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10 Tips for a Smooth Office Move

What's in this article?
  1. Tip #1 Start Planning Early
  2. Tip #2 Create A Budget
  3. Tip #3 Make A Timeline For Your Move
  4. Tip #4 Plan To Set Up Your New Office
  5. Tip #5 Hire A Professional Moving Company
  6. Tip #6 Notify Your Employees
  7. 1) Employee Engagement
  8. 2) Key Employees
  9. 3) Employee Productivity
  10. Key Tips For Notifying Your Employees
  11. Tip #7 Pack Carefully
  12. Tip #8 Label Everything
  13. Tip #9 Update Your Contact Information
  14. Tip #10 Make A Plan For The First Day
  15. Final Thoughts
10 Tips for a Smooth Office Move

Feel like you've outgrown your office space? Maybe you're finally making the jump from a home office to a commercial space, or perhaps you're downsizing to save on costs.

Whatever the reason for your move, there's no doubt you're feeling overwhelmed. There's a hefty list of things to do, and it can be tough to know where to start. That's why we've put together this list of 10 tips for a smooth office move.

By following these tips, you'll be able to minimize the stress and chaos that often comes with moving an office. So read on, and get started on your smooth office move.

Tip #1: Start Planning Early

It's never too early to start planning your office move to reduce the likelihood of overlooking essential details. The last thing you want is for your team to be caught off-guard.

By starting to plan early, you'll save valuable time and ensure that your business operations are minimally disrupted. Here are a few ideas to include in your office relocation planning:

  • Schedule a walk-through of your current office space with a moving company to get an accurate estimate of the cost of your move.
  • Make a list of all the equipment and furniture that will need to be moved (to ensure that nothing gets left behind).
  • Notify your employees of the relocation as soon as possible so they have time to adjust and make any necessary arrangements.
  • Choose a relocation date that is convenient for your business. (You want to minimize disruption to your operations.)
  • Pack up your current office space in an organized manner using a set plan. This will make the unpacking process much easier.

Tip #2: Create a Budget

Planning a budget is essential to avoid overspending and going over your budget. Below are some tips to help you plan and create an achievable moving budget:

  • Know what your company can afford: Before looking for office space, know what your company can afford. Be sure to work with your team to determine a realistic budget for the commercial relocation.
  • Look at the big picture: Once you understand your company's budget, it's helpful to look at the big picture. What are your long-term goals for the commercial space? How much can you realistically afford to spend on the commercial move?
  • Stay within your budget by being informed: It's essential to stay within your commercial moving budget. To avoid overspending, keep track using checklists and regular updates. This ensures you're not creeping over budget.

Tip #3: Make a Timeline for Your Move

A clear timeline will help everyone prepare. Employees will know when they need to pack their things. Those in charge of the move will know when to make arrangements for movers.

A clear timeline also ensures that there will be fewer forgotten details. Here are some things to include on your timeline:

  • Selecting the moving company
  • Notifying employees
  • Canceling and transferring utilities
  • Packing important documents
  • Delivering heavy equipment
  • Cleaning the new office space
  • Moving date
  • Cleaning the old office space post-move

Tip #4: Plan to Set Up Your New Office

To make everything go extra smoothly, it helps to have a detailed plan in place for how you want to set up your new office. Where will you position each employee's workspace? Where will you keep important documents and files?

Here are a couple things you can do ahead of time:

  • Create a floor plan for your new office space so you can predetermine where to place everything.
  • Make arrangements for the installation of any new equipment or furniture to ensure everything is ready to go when you move in.

Tip #5: Hire a Professional Moving Company

Trying to move an office on your own is a daunting task. There are so many things to think about and coordinate that it's easy to get overwhelmed.

That's why hiring a professional moving company is the best option for an office move. Here are seven things to consider when hiring a professional moving company:

  1. Experience: How long has the company been in business? Do they have experience with commercial moves?
  2. Reputation: What do their past clients say about them? (Read online reviews or ask for referrals from businesses in your area.)
  3. Services: What services do they offer? Are they able to handle advanced tasks like disassembling furniture and computers?
  4. Price: Get a few quotes from different companies to compare prices, and be sure to ask about any hidden fees or charges.
  5. Schedule: When will they be available to start the move? Make sure it's a time that won't disrupt your business too much.
  6. Employees: What about the company's employees? Do they seem professional and courteous? Are they background-checked and drug-tested?
  7. Equipment: Do they have the proper equipment to do the job safely and efficiently? (especially important if they're handling large or delicate items)

Tip #6: Notify Your Employees

Your employees are critical to a successful office move – after all, they often do most of the moving work. Here are three reasons why you should notify your employees of your upcoming office move:

1) Employee engagement

If your employees feel like they are part of the decision-making process, they will be more engaged in making the move successful. In addition, by involving them in the planning and execution of the move, you will tap into their creativity and energy, making for a smoother transition.

