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Table of contents
Summary
Moving a corporation may be more stressful than moving your home and family. You may not have control over many aspects of a corporate move because you must follow a specific guideline that the company provides. Most people are entirely unfamiliar with how to prepare for corporate moving. Unfamiliarity can cause many headaches and stress. Following a cohesive and comprehensive office-moving guide is even more critical.
Preparing for the Move
An essential part of moving a corporation is to plan everything out in advance. Corporations are usually about making money. So, if the company is not up and running but instead moves, the company is not making any money. The primary goal of a corporate move is to be cost-efficient. One of the ways to obtain this goal is to be time-efficient. The less time you spend moving, the more cost-efficient you will be for your company. For a head start on the moving process, give yourself at least three months to prepare so the process flows smoothly and efficiently when moving day arrives.
To save time, make sure you are very familiar with your new location and offices. Know exactly how large (take measurements) the new rooms are. Notice any differences in the shapes of the rooms or new furniture. You want to ensure your old or new desk, chairs, filing cabinets, etc., fit inside your new space. To ensure everyone knows their new workstation dimensions, you should create a floor plan before moving.
This plan should include the floor, location of employees, furniture, plants, and whatever else you bring to your new site. Ensure every employee receives a copy of this plan and posts it on the building on moving day. Being organized before the move will reduce the stress for both the employees and the movers.
Correspond with Everyone
Communication is vital when it comes to a corporate move. Ensure that everyone (employees, landlords, movers, renters, etc.) knows every detail. They need to know the exact moving plan before the actual move—the fewer questions on the day of moving, the better. The movers need to be told exactly where each piece of furniture needs to be placed. If you have many desks that look the same but belong to specific employees, ensure they know they must go to certain places. One way of helping out the mover is by using coloured labels. All of the furniture that belongs on one floor can be labelled a particular colour. You can even get more specific – using label colours and numbers dedicated to each employee. Labelling is an essential tool in moving offices. Be sure to label all equipment and furniture that is being moved. The label must be placed in a spot easily visible to the mover. The more accessible and more understandable you move to the mover, the faster the move will go. Time means money.
- Supervisors: It is your responsibility to have your staff follow the instructions in the Office Moving Guide. Be sure employees in your department or section receive an Office Moving Guide. Personnel will regularly function in the new offices after reporting to work if the move is appropriately preplanned.
- Employees: You will be responsible for packing specific items before moving. Follow the instructions in the Office Moving Guide. They will assist you before the move and when you unpack in the new office.
Items Being Moved
Items inside bookcases, cabinets, shelves, desks, wall units, or cupboards should be packed securely in boxes.
- Personal Items: The mover cannot be responsible for your possessions, such as legal papers, money, lighters, fountain pens, pictures, plants, etc. For your protection, we suggest you move these items privately. If you need special containers, ask your Moving Consultant.
- Desks: Pack all contents. This includes current working papers, letter trays, books and other desk items. Seal paper clips, pencils and all other loose materials in envelopes and then pack them in boxes. Protect all glass with paper or other stuffing.
- Security Files: You should lock all files before moving. If security regulations require escorts, advise the Moving Consultant, and they will make arrangements with the mover. You may then consolidate security files.
- Supply or Storage Cabinets: Pack all contents in boxes. Cabinet doors should be locked or tied.
- “Do Not Move”: If items are not moved or equipment and furniture are to be discarded, tag them with “Do Not Move” labels. This will eliminate any unnecessary expenses.
Garbage
Ensure you throw away as much garbage as possible before the actual moving day. If you have excess waste, you can get permission from the city to have industrial-size dumpsters placed in front of the building. The more you throw away, the less you have to pack and haul with you. Make sure that nothing important gets thrown away.
Access to Floors Above Ground Level
Be sure to examine the building beforehand and be aware of all elevators. Ensure they are in working order and large enough to move the furniture. If there are no elevators, inform the moving company so they can come prepared.
Moving Electrical Machines
Before moving any specialized machines, know what you are doing. Many devices need to be handled in specific ways. If you are renting any of your equipment, notify your rental company before the day of the move. Disconnect and dismantle computers properly. Ensure an employee knows what he/she is doing when taking apart the equipment. Remove all fluids from the photocopy machines. There may be loose parts that can easily be lost, so ensure that all parts are securely fastened or put in a separate box nearby. Remove all items from the vending machines—empty water from any water dispensers. Make sure to take extra notice of any devices that are dismantled. Things get lost very quickly in a move.
Office Moving Checklist
Here’s a simple checklist to make sure nothing gets left behind or overlooked:
- Is the desk empty?
