Quick answer: Set a budget and timeline, pick a move lead, review both leases, plan the new layout, decide what furniture stays or goes, order new pieces early, set up IT, tell clients and vendors, run a tight move day, then clear out the old space.
An office move touches everything: your people, your tech, your clients, and every desk and chair you own. Skip a step and you lose days of work. Follow these ten, and you walk into your new space ready to go.
1. Set Your Budget and Timeline
Start early. Many businesses begin planning six to twelve months before move day. Bigger offices need more time. Smaller ones can move faster, but rushing always costs more.
Build your budget around the big buckets: movers, furniture, IT and cabling, build-out, and a cushion for surprises.
2. Pick One Person to Lead the Move
Moves fail when everyone owns them and no one does. Choose one move lead. Give them the authority to make calls, the budget, and a small team from IT, operations, and leadership.
3. Read Both Leases Closely
Your old lease sets your exit rules. Look for notice deadlines and any clause that says you must remove furniture or restore the space. Your new lease tells you your move-in date and any building rules.
Missing a lease deadline can cost you a month of double rent. Put every date on one calendar.
4. Measure the New Space and Plan the Layout
Get the floor plan for your new office. Then decide where every team, desk, and meeting room goes before anything moves.
This is where most moves go right or wrong. We draw your new office in 3D for free. You can even walk through it in a free VR design session. You see the fit before you commit. Learn more about our office design service.
5. Decide What Furniture Stays, Goes, or Gets Replaced
Walk your current office with a clipboard. Sort every piece into three groups:
- Keep: Good condition and fits the new layout.
- Sell or donate: Still useful, but not right for the new space.
- Replace: Worn out, broken, or the wrong size.
A move is the best time to upgrade. You pay for delivery and setup once instead of twice. And you may be able to sell your used furniture to offset the cost.
6. Order New Furniture Early
New furniture often ships on a factory lead time of several weeks. Order as soon as your layout is final.
Short on time? Used and refurbished furniture from our Columbus warehouse ships in days, not weeks. Many clients mix new and used to hit both budget and deadline.
7. Plan IT, Phones, and Internet
Your team can't work without Wi-Fi. Call your internet provider early, because installs can take weeks. Schedule network cabling before the furniture goes in. List every device, printer, and phone line that needs to move.
8. Tell Everyone Your New Address
Make a list and work through it:
- Employees, with a move schedule and packing guide
- Clients and vendors
- Your bank, insurance, and payroll provider
- USPS mail forwarding
- Your website, Google Business Profile, and online listings
- Business cards, letterhead, and signage
Pro tip: Keep your business name, address, and phone number identical everywhere online. Google uses that match to rank local businesses.
9. Run a Tight Move Day
Hire a licensed commercial mover to pack and move your existing furniture, files, and equipment. Ask your building about elevator reservations, loading dock times, and proof of insurance. Many buildings require a certificate of insurance before movers can enter.
Here is how we fit in: We deliver and install your new and used furniture in the new space. Ideally, we set it up before move day, so your team walks in to finished workstations. Label every box and desk by room number so the movers know where things go.
10. Clear Out the Old Space
Your lease may require an empty space at move-out. Getting rid of leftover furniture is a job most people forget until the last week.
We make it simple. Our office decommissioning service resells, donates, and recycles leftover furniture through one vendor. You make one call instead of five.
Office Move Timeline at a Glance
| When | What to Do |
|---|---|
| 6 to 12 months out | Set budget, pick a move lead, review leases |
| 3 to 6 months out | Finalize layout, sort furniture, order new pieces, book movers and IT |
| 1 to 2 months out | Tell clients and vendors, update listings, schedule cabling |
| Final weeks | Install furniture, label everything, confirm building access |
| After the move | Decommission the old space, fix punch-list items |
Moving offices in Columbus? We handle the layout, the furniture, the installation, and the cleanout. Your movers handle the boxes.
Call (614) 332-1828 or request a free quote.
Frequently Asked Questions
How far in advance should I plan an office move?
Many businesses start planning six to twelve months before move day. Larger offices need more time. Start with your lease dates and work backward.
What is the first step in an office relocation?
Set your budget and timeline, then pick one person to lead the move. Next, review your current lease for notice deadlines and move-out rules.
Should I buy new furniture when I move offices?
A move is a smart time to replace worn or wrong-sized pieces, because you pay for delivery and setup once. Keep what fits, and sell or donate the rest.
What do I do with old office furniture when I move?
You can sell it, donate it, or recycle it. An office decommissioning service handles all three through one vendor, so you leave the old space empty and on time.
Does Capital Choice move existing office furniture?
No. Capital Choice plans your layout, supplies new and used furniture, installs it, and clears out your old space. Hire a commercial mover for your existing items. Call (614) 332-1828 to plan your move.
Have a question this did not answer?
Call 614.332.1828 and ask a person. We have been doing this for twenty years and we will give you a straight answer.