An office move rarely fails because of the moving day itself. It fails because of what was not planned months earlier: a lease date that did not line up, an internet connection that was not ready or an elevator that was never booked. The good news is that almost every one of these problems can be avoided with a clear timeline and the right commercial movers.
Teams like My City Movers, which plans and carries out office and commercial relocations throughout Metro Vancouver and the Fraser Valley, recommend starting the process long before the boxes come out. Below is a practical timeline you can adapt for a small office or a multi-floor business.
Why a Timeline Matters for Business Moves
A business move involves many people at once: staff, landlords, property managers, IT providers, furniture suppliers and commercial movers. Without a schedule, tasks fall through the cracks. A timeline keeps everyone aligned and protects your most valuable resource: working time.
Three to Six Months Before the Move
Review your lease and new space
Confirm move-out obligations in your current lease, including restoration requirements, and confirm when the new space will be available. Allow a buffer in case construction or fit-out runs late.
Set a budget
Include moving services, packing materials, new furniture, IT setup, cleaning, signage and possible temporary storage. A clear budget makes it easier to compare quotes.
Start contacting commercial movers
Request on-site estimates from two or three experienced commercial movers. Booking early is especially important for end-of-month and end-of-quarter dates, which fill up quickly.
One to Three Months Before the Move
Choose your moving partner
Select a company with proven commercial experience, a strong safety record, and clear written pricing. Confirm the date, crew size and whether the move will happen after hours or on a weekend.
Create a floor plan
Map out where every department, desk, printer and storage unit will go. Your commercial movers will use this plan to place items correctly on moving day.
Coordinate both buildings
Book loading docks and service elevators at both locations, and confirm required access permissions with each property manager. Ask about move-in rules, such as permitted hours and floor protection requirements.
Plan your IT move
Arrange internet and phone installation at the new location, plan data backups and decide whether your IT provider will disconnect and reconnect equipment.
Two to Four Weeks Before the Move
This is when preparation becomes practical. Key tasks at this stage include:
- Declutter files, furniture and equipment you no longer need
- Arrange disposal, donation or recycling of unwanted items
- Order crates or reusable moving bins and labels
- Assign each employee to pack their own desk and personal items
- Update your address with clients, suppliers, banks and online listings
- Order new signage, business cards and printed materials
- Confirm the final schedule with your commercial movers and both buildings
Moving Week
Pack and label everything
Every crate, chair and piece of equipment should carry a label that matches the floor plan. Commercial movers often supply colour-coded labels to speed up unloading.
Protect sensitive equipment
Servers, computers and printers should be backed up, powered down and packed according to your IT provider’s and movers’ instructions.
Communicate with staff
Send clear instructions on what to pack, when the office will close and when work resumes in the new location.
Moving Day and After
Have a point person on site
Assign someone from your business to answer questions and approve placement decisions at both locations.
Set up essentials first
Prioritize workstations, internet, phones and reception so the business can operate from day one. Furniture assembly and final touches can follow.
Check and settle in
Walk through the new space with your movers, note any issues and confirm that nothing was left behind at the old office.
