Moving to a new office space can be as complicated as moving to a new home. You have big, bulky office furniture, hard-to-pack electronics, and multiple rooms of knickknacks to pack. And, there's usually not a lot of time to get it all done (you can't completely shut down your business for a week to organize things).

Whether you're moving to a new floor or across the country, office mini-storage relocation is a big job, no matter the size of your company.

If you're trying to navigate one, use our timeline and checklist as a guide for your move to a new office space, and don't forget the mini-warehouses too!

6 months before moving

3-4 months before moving

2 months before moving

1 month before moving

1 week before moving

Day before moving

Day of moving

After Moving

Celebrating your new home

How can I successfully move my office?

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Office relocation planning can begin as early as a year before your move date, but six months is usually when you start looking for mini-warehousing relocation services and begin planning the logistics of your business move enough to pre-rent a mini-warehouse at your new location. Here's our step-by-step timeline to help you stay organized.

Mini Storage | 6 Months Before Relocation 

Here's what you need to consider 6 months before your office move.

Review Current Lease | Mini Storage

If your current office lease has not expired, will you lose your deposit? What repairs do you need to do before you hand over the keys to your landlord? Are you liable for property damage, such as broken lights or peeling paint? In addition to the office, the mini-storage unit in use should be examined as well. Can you ask if you can transfer the original lease to a mini-storage unit in a new location? You may need to increase the deposit, or rent, otherwise you have to return the mini-storage, this should first consult our One Storage Customer Service Center, details: https://onestorage.com.hk.

Designate an in-office moving team | Mini Storage

Do you want to be involved in every aspect of the moving process, or just some? Are you the point person or should you assign this responsibility to someone else on the team? Delegate some tasks to your moving project management team and define roles clearly. Who is responsible for planning, packing, unpacking, organizing, decorating?

Develop a Decommissioning Plan | Mini Storage

Decommissioning is more than just cleaning out your old office. Decommissioning is more like restoring it to its original condition before you moved in. It involves removing cables and electrical fixtures, fixtures, signs and signage, furniture, and more. It also involves repairing damage to the property, even small things like replacing burnt out light bulbs. Your lease should stipulate the details, and if you don't want to get into legal trouble or lose your security deposit, it's important to comply with the lease conditions. Make a decommissioning plan as soon as possible and discuss with your moving team how to allocate tasks.

Setting a Budget | Mini Storage 

You may have to make adjustments over time, but at least having some idea of how much you're going to spend from the start will help you immensely when you talk to the movers. Determine what is non-negotiable for you and consider where you can cut back to save some money. Also, consider the buying process. Who will be making all the purchases related to the move and how will you pay the vendors? The new location of the mini-warehouses should also pay attention to the rent, mini-warehouses vary greatly, it is recommended to find the rent is relatively cheap, such as the One Storage, you can find the One Storage customer service center for more information: https://onestorage.com.hk.

Determining the Level of Moving Insurance | Mini Storage

Professional movers offer at least one type of insurance called Release Value Protection. But this is basic, up to 60 cents per pound. This type of moving insurance is federally mandated and is included in the move, but can only cover so much. You can always replace damaged furniture, but what about things that are more critical to your continued business operations, like electronics? That needs to be protected. Think about whether you should take out full value protection insurance, which offers significantly more protection, or extend your mover's coverage even further by taking out third-party insurance. Deciding what type of insurance you need will help you budget your move more accurately and also communicate your moving insurance needs to the moving company. It's important to note that insurance is not included in the average mini-storage unit.

Start Researching Moving Companies | Mini Storage

If you're moving locally (it's considered a local move if you're moving within 50 miles), here are our tips on how to research and compare local movers. Whether you're moving locally or long distance, choosing a moving company should include getting recommendations, reading reviews, checking the BBB's complaint history, checking for professional accreditations, and also being aware of potential red flags. Make sure the moving company is licensed and insured.