2) Key employees

Your employees are your most valuable asset – they are the ones who keep the wheels turning day in and day out. Keeping them in the loop ensures that they feel valued and appreciated, which will motivate them to do their best work.

3) Employee productivity

A well-executed office move can lead to an increase in employee productivity. If your employees feel the new space is better suited to their needs, they can adjust effectively and feel more inclined to contribute to company goals.

Key tips for notifying your employees

When going through an office transition, the key is to communicate early and often to employees. Good communication is often underrated in a successful office move.

By keeping your employees in the loop from the beginning, you will ensure they are prepared for the changes ahead.

Effective communication includes being transparent about the budget. Employees will be more likely to support the move if they know it is done in the company's best interests. So be transparent about the budget, and explain how it benefits the company.

Essentially, you need to involve your employees in the planning process as much as possible. Your employees are the ones who will be doing most of the work, and by getting their input, you will be able to ensure the move goes smoothly.

Tip #7: Pack Carefully

When you're packing for an office move, there are a few key things you'll want to keep in mind.

  • Pack any heavy items carefully, as you don't want anything shifting during the move and causing damage.
  • Use appropriate packing materials. Heavy items need sturdy boxes that won't collapse under their weight.
  • Remember to start early. The sooner you start packing, the less stressful the process will be.
  • Get organized by making a packing plan and sticking to it. This will help you stay on track and avoid any last-minute scrambling.
  • Purge your belongings by taking this opportunity to get rid of anything you don't need. The less you have to pack, the easier the process will be.
  • Pack smart by using appropriate packing materials and labeling all of your boxes.

Tip #8: Label Everything

It may seem like a no-brainer, but you would be surprised how many people overlook the crucial step of labeling. It bears repeating to ensure you label everything, including packing materials, heavy lifting items, business items, and practically everything else.

Here are five tips for labeling:

  1. Use packing tape so your labels stay put during the move.
  2. Use a permanent marker, which makes it easy to read your labels, even if they get jostled around during the move.
  3. Label each side of the box. This way, you'll be able to see what's inside no matter how the box is positioned.
  4. Make a packing list. In addition to labeling your boxes, make a packing list detailing what's inside each one. This will come in handy when unpacking at your new office.
  5. Number your boxes to keep track of everything and make sure nothing gets lost in the move.

Tip #9: Update Your Contact Information

Once you've moved, don't forget to update your contact information, such as your website and email address. You don't want to lose potential customers or clients during the transition period.

When updating your contact information, remember to:

  • Give yourself ample time to change your website, email address, and applicable phone numbers. You don't want to rush the process and make mistakes.
  • Notify your current customers and clients of your new address well in advance of the move. This will give them ample time to update their records.
  • Have a period of time where you have both your old and new address listed. Then no one will be left in the dark during the transition.
  • Make sure your contact information is updated on all your social media channels, including your website, email signature, and business cards.
  • Have a plan for forwarding your mail so you won't miss any important correspondence during the move.
  • Hire a professional to handle your address notification process. (If you don't have the time or inclination to do it yourself, you can include this in your moving services list.)

Tip #10: Make a Plan for the First Day

The first day of an office move is crucial to the success of the entire process. Here are five team-building actions for day one:

  • Get everyone on the same page: Make sure everyone in your office is aware of the move and what their responsibilities are by holding a team meeting to review the plan and answer any questions.
  • Work as a team: Enlist the help of co-workers, friends, and family members to make the move go as smoothly as possible.
  • Secure storage: Make sure all important documents and files are securely stored away before the move begins.
  • Take advantage of the vibrant city: Explore your new surroundings and find the best places to eat, shop, and relax.
  • Get organized: Create a plan for where everything will go in your new office, so you can hit the ground running on day one.
  • Relax: At the end of the day, take a deep breath and pat yourself on the back for a job well done. You've made it through the first day! Keep up the good work until everything is moved and settled into your new space.