- Supply cabinets cleared?
- Are the file cabinets cleared?
- Are file drawers locked?
- Were wall items taken down?
- Are breakable items adequately packed?
- Are computers and other machines disconnected?
- “Do Not Move” tags placed?
- Liquids drained from equipment?
- Everything labelled?
- Have a set of spare keys available.
- Ensure your Internet connection is ready and the phones and fax machines are working.
- Make sure the electricity works.
- Make sure the bathrooms work.
- Remember to throw away (or use as scratch paper) any old stationery (or business cards) with your old address and create new stationery with your new address.
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Minimizing Business Downtime During a 2026 Office Move
The biggest concern for any business relocating its office is lost productivity. Every hour your team cannot work costs money, so planning the move around your business calendar is essential. Consider scheduling the physical move over a weekend or statutory holiday to avoid disrupting client-facing operations. Set up internet, phone lines, and IT infrastructure at the new location before moving day so employees can start working immediately upon arrival. Assign department leads to oversee their own sections — this distributes responsibility and speeds up unpacking. Create a detailed floor plan for the new space with workstation assignments, so furniture and boxes go directly to their final positions rather than being moved twice. A well-organized corporate move can have your team back at full capacity within 24 hours.
Handling IT Infrastructure and Sensitive Data
Servers, networking equipment, and workstations require special attention during an office move. Back up all critical data to the cloud or an off-site location before disconnecting any hardware. Label every cable, port, and device with a numbering system that matches your new office floor plan. Servers should be transported in climate-controlled conditions — extreme heat or vibration can damage hard drives and raid arrays. If your office uses a managed IT provider, involve them early in the planning process so they can coordinate the decommission and recommission of your network. For businesses handling sensitive client data, ensure your moving company understands confidentiality requirements and can provide secure transport for file cabinets and document boxes.
Creating a Realistic Office Move Timeline for 2026
A successful corporate move follows a detailed timeline that accounts for every phase of the relocation. Six months before the move, finalize the new lease and begin space planning with your design team. Four months out, select your moving company, order new furniture, and begin IT infrastructure planning for the new space. Three months ahead, communicate the move to all employees and start the decluttering process — purging old files, recycling obsolete equipment, and donating surplus furniture. Two months before, begin packing non-essential items like archived documents, seasonal decorations, and rarely used supplies. In the final two weeks, pack all remaining items, conduct a technology dry run at the new office, and confirm all vendor appointments for moving day. Following this structured timeline prevents last-minute chaos and ensures your business resumes operations with minimal disruption.
Essential Office Moving Supplies
Preparing the right supplies in advance prevents delays on moving day. Stock up on sturdy banker boxes for documents and files, bubble wrap for monitors and electronics, furniture blankets for desks and conference tables, colour-coded labels for each department, and clear packing tape rated for heavy boxes. Provide each employee with two to three boxes and a roll of tape at least two weeks before the move so they can pack their personal workstation items at their own pace. Include a permanent marker with each box kit for labelling contents and destination room numbers. Having supplies distributed early reduces last-minute scrambling and ensures every department is ready when the movers arrive on the scheduled moving date.
Frequently Asked Questions About Office Moves
How far in advance should we plan a corporate office move?
Start planning at least three months ahead for a small office and six months or more for larger operations. This gives you time to negotiate lease terms, coordinate vendors, and communicate the move to clients and employees.
Can Simple Moves handle large commercial relocations?
Yes. Simple Moves provides full service moving for offices of all sizes across Metro Vancouver. Our crews are experienced with cubicle systems, boardroom furniture, filing cabinets, and sensitive electronics.
Should we hire professional movers or use employees?
Professional movers are almost always the better choice. They have the right equipment, insurance coverage, and experience to move office furniture efficiently. Using employees risks injury, workers’ compensation claims, and significantly slower completion times.
What about disposing of old office furniture?
Simple Moves can help coordinate removal of items you no longer need. Donate usable furniture to local charities, recycle what you can, and dispose of the rest responsibly.
Planning a corporate relocation in 2026? Request a free commercial moving quote from Simple Moves or call (604) 398-4680 to discuss your office move with our team.
Get a Free Moving Quote From Simple Moves
Simple Moves is a full-service moving company serving Metro Vancouver, the Fraser Valley, and all of British Columbia. We provide the experienced movers and the trucks — you do not need to rent a vehicle or recruit friends. Whether you are moving across the street or across the province, we make every move simple.
Call (604) 398-4680 or request a free quote online today.