to manage these sensitive, high-investment items. Platforms like Asset Panda, Snipe-IT, or GigaTrak help monitor an asset’s status in real-time.

These tools allow barcode or RFID scanning, giving you the ability to assign custody of specific items to employees, and log service history. 

Integrating asset tracking into the inventory process also supports IT audit trails, insurance claims, and compliance reporting. During a move, it ensures nothing disappears or gets rerouted by mistake.

Let the software handle the numbers. Focus your attention on the strategy that protects your assets and positions your team for a faster return to business as usual.

 

Tip #7: Make Every Contact Count: Updating Address and Contact Information

Keeping your customer or client based informed is vital for making sure your business isn’t missing opportunities during your move. As soon as your new office location is confirmed, start updating your address and contact details across all touchpoints. This prevents lapses in communication, lost deliveries, and confusion among clients, partners, or vendors.

Start with the Essentials

  • Vendors and Suppliers: Email or call your regular suppliers to update your records. Ensure that deliveries don’t continue to your old location.
  • Clients and Partners: Send a direct communication to notify them of your move. This keeps your credibility intact and avoids logistical issues.
  • Utility Providers: Utility transfers often require lead time. Contact your internet, electricity, and water companies to switch services to the new address.
  • Financial Institutions: Notify banks, insurance firms, and payroll services so billing and policy information stays accurate.

Update Every Public-Facing Platform

A change in address extends far beyond envelopes and invoices. Inconsistent contact details can confuse customers and downgrade your SEO presence. Here’s how to get it right:

  • Website: Update your contact page, footer, and any location-based landing pages with the new address and phone number.
  • Social Media: Modify location data on LinkedIn, Facebook, Google Business Profile, and any platform where your business is listed.
  • Printed Materials: Reprint business cards, brochures, letterheads, and forms.

Get on the Map, Literally and Digitally

  • Postal Change-of-Address: File a business change-of-address form with your national postal service. In the U.S., this can be done through the USPS website and takes under 10 minutes.
  • Map Listings and Directories: Claim and update your address on Google Maps, Bing Places, Yelp, and any local business directories. This affects how current and potential clients find you online.

 

Think you’ve covered everything? Double-check COI forms, software licenses, newsletter footers, and email signatures. Every detail matters when the new office doors open.

Conclusion

An office move doesn’t need to have a negative impact on your business operations and with careful planning, it won’t. By approaching tasks like budgeting, IT relocation, and employee communication early, you minimize surprises and keep your team focused on what matters: staying productive throughout the transition. 

Think of your move as an opportunity to reset, streamline, and optimize how your company operates. Follow these tips, and you’ll step into your new space not just ready to work but ready to thrive.