Final Thoughts

Moving an office can be daunting, but proper planning can make it a smooth and successful process. Keep these tips handy to ensure your next office move is successful!

A-1 Auto Transport is here to help with your next move. We are experienced in all types of moves, including office and corporate, long-distance, and military personnel relocations.

To make your move a success, contact us today for a free quote!

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Joe Webster began his journey in the auto transport field by attending the University of Southern California (USC), where he graduated with a Bachelor of Business Marketing. 

After college, he started his career in the auto transport industry from the bottom up and has done virtually every job there is to do at A-1 Auto Transport, including but not limited to: Truck Driver, Dispatch, Sales, PR, Bookkeeping, Transport Planner, Transport Manager, International Transport Manager, Brokering, Customer Service, and Marketing. Working with his mentor Tony Taylor, Joe Webster has learned the ins and outs of this industry which is largely misunderstood. 

With over 30 years experience in the industry, we've been helping people ship their vehicles, motorcycles, RV's, heavy equipment, household goods and more across the country or overseas without a hitch. Ask us anything.

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Mylene Rutllant
It’s my number one pick in auto shipping to this day.

Due to the nature of my work, I must relocate every couple of years to where my company needs me. Because of this, I’ve tested several moving and auto transport companies over the years.

And my choice in terms of auto transport has to be A1 Auto Transport. It’s in the name, but also in the quality with which they do their jobs. I’ve never had a problem with this company.

The only time my shipment was delayed was during winter when a snowstorm closed down all the major roads. And they still found an alternative and got my car delivered before roads got unstuck.

When I moved to West Virginia, they picked up my car the very day I called them. I like to think they take special care of me considering all the business I’ve sent them. I’ll continue to support A1 Auto Transport. It’s my number one pick in auto shipping to this day.

Luis Rodriguez
You have my full support and recommendation!

I considered selling my car when I moved to Washington. It was old and rusty, but I grew attached to it. So, I called a couple companies to transport it to my new home, but they both fell through.

The first one couldn’t decide on a schedule. He would constantly change the pickup date till I got frustrated and canceled. The second was insufferable, very rude on the phone, even worse in person.

They started picking a part my car asking me why I still have it. If that’s their opinion of my vehicle, how can I trust they’ll take care of it? If something happened midway, why wouldn’t they just blame it on the car instead of paying up?

So, I cancelled this company as well and turned to A1 Auto Transport. From the get go, they were very different from my past options. Their website was very professional and up to date, full of useful information. I requested a quote using their online form, and I got an email response within an hour. Surprisingly fast!

If I didn’t know any better, I would’ve thought they were lacking customers, but the email spoke for itself. In just one email, everything I needed to know was there, including a contact number I could use to get more information or confirm the transport.

I called and got things rolling. I was very pleased with the driver. He followed standard procedure and represented his company well. Can’t remember his name, but props to him!

The car arrived in Washington 6 days later in excellent condition. From what I understand, the transport was delayed a bit by a storm, but since the time window was 4-6 days from the beginning, I don’t really care. You have my full support and recommendation!

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Cristine Benoit
I can safely say this is a legit company that will get the job done.

There are a lot of options for auto transport these days, which surprisingly makes it harder to find a good company. I received more than 10 offers to ship my car, but I couldn’t decide on any of them.

After doing some research, I got even more worried reading about all the scams and accidents that can happen. But, I have work to do and couldn’t afford to drive my newly purchased Mini Cooper all the way to Virginia.

Fortunately, I made the right choice with A1 Auto Transport. They are very good at their jobs. I spent more than an hour drilling Joe with various questions, and he never once lost his patience. He saw I was interested, so he bore with me until I was satisfied. The driver was also very courteous and my car was intact on arrival. I couldn’t have asked for more.

By the way, the price we first agreed on stayed the same. There were no delays or unexpected “surprises.” I can safely say this is a legit company that will get the job done.

David Osallo
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We give A1 Auto Transport a big 10 out of 10! We chose them to move our car from California to Vermont, since we needed professionals.

We were abroad during the transport, so the transport was a bit tricky. The driver had to pick it up from storage on short notice and get it to its destination within at most 10 days. I was happy to note it arrived sooner. We got it 3 days early, right when we got home to pick it up. It made getting around way easier. Awesome service!

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Boca Raton, FL 33487
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