It is also important that you specialize in finding several commercial movers. Office moving services are different from residential, and your moving experience will be much different if you hire office movers with commercial moving experience. All of the movers on our current list of best movers offer commercial moving services. Typically, you will be assigned a move coordinator with commercial moving experience who will work with you to plan your unique move. Moving companies that offer office relocation also tend to be more flexible in terms of dates and times, and will do their best to move your office, for example, over the weekend so that your business operations are not interrupted.

For more details, check out our tips on hiring a moving company and what are the most important questions to ask before hiring a mover.

Get at least three moving quotes | Mini Storage

Once you've found a moving company that can handle your commercial move and serve your area, get free quotes from several companies. We recommend getting at least three. You can get free online moving quotes from office movers at Moving.com.

Start a To-Do List | Mini Storage

Since more than one person will be involved in planning and organizing the office move, it's a good idea to start a box or a folder with all your notes and lists. If it can be done online, even better. For example, as a collection of Google Docs, put it in a simple folder in Google Drive. Centralizing information is a great strategy.

Announce the move to your employees and ask for feedback! 

Plan to send an email and follow up with an in-person or online meeting. The email should include the new office address, the date of the move, key features of the new office, the reason for the move, and key dates in the move that employees should be aware of. After a week or two, if possible, schedule a face-to-face meeting (or the employee can attend remotely) to receive feedback and answer any questions.

Your employees may request a change in workspace needs or work style preferences, especially if the new office has an open and private floor plan. If your company is small, consider one-on-one meetings. If it's larger and it's not feasible to have a meeting that everyone can attend, you can try sending out a survey or organizing a departmental meeting. Encourage all employees to keep the move in mind when planning or taking on new projects.

Make sure everything can be found in your new office | Mini-Storage | The New Office 
 

While you may be planning to bring that huge break room refrigerator, the size of your new break room's kitchen space may not allow it. Instead of wasting time, energy, and money on transporting items that won't work in your new office, know the dimensions of your largest items and compare them to the dimensions of your next office space. This applies to things like your conference room table, large electrical equipment, and anything else that requires a lot of space. Hopefully, the new office you choose will be able to accommodate your existing furniture and technology, but if you don't, you'll want to know before you move in, not after. For documents that are not immediate and are already sealed, we recommend renting a mini-warehouse first.

Make an Inventory | Mini-Storage | Mini-Warehousing 
 

Now that you know what fits and what doesn't, make a list of what you're taking and what you're leaving behind. Even if you're on a tight budget, you may have to leave some things behind, especially if the floor plan of your new office is different. A complete inventory will help you communicate your moving needs to your move coordinator and give you a clear picture of what you need to leave behind (and replace after the move if necessary).

3-4 Months Before Moving | Mini Storage | 
 Here's what you need to do three to four months before your office moves. | Mini Storage 
 

Lock in your moving date
 

By now, you've compared prices and finalized your move with a moving company. Book as soon as possible to secure a date.

Solidify Your Moving Plan | Mini Storage | 
 

Set dates and tasks for your moving plan. Think about when the phone will be cut off. When do you need to clear out your desk? Figure out when to set up network connectivity in your new office. Assign team leaders and delegate responsibilities to team members (or let team leaders do it).

Announce the move date to your staff | Mini-Storage 
 

Let your employees know the date of the move. Inform your expectations of when their cubicles, offices or workstations need to be packed up, when the utilities will be turned off, etc. If you expect employees to lift any boxes, ask them if there are any health restrictions. Make sure each employee knows what is expected of them and when.

Notify Your Current Landlord | Mini Storage 
 

Once you've confirmed your company's move-out date, tell your current landlord or property manager when you intend to terminate your lease. You should also notify the mini-warehouse at the appropriate time.

Notify Outside the Company | Mini Storage 

Let your partners, customers, suppliers, and others with whom you have business contacts know that you are moving. They will need to know your new contact information and may have questions about how the move will affect them.

Come up with a plan for specialized equipment | Mini Storage 

Do you need help moving particularly heavy equipment or hazardous materials? Ordering in advance for items that will take some time to manufacture and ship? Are you replacing or upgrading any specialized equipment that requires special handling?

