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Writer's pictureJason & Liz Sautter

How to Create a Timeline for Moving Office Space: A Step-by-Step Guide




This blog will make your job a lot easier as you prepare for your next commercial move!


Moving your office involves more than just packing up desks and chairs. It requires careful planning, clear communication, and precise timing to minimize disruption to your business operations. It's easy to be overwhelmed by all of these literal moving parts, which is why we broke down the commercial moving process into 7 steps spread across at least 6 months.


Step 1: Evaluate the Move (6–12 Months Before Moving)

The first step in creating a timeline for your office move is to evaluate why you’re moving and what your needs are. Consider these questions:

  • When does your current lease expire?

  • How much would it cost to renew your lease vs. getting a new one?

  • Why is the move necessary? Are you hiring or downsizing?

  • What is the timeline for the move?

  • How much space will you need in the new location?

  • Will you require new furniture or equipment?

Key Actions:

  • Assess your current space and make a list of your needs in the new office.

  • Set a tentative moving date.

  • Assign a move coordinator or create a move committee.

  • Start researching potential office locations.


Step 2: Secure a New Location (3–6 Months Before Moving)

Once you've determined your office requirements, it's time to start securing a new location. The earlier you can find a space, the more time you’ll have to prepare.

Key Actions:

  • Finalize the selection of your new office.

  • Negotiate the lease and sign the agreement.

  • Coordinate with an interior designer or space planner to map out your office layout.

  • Schedule any renovations or construction work that needs to be completed in the new space.


Step 3: Create a Detailed Moving Plan (2–3 Months Before Moving)

Now that the location is secured, it’s time to get into the nitty-gritty of the move. This stage is crucial for creating a timeline that covers all aspects of the relocation.

Key Actions:

  • Create a detailed inventory of all items to be moved.

  • Hire a moving company. Get quotes and set a moving date.

  • Notify vendors, service providers, and utility companies about your move.

  • Develop a floor plan for your new office and determine where each department or team will be located.

  • Order any new furniture or equipment needed for the new office.

  • Start sorting through old files and dispose of anything no longer needed.


Step 4: Notify Employees and Clients (1–2 Months Before Moving)

Clear communication is key to a successful office move. Both your employees and your clients need to be informed well in advance to minimize disruptions.

Key Actions:

  • Announce the move to your staff and provide them with key dates.

  • Prepare your employees by offering resources to make the transition easier (e.g., packing guidelines).

  • Send out notifications to clients, vendors, and service providers with your new address and moving dates.

  • Update your business address on your website, social media, Google My Business, and other online platforms.


Step 5: Pack and Prepare for the Move (2–4 Weeks Before Moving)

As the move date approaches, it’s time to start packing and preparing the logistics for moving day.

Key Actions:

  • Distribute packing materials to employees and start packing non-essential items.

  • Label boxes with the department and specific location in the new office.

  • Organize IT support to transfer computers, phones, and other electronics.

  • Coordinate with the moving company to confirm the moving day details.

  • Schedule disconnection and reconnection of utilities (electricity, internet, phone lines, etc.).


Step 6: Moving Day (Day of the Move)

On moving day, it's essential to have everything and everyone in place to ensure the move goes off without a hitch.

Key Actions:

  • Ensure that all employees know their roles during the move.

  • Supervise the moving company and give them the final layout of your new office space.

  • Set up computers, phones, and other office equipment as soon as possible.


Step 7: Post-Move Setup (1–2 Weeks After Moving)

After you’ve moved in, it’s important to settle into your new space efficiently.

Key Actions:

  • Test all office equipment (computers, phones, printers, etc.) to ensure they are functioning properly.

  • Unpack essential items and arrange the office according to your plan.

  • Hold a team meeting to address any issues or concerns after the move.

  • Ensure that the office address has been updated on all official business documents, websites, and directories.



Final Thoughts

An office move is a major event, but with the right timeline, you can ensure that it goes smoothly with minimal disruption to your business. By planning ahead and staying organized, you can set your company up for a successful transition to your new workspace.


For more information on your next commercial move, please fill out this form for a free quote!
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