Relocating a business is a monumental undertaking that goes far beyond simply moving desks and chairs. A commercial move is a complex logistical operation that, if not planned with meticulous detail, can lead to significant operational downtime, lost productivity, and frustrated employees and customers. The primary goal of any office move is to execute the transition so seamlessly that your business can shut its doors at the old location on a Friday and be fully operational at the new location on Monday morning. Achieving this requires a detailed, long-term plan and a strong partnership with a professional commercial moving company that has specific experience in corporate relocations.
Phase 1: The Planning and Coordination (Months in Advance)
A successful office move begins months, not weeks, before the actual moving day.
- Appoint a Move Coordinator: Designate a single person or a small committee within your company to be the sole point of contact for the entire move. This person will be responsible for coordinating with the moving company, your employees, and all other vendors.
- Hire a Professional Commercial Mover: Do not hire a residential moving company for an office move. A true commercial mover has the specific equipment (like computer carts and library carts), the personnel, and the project management expertise required for corporate relocations. They will be your most important partner in creating a detailed moving plan and timeline.
- Develop a New Floor Plan and Labeling System: Have a detailed floor plan of the new office space ready. Assign every employee a new desk number and use a color-coded labeling system. This system will ensure that every single box, piece of furniture, and piece of equipment is delivered directly to its correct location in the new space, which is critical for an efficient unpack.
- Communicate with Employees: Keep your employees in the loop throughout the entire process. Provide them with the new floor plan, clear packing instructions, and a detailed timeline of events.
Phase 2: The Critical IT and Telecom Relocation
Your company’s IT infrastructure is its nerve center. The relocation of your servers, computers, and phone systems is the most critical and delicate part of the move.
- Coordinate with Your IT Team: Your internal IT department or your outsourced IT vendor needs to be a key part of the planning team from day one. They will be responsible for properly backing up all data, disconnecting, packing, and then setting up all of the company’s technological equipment.
- Plan for Connectivity: Ensure that your new internet and phone services are ordered and scheduled for installation at the new location well in advance of your move-in date. As business resources from publications like Inc. Magazine often advise, having your connectivity up and running before your furniture arrives is absolutely critical to minimizing downtime.
Phase 3: Packing and The Move Itself
- Employee Packing: Assign each employee the responsibility of packing the contents of their own desk and personal items into specially provided moving crates or boxes. Provide them with clear labeling instructions that match your color-coded floor plan.
- The Professional Movers’ Role: The professional commercial movers will handle all the heavy lifting. They are responsible for moving all the furniture, packed crates, and office equipment. They have the specialized tools and expertise to safely move sensitive and heavy items like conference tables, server racks, and large copiers.
- Phased Moving: For larger companies, the move is often done in phases over a weekend. The moving company will work closely with your move coordinator to execute the plan, often working overnight to ensure your business is ready to open on Monday morning.
Your Southern California Commercial Moving Experts
An office move is a major undertaking that requires professional expertise to execute efficiently and with minimal downtime. For businesses in Southern California, the team at Right Way Movers has extensive experience in managing complex corporate relocations. We offer a full suite of commercial moving services to ensure your transition is seamless. Contact us today for a detailed consultation.