Hired Moving Providers | Mini Storage

Even if you hire a full-service moving company to do the packing and unpacking for you, you may have to find other vendors for your moving-related needs. If your new office needs landscaping or decorating, now is the time to hire an interior designer. You may also need to hire an office cleaner if the moving company or your building doesn't offer this service and your current cleaner can't handle the post-move cleanup.

Mini Storage | Start Collecting Moving Supplies
 

Unless you already have everything you need to pack in your office, or a moving company will pack it for you, start buying and organizing your packing materials and moving supplies first. Your office likely already has a lot of supplies (some boxes, markers, scissors, labels), but you may still need to purchase some specialty boxes, packing tape, and wrapping paper. Buy them now. Be creative about sourcing your supplies, too. You can get free boxes and other free packing supplies at many places. For more information on what supplies you need, check out our guide to choosing the right moving and packing supplies.

Mini Storage | Downsizing

Declutter with an open mind and label what will be sold or donated. Consider having an office warehouse sale or arranging for a charity to do a free donation pickup.

Talk to Your Employees Again | Mini Storage | Mini Warehouses 

Of course, by now you've made some adjustments to your moving plan and have an update. Continue to communicate with your staff on an ongoing basis, as they will have questions and concerns. Invite questions or feedback via email, send out important moving updates, and remind them of the features of their new office, including anything they need to know about on-site parking, access to the building, access cards, the new neighborhood, and more.

Mini-Storage | 2 Months Before the Move
Here's what you need to do two months before your office moves.

Design a floor plan | Mini-Storage | Office Equipment and Furniture 

Determine where the office equipment and furniture will go, where the employees will sit, and where the common areas will be. If possible, find out where the Ethernet connections and power outlets will be located so you know where to set up your technology equipment.

Arranging for Disconnections, Transfers, and Setting Up Services | Mini-Storage 

Set up the Internet, phone installation, and utilities in your new office. In addition to water and power setup, you may need to set up trash and recycling collection or security services. Plan with your IT department to set up computers at the new location. Can they do it in-house or will they need help from an outside vendor? Let any vendors that service your current office (landscaping, security, cleaning) know that you will have to discontinue or transfer their services.

Buying New Furniture or Equipment | Mini-Storage 

If you're replacing or adding any office equipment and furniture, start buying it now because it will need to be shipped and assembled. You may need someone to help you install the furniture, and decorating will take time.

Mini-Storage | Pre-Order Mini-Storage

If you don't have room for old files, holiday decorations, and office furniture you don't need now but might use in the future, reserve a mini storage unit near your new office.

Come up with a | mini-storage | company-wide labeling system

You can choose your favorite labeling system - numbers, colors, shapes - as long as it's consistent throughout the office and all employees use it. This is also a must for mini-warehouses as document storage.

Mini-Storage | Start Packing

Any non-essential items that you didn't need in the weeks leading up to the move can be packed now. Get it out now so you can prioritize important tasks like packing essentials.

Putting a Change of Address Order in Place | Mini Storage | 

It's better to start updating documents with your new address sooner rather than later, so place an order for new business cards, letterhead, envelopes, return labels, etc. as soon as you know your new address. It's better to have all your updated documents ready before you move than to risk being without them for days or weeks in your new space.

Inspection of New Office and Mini Storage

Does it need cleaning? Can you start decorating and bring in your packed non-essentials? As for the new mini-storage, check to make sure there are shelves with file storage instead of piles on the floor.

1 Month Before Moving | Mini-Storage | Office Storage 
Here's what you need to do in the month leading up to your office move.

Mini Storage | Constantly label furniture, equipment and office supplies

This is a process, so you won't be able to do it all in one day. Get in touch with your moving team to make sure that the labeling goes according to plan and that your employees have what they need to pack their desks.

Finalize the plan with your moving team | Mini-Storage

Reconfirm the move date and see if you need a moving day itinerary to coordinate moving logistics.

Order Keys and | Mini Storage | Access Cards

Order keys for your new office in advance, and if you use them, order employee access cards so they are ready to be issued before the old office closes for good.

