FAQ

Mitigating downtime during a commercial relocation is one of the most important aspects of the move. Common tactics to maintain productivity during the move include:

• Planning ahead and creating detailed timelines
• Staging the move for continued access to materials
• Implementing work-from-home policies whenever possible
• Relocating during your slow season

Relocation projects can cost a fortune, and sometimes delays and added expenses are blind spots. In many relocation projects, we are very proud that we have saved thousands of dollars because we have mastered the art of project managing a move be it across the street or across the country. Our methods work, we save time, costs and stress.

There is no set price for a commercial relocation. Factors such as scale, complexity, timeline, services required, and distance of the move will influence the total cost. For example, a cross-country industrial move that requires rigging and heavy machinery transportation will be exponentially more expensive than a corporate office relocation within the same city.

Each move is unique, and the steps will vary from project to project. However, every move involves a few basic steps that most companies perform. When you relocate a business, you will need to perform the following steps:

• Review New Location: Develop requirements for the new space and secure lease that suits your company’s needs. This step also involves space planning, designing floorplans, researching construction projects, and identifying FF&E needs.
• Reserve Freighters: Moving vehicles can book up months in advance, particularly if your move requires special freighters