Relocating your office out of Fountain Square, downtown Indy, or the northwest corridor? It’s a big job. Without a plan, it can quickly spiral into missed deadlines and unexpected costs. Whether you’re a facilities manager overseeing 25 employees or an HR lead navigating an out-of-state relocation, a solid plan and the right moving partner makes all the difference.
This guide walks you through key milestones, planning tips, and what to expect at every stage, so you can keep operations moving while you transition your space.
What to Know Before You Start Your Office Move
Start planning your move six to 12 months in advance. This gives you time to evaluate needs, secure the right moving partner, and coordinate with internal teams. Larger offices or companies with complex IT needs should lean toward the longer end of the range.
Sample Business Move Timeline
Every relocation is different, but most follow the same general rhythm. Below is a typical transition schedule that covers the major milestones. Use this as a baseline when building your own schedule, then customize based on your staff size, location, and internal deadlines.
- 6-12 months out: Set a budget, assign a move project lead, begin researching movers.
- 3-6 months out: Finalize your new location, coordinate with IT and facilities workgroups, hire your vendor.
- 1 month: Begin packing non-essentials, communicate move details to vendors and employees.
- Move week: Supervise movers, update clients, ensure continuity plans are in place.
- Post-Move: Test systems, resolve issues, help employees get acclimated.
Tight Timelines and Last-Minute Office Moves
Not every business has the luxury of a long lead time. Lease changes, rapid growth, or urgent operational shifts can force a faster schedule. If you need to relocate quickly, you’ll need to work with a mover who can flex fast without cutting corners. Here are a few ways to stay on track while the clock is ticking:
- Assign a single decision-maker. You don’t have time for committee delays. Choose a point person who can make calls on behalf of leadership.
- Skip what you can. Don’t try to do everything in-house. Use full-service movers who can pack, load and even handle setup.
- Communicate fast and often. Keep employees, IT, and facilities in the loop with daily updates. This keeps things progressing and prevents confusion.
- Ask about fast-turn options. Not all movers can handle short-notice office relocations. Busy Bee Movers keeps room in the schedule for these kinds of projects and can help you build a condensed plan without sacrificing quality.
Build a Reliable Move Team
A successful move depends on strong internal coordination. Start by appointing a project manager—someone who can oversee the plan, coordinate across departments, and communicate with your moving company.
Pull in representatives from IT, HR, and leadership to ensure all bases are covered. Use checklists or shared tools to keep tasks, timelines, and responsibilities clear and updated.
As you begin planning, clarify what your mover will (and won’t) provide. Some moving teams bring everything—including pads, crates, labels, and tools. Others may expect your employees to be fully packed and ready. Make sure you understand what’s included, what’s extra, and how your departments can plan accordingly.
Busy Bee works directly with your internal relocation team to reduce friction and keep communication clear. We’re your partner every step of the way.
Choosing the Right Moving Company for Your Office Relocation
Not all office moves are the same. Before you choose a moving company, here are some factors to consider.
Experience with Business Moves: Not all movers are equipped for commercial work. Look for a vendor with proven experience in office relocations and a track record of helping companies stay on schedule and on budget. Commercial moves involve more than just boxes. They include workstations, IT, file security, and a live business to protect.
Transparent Pricing: Ask for a detailed quote early, one that includes all fees, from trip charges to materials. A professional mover won’t give you vague ranges. They’ll walk you through what your job will actually cost, line by line, so you can budget confidently and avoid costly surprises.
Clear, Written Contracts: Before you sign, confirm that the contract outlines services, timing, and how changes or delays are handled. A clear agreement protects your business and avoids miscommunication. Every responsibility should be written down—yours, theirs, and any third-party vendors involved.
Insurance and Valuation Coverage: Make sure your mover offers valuation coverage or insurance options in case of loss or damage. This is especially important when transporting high-value items like servers, copiers, or furniture. Ask what’s included by default and what additional protection is available for sensitive equipment.
Communication and Planning Support: Choose a mover who listens and adjusts to your needs—not one who tries to fit you into a preset formula. From walkthroughs to scheduling to last-minute changes, open communication is key. You should know exactly who to contact and what to expect at every step in the process.
Full-Service Options: Full-service movers like Busy Bee handle everything from packing and labeling to transport, unloading, and setup. This takes pressure off your staff, reduces downtime and ensures that your staff can stay focused on their work, not on wrapping cords or building desks.
Not sure what level of service your organization needs? Start with a call. A reliable mover will help you assess what makes sense based on your goals, capacity, and timeline.
Reducing Downtime During a Business Relocation
Disruption can cost more than the move itself. Missed calls, lost productivity, and frustrated clients add up quickly. That’s why building a continuity plan should be part of your relocation plan from day one.
Coordinate with your IT staff or vendors to confirm when and how internet, phones, and internal systems will go live in the new location. Schedule testing before your staff arrives.
If your business allows it, remote work during transition week can ease the strain. It keeps people productive while reducing onsite congestion.
Keep communication flowing. Staff should know exactly when and where they are expected, how to ask questions, and who to contact if something isn’t working.
IT and Infrastructure Planning for Office Relocations
Your tech setup is the backbone of your business. Don’t leave it to chance. Before you transition locations, take inventory of all equipment, from desktops and routers to servers and power strips. Backup your data, label every cable and device, and coordinate closely with your IT provider.
Make sure your new space is move-in ready: confirm that outlets, cabling, and connectivity support what your network needs. If you’re upgrading systems, use the transition as an opportunity to streamline or standardize equipment.
And don’t forget network security. Make sure devices are reconnected properly, access is secure, and no equipment is left behind. A little prep now can prevent major disruptions later.
Final Steps and Support After Moving Your Office
This is where all your planning pays off. The week of your location transition should be carefully scripted: What’s moving when? Who is supervising? And, what’s happening on the other end?
Double-check access to both locations, confirm elevator reservations, and communicate final timing to staff. Label everything clearly by department or workgroup so items land in the right place.
After the move, focus on systems first. Are phones, email, and the internet working as expected? Then support your staff. Provide maps or signage, troubleshoot workspace issues, and gather feedback.
Busy Bee assigns a lead mover onsite to keep the process smooth and efficient. That means your staff can stay focused while we handle the heavy lifting.
Ready to Plan Your Office Move?
Body Busy Bee Movers has decades of experience handling commercial relocations for Indianapolis-area businesses. We work closely with your internal teams to create a custom timeline that meets your needs and minimizes disruption.
Give us a call. We’ll talk it through—no call centers, no pressure, just a helpful conversation with a real person.