Backup | Mini Storage | Data

Back up all the important data on your computers and use hard disk mirroring software to make a copy of your hard disk. This way, if something happens to your computer while it is in transit, you can make a copy of your current hard drive on the new system. You may want to scan some documents, digitize them, and shred the paper versions to lighten the load. In addition to being a document warehouse, mini-warehouses can also be used as offline backup warehouses for offsite locations, cold backups on computers such as offline hard disks, and data data tapes.

Coordinate | Mini-Storage | Moving Truck Departures and Arrivals

Work with your current and new building managers to ensure loading and unloading times. If there is a loading dock, that's great, but if parking is limited or the area has heavy traffic, some planning may be required. Don't wait until moving day.

Know the Building Rules | Mini Storage | 

Unless your company owns the building you're moving out of or into, you'll need to be fully aware of all the building rules regarding relocation. It may be that you are only allowed to move during non-business hours, or that you must make a special request to use the service elevator. Get these rules from the building management department as early as possible, as this will determine the logistics of moving day.

Try moving a few non-essential items yourself first | Mini Storage | Moving Day Logistics 

As long as there is an overlap in time with your new lease, try to simplify moving day by transporting as many small items as possible. You can make the whole moving process easier by taking over items like plants and bulk office supplies yourself, especially if you can get them in their new location before you officially move in.

Assign Everyone | Mini Storage | Pack Your Own Desk

While you may be able to let the movers handle the big stuff, it's still a big help to put everyone in charge of their own desk space. Give your employees a heads up about when they need to pack up their desks and try to encourage them to do a little bit at a time so no one tries to pack everything up at the last minute. You may need to give your team a few hours off the day before the move to organize their desks.

1 Week Before Moving | Mini-Storage | 
Here's what you need to do the week before your office moves.

Update your address | Mini Storage 

Update your company website, your financial accounts, social media accounts, subscriptions and business listings (Google, Yelp, local directories) with your new address. Not sure who else to notify when you move? Check out our change of address checklist. Most items apply to both residential and commercial moves. Keep in mind that mini-warehouses also require updated proof of address.

Mini Storage | Review Your Moving Day Schedule with Your Moving Team

Go over what needs to be done, when the movers will arrive, what items should be moved first and last, who will be there to supervise the movers, who will lock up after they leave, and whether you'll tip the movers and provide refreshments. 

Remind Your Staff to Finish Packing | Mini Storage 

Your IT staff may be packing laptops, monitors and other IT equipment, but all employees should finish clearing their desks and cubicles of office supplies and personal items.

Mini Storage | Don't Forget IT

One of the biggest problems inherent in moving to a new office space is disconnecting and reconnecting all of your technology. This is a big job and you can't outsource it to a moving company, so it's vital that your team gets to work as early as possible. If there is equipment that you are going to get rid of, make a plan to recycle or donate it. If you plan to recycle unwanted equipment, check out the EPA's resources on where and how to do it properly.

Day Before Moving | Mini-Storage | Mini-Storage | Finish Packing Up 
 | MINIWAREHOUSE | Finish Packing and Labeling

By tomorrow, everything should be packed and ready to move. Double-check to make sure that's the case, and do (or have someone else do) any last-minute packing that's necessary.

Collect Employees' | Mini-Storage | Access Cards and Keys

Be sure to collect all company keys, parking passes and access cards and return them to your landlord or property manager. If the mini-warehouse serves as your file storage for documents, or data backup storage, keep the mini-warehouse access cards available only to those who need them, as this is not your general warehouse.

Mini Storage | Moving Day
Here's what you need to do on moving day.

Meet the movers at the old office | Mini Storage | Moving Day 

Make sure you (or someone from your office) are there to let the movers in and out, tip them, and offer refreshments (the last two are optional). Someone should also be there to clear a path for the movers, if not already done, and to manage the move. This includes letting the movers know what should be packed first and what should be packed second, pointing out any fragile boxes (even if they're labeled), and pointing out which furniture needs to be dismantled.

Do a final | mini-storage | walk-through of your vacated office.

This is to see if any items have been left behind and to document any property damage. Now is also the time to hand over all keys and parking permits, unless you have made some arrangements with the landlord or manager. It's also a good idea to confirm the termination of your lease. 

