A household move disrupts a family for a weekend. An office move can stop revenue. The work is mostly about downtime: how long the phones, computers and doors are out of service. The phases below are built to keep that gap short. Treat the plan as a shared document that department heads review before the date is set.
Phase 1: team and timeline
- Name a move lead and a backup with authority to decide.
- Set the target date with the lease end dates for both spaces.
- Tell employees early and give a clear contact for questions.
- Request an on-site estimate from the mover so it can see the space, the elevators and the loading dock. See move management.
Phase 2: inventory and layout
- List furniture, equipment, files and supplies by department.
- Decide what to discard, sell or put into storage (see commercial storage and records moving).
- Draw a floor plan of the new space and number the workstations to match.
- Give each employee a labeled crate or tag for personal items.
Phase 3: IT, phones and utilities
- Book internet and phone service at the new address ahead of time.
- Plan the shutdown and restart order for servers and network gear.
- Back up data before anything is unplugged.
- Arrange power, security, alarm and access badges for the new space.
Phase 4: address changes
Update the business address with customers, vendors, banks, insurers and licensing agencies. File a business change of address with USPS and tell the IRS using Form 8822-B. In Nevada, check with the Secretary of State whether your filings show your address. Update your website, Google Business Profile, invoices and email signatures on the day you open.
Phase 5: moving day and the first morning
Plan the first morning as carefully as the move itself: staff should arrive to working power, phones and a clear map of where each person sits.
- Schedule the move for evenings or a weekend if you need to avoid downtime.
- Keep a staff member on site at both ends to direct the crew.
- Test phones, network and printers before staff return.
- Walk the old space for leftovers and return keys.
- Check the inventory against the delivered items and report damage right away.