9 Essential Office Moving Tips to Minimize Downtime

Moving your office can be a daunting task, with potential business disruptions costing up to $5000 per minute according to Statista. At Office Movers Express, we’ve helped countless businesses relocate efficiently. Here are our top strategies to ensure a successful move with minimal downtime.

1. Plan ahead
2. Organize and delegate
3. Declutter and organize
4. Label and list making
5. Special handling items
6. Packing the right way
7. Choosing the right office moving partner
8. Minimize downtown
9. Post move considerations

1. Plan Ahead and Set a Timeline

Proper planning is the foundation of a smooth office move. Here’s how to get started:

• Create a detailed timeline at least 3-6 months in advance

• Form a diverse move team representing all departments

• Schedule regular team meetings to track progress

• Consider peak business seasons and potential disruptions when setting your move date

Pro tip: Use project management software (Teams, SharePoint, or an app) to keep everyone on the same page and track tasks in real-time.

2. Delegate a Team and Coordinate Responsibilities

Create a move team where all critical responsibilities across the firm are accounted for. Include:

• IT department

• Facilities and office services

• Records department

• Human resources

• Property management company or landlord

Meet regularly to define and delegate tasks such as securing loading dock and elevators, dealing with unwanted furniture and equipment, shredding and archiving of files, HVAC and other decommissioning tasks.

3. Declutter and Organize

Before you start packing, take the opportunity to declutter and organize your office space. Communicate clearly with staff about deadlines, expectations and available storage space in your new office.

Arrange a companywide disposal day when staff should have items cleared out that they don’t need to be moved or ask your office mover to assist with donation or disposal of these items.

4. Label and Inventory

Clear labeling and inventorying are crucial for a smooth office move. Use a color-coded system or inventory software to track your belongings and ensure that nothing gets lost or misplaced. Label boxes with detailed descriptions of their contents and create a comprehensive inventory list or use our inventory list to get started.

5. Items Requiring Special Handling

Consider fragile and specialty items in your space that may need special handling. Valuable artwork, manufacturing or specialized commercial equipment or artifacts should be inventoried, photographed and documented prior to the move.

Contact your company’s insurance provider to discuss special coverage during the relocation process. In some cases, specialty movers may be used. Talk to your commercial moving company to discuss their plan for relocating these items.

6. Pack Efficiently

Efficient packing is crucial for protecting your assets and minimizing downtime:

• Use a color-coded labeling system for easy identification

• Pack heavier items in smaller boxes to prevent injuries

• Photograph and document valuable or fragile items before packing

• Consult with your insurance provider about coverage during the move

Remember: Proper packing isn’t just about protection—it’s about enabling a quick setup in your new space. See our full list of packing instructions for guidance on packing tips.

7. Choose a Office Moving Service

Involving a reputable office moving service will help reduce the stress and hassle of an office relocation. Experienced movers have the expertise and resources to handle more than just the heavy lifting and should:

• Help guide your planning and communication processes

• Provide packing materials including crates, dollies, labels, library carts, etc.

• Protect your building and elevator walls, floors and loading docks

• Have integrated technologies and redundancies in place to ensure the safe keeping and tracking of all your items throughout the moving process.

Schedule a site visit with your potential movers well in advance to clearly communicate your needs and expectations.

8. Minimize Disruptions

Keep your business running smoothly during the move:

• Schedule the move during off-hours or weekends

• Plan for a phased move if possible

• Encourage remote work during the moving period

• Work closely with your IT department to ensure minimal tech downtime

OMX tip: Our clients who opt for after-hours moves report up to 50% less productivity loss compared to those who move during business hours.

9. Consider Post Move Help

Don’t forget about the days following your move:

• Have IT support on standby to address any tech issues

• Consider having movers available for last-minute adjustments

• Conduct a post-move survey to gather feedback and address any concerns

Count on Office Movers Express for Your Next Office Relocation

At Office Movers Express, we don’t just move your office—we ensure your business keeps running smoothly throughout the entire process. Our experienced team can guide you through every step, from initial planning to post-move support.

Ready to make your office move a success? Contact us today for a free consultation and quote. Let’s move your business together.

Andrew B. November 2023

The Armstrong Company

"It's such a pleasure to work with professionals that go the extra mile to make sure every move is as prefect as it can be. Thank you OMX for your commitment to Excellence!"

Nicole R. November 2023

Arrow Bookkeeping

"They really put our minds at ease and even made our move fun! Tim and his team were knowledgeable, friendly, professional and patient."

Mary S. November 2023

WETA Public Media

"We've been return customers for years because of quality service and a great team. Always careful in handling items, hard-working, proactively asking questions, raising better solutions, following our security protocols and easy to work with. Thank you!"

Daja C. October 2023

Integrated Community Services

"The team at OMX exceeded all of our expectations. It's clear they value their customers and prioritize effective communication. They went above and beyond."

Andrea A. August 2023

WMATA

"I want to thank your team for helping us move the office furniture to the various WMATA locations. The movers did an excellent job and were very professional. They also did a great job taking safety precautions and were very accommodating to the WMATA staff."

Adrian W. August 2023

Burke & Herbert Bank

"Our project went very, very well thanks to the team at OMX. Extending my appreciation to all involved!"

Pennie M. May 2023

Stein Mitchell

"I am so glad I picked you guys as my movers, you were perfect."

Cheryl H. May 2023

US Department of Education

"The OMX crews were properly badged, fully informed as to the scope of work, and were given the necessary equipment and information to do the job in a professional manner. A job well done by all."

Dawn D. May 2023

Dynamic Design Enterprises

"The OMX team assigned to our relocation did an outstanding job. Everything on site was amazing! Tim and Mary Anne were wonderful with communicating clearly about what to expect during our move and answering all of our questions. What a great team of hard working folks at Office Movers Express - we were so impressed."

David T. January 2023

Tobin, O'Conor & Ewing

"Everything was great from start to finish. The moving team was very courteous and we appreciated your responsiveness throughout the whole experience."