After Moving | Mini Storage 
After your office move, here are some action items to help you get settled in your new office space.

Unpack and Test | Mini Storage | Your Skills

Unpack the essentials and test your phones, computers, servers, printers, and anything else you're using. Troubleshoot as needed so you don't miss any time getting your business up and running.

Double Check Your Address | Mini-Storage | Change Updates
Make sure everyone who needs to know has been notified of your move, that your online presence lists the new address, and that any stationery, business cards, labels, etc. you use have been updated.

Mini Storage | Meet Your Post-Move Team

To make sure you get back on track quickly and that your place of business looks like a professional office, talk to your team about who's removing labels, who's opening packages, and who's storing the kitchen, restrooms, and supply cabinets. They should share these tasks among their staff.

Celebrate Your New Home | Mini-Storage | Office Moves 

Office moves are stressful for everyone, including your employees. They deserve some time off and recognition for their hard work. As a “thank you” for everyone's cooperation during the move, and as a way to celebrate your new space, budget for a small party after the move. You don't have to be completely set up or anything big - even a celebratory luncheon sometime around noon during the first week of the move will let your staff know how much you appreciate their help and welcome the exciting things going on in your new office.

Office Relocation FAQs | Mini Storage | Problems

Moving your office can be daunting, and we're sure you have questions. Here are some answers to common questions.

What's involved in an office move | Mini Storage | Questions

Planning and organizing your move involves working with your office relocation team to complete all the steps required for an office move. This includes researching, vetting, and finding a moving company experienced in office relocation and working with them on your unique relocation details based on your needs and budget. It also includes getting your new office in order, whether it's cleaning, decorating or remodeling. You should also leave your old office in the same condition it was in before you moved in. If you don't, you could lose your security deposit and face legal problems.

Office relocation also involves changing your address in terms of office supplies and online locations and letting people know. Once you've decided what you have to take with you and what you no longer need or don't fit into the new office, you'll be downsizing. Of course, there's also a fair amount of packing involved, and working with your staff to make sure they know their tasks and deadlines. Then, you'll have to disconnect, transfer and set up all of your technology and utilities, including internet, power, computers, phones, servers and more. After the move, you may have to clean out your old office. Then, let the new office setup begin. And, hopefully, there will be some celebrating after all of this.

How long does it take to relocate my office | Mini Storage | How long does it take to relocate my office | Mini Storage | How long does it take to relocate my office?

You can start planning as early as a year in advance, but we recommend starting no later than 6 months before the move. There is a lot to do before the movers show up to load everything. The actual move should be completed within a few hours, or at most a day if it's a local move. For long distances, it depends on how many miles your belongings have to travel on the road, which can take several days.

How can I successfully move my office | mini storage | ?

As long as you follow the timeline above, we recommend that you:

- Start as early as possible (6 months before the move is ideal).

- Set up a moving team and appoint its manager.

- Prepare your documents for storage so they don't get lost during the move, mini-warehouses are recommended.

- Do your research to find the best movers with experience in commercial moving.

- Assign tasks to staff (e.g. pack up their desks).

- Have a clear plan for IT disconnection/transfer/setup.

- Use mini-storage as a stress-relieving temporary storage facility

- Understand your old and new building codes

- Get your change orders in as early as possible

- Label your boxes diligently

- Make sure everything fits in your new space (and downsize accordingly)

- Move non-essential items first (maybe even move them yourself).

- Have an office party to celebrate the move. You all deserve it!

What are the steps to moving your office? | Mini Storage 

Planning and organizing an office move should start with creating a budget and identifying your moving needs. Then, you'll want to make the effort to find and hire a moving company, and work with them and your staff to develop a moving plan with a set deadline. For more details, see our comprehensive list above.

Ready to organize your office move? | Mini Storage 

Moving to a new office is a big job, but chances are you're doing it for a reason. Plan ahead as much as you can to avoid to-do lapses and build your moving team as early in the process as possible. Knowing that someone is in control of all the moving parts will help reduce stress and keep things on track. Remember that any moving company you hire for your commercial move should be licensed and insured. Check out our moving company directory for a vetted list of reputable movers.

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