Start with a plan and an owner
An office move goes wrong when nobody owns it. Name one person as the move coordinator. That person collects the inventory, talks to building management at both locations, answers the crew's questions on the day, and decides what happens to anything left over.
Most office moves are planned around keeping the business running: moving after hours or over a weekend, moving one department at a time, or setting up the new space before the old one is emptied. Decide which approach fits your business before you ask for a quote, because it changes the crew size, the timing and the building bookings.
Six weeks before
- Confirm the move date with both landlords or property managers.
- Ask both buildings for their move rules: permitted hours, elevator and loading-dock booking, floor protection and any paperwork they need from the movers.
- Take a floor plan of the new space and decide where each team, desk and cabinet goes.
- Inventory furniture, filing cabinets, equipment and storage rooms.
- Decide what is being disposed of, sold or donated rather than moved.
- Request a quote with the inventory, both addresses and the access details.
Two to three weeks before
- Book the elevator and loading dock at both buildings for the agreed window. Under FleetGo's terms, the customer arranges elevator reservations, dock access and parking.
- Number each desk and office on the floor plan, and give every staff member labels for their boxes with the matching number.
- Ask staff to pack personal items and desk contents, and to clear the tops of desks.
- Schedule your IT provider to disconnect and reconnect computers, phones and network equipment.
- Arrange for the new space to be ready: keys, access cards, alarm codes and lighting.
Computers, screens and electronics
Electronics need the most attention. Back up data before anything is disconnected. Original manufacturer packaging is strongly recommended for monitors, computers and screens; where it is not available, ask about appropriate protection when you book.
Cables and peripherals should be bagged and labelled with the desk number they belong to. Servers and network equipment are usually best handled by your IT provider, with FleetGo moving them once they are disconnected and packed.
Filing cabinets and heavy items
Empty filing cabinets or lock them, depending on what the crew advises for the cabinet type. Full cabinets are very heavy and can be damaged when tilted. Items over 100 lb carry a $100 heavy-item charge each, so mention safes, large printers and full cabinets in the inventory.
Basic disassembly of standard desks and tables is included when it is reasonably required and within the booked scope. Systems furniture and modular workstations can take longer; describe them in the quote request.
On moving day
- The coordinator walks through the old space with the crew and confirms what is moving.
- The agreement is signed and the crew begins; billing starts after signing.
- Items are loaded by desk or department so they come off in a useful order.
- At the new space, the coordinator directs placement using the floor plan.
- Staff unpack their own desks; IT reconnects equipment.
After the move
Check the old space before you hand back the keys: storage rooms, server closets and kitchens are easy to miss. Check the new space for damage and report anything to FleetGo within 48 hours.
FleetGo has documented a Mississauga office move as a case study. For how commercial moves are planned, see office moving.