Top 10 Tips for a Smooth Commercial Move

Let’s be honest—moving can be as much fun as a root canal, especially when it’s your entire business on the line! But with the right team by your side and a little guidance, it doesn't have to be a nightmare!

Moving a business is a complex task that requires careful planning and execution. Whether you’re relocating to a larger office or shifting to a new city, the key to a successful commercial move is preparation. 

Here are our top ten essential tips to ensure your business transition is seamless and stress-free, and frankly keep your sanity intact. 

1. Start Planning Yesterday

Commercial moves involve many moving parts, so start planning early. Get a timeline going, assign tasks, and prepare for the fact that moving day might still feel a little chaotic. At least you’ll know where the chaos is happening when you have a clear plan-of-action.

2. Hire Movers Who Know What They're Doing

Partnering with an experienced commercial moving company is crucial. Your buddy’s cousin with a pickup truck isn’t going to cut it. You need professionals—people who’ve seen it all, from three-story filing cabinets to conference tables that weigh as much as a small car. Look for commercial movers who know their stuff (hint: Hampton Roads Moving & Storage).

Don’t forget to check reviews and request a detailed estimate.

3. Assign an Internal Move Manager 

Designate one team member as the Move Manager to oversee the entire process. This person will coordinate with the moving company, communicate with employees, and ensure all tasks are completed on schedule. Having a single point of contact keeps everyone on the same page. Bonus points if they're good at staying calm under pressure. 

4. Declutter Before Packing

Use your move as an opportunity to declutter. Get rid of old furniture, outdated tech, and all those binders no one has opened since 2003. Not only does this reduce the volume of items to move, but starting fresh in your new space will make the whole move feel worth it.

5. Label Everything

Clearly label all boxes and furniture with their contents and destination. Your future self—and your new location—will thank you! Use a color-coded system or number system to make unpacking easier. Proper labeling ensures that your team and movers can quickly locate and set up items, and get back to business! 

6. Back Up Important Data

Before moving any computers or servers, coordinate with your IT department to ensure all critical files and data are securely backed up. Moving sensitive equipment like servers and laptops can be risky—there’s always a chance of accidental damage, misplaced cables, or other hiccups. With IT’s help, you can safeguard your data and avoid unnecessary disruptions during the transition.  Save yourself the headache and make sure all your files are safe and sound. 

7. Tell the World You're Moving

Clients, vendors, service providers—let them know you’re relocating, and let them know well in advance. Update your address on all business materials, including your website, email signatures, and social media accounts. Keeping everyone informed ensures a smooth transition with minimal disruption.

8. Make Sure Your New Place is Move-In Ready

There’s nothing worse than showing up at your new office and realizing the internet isn’t working. Double-check that utilities, internet, and other essentials are ready to go before moving day. Having everything in place means your team can hit the ground running and get back to doing what they do best! 

9. Turn Moving Day Into a Team Effort

Sure, Hampton Roads Moving & Storage will handle the heavy lifting, but get your team involved, too. Let them pack their own desks, unpack in the new space, or assign specific tasks to team members, keeping employees engaged helps the team feel like.... well... a team!

10. Take a Deep Breath and Plenty of Breaks

Moving is stressful, and things probably won’t go exactly as planned. But that’s okay! Schedule a little downtime to regroup, laugh about the hiccups, and remind yourself that soon, it’ll all be over. Plan for a buffer period to account for any unexpected delays and try to schedule your move during a time that minimizes impact on your business operations, such as weekends or holidays.

Moving your business doesn’t have to feel like the end of the world. With the right planning—and the right moving company (wink, wink)—you can turn a stressful experience into a smooth transition.

Ready to make your move?

Call Hampton Roads Moving & Storage today, and we’ll be there for you through every step of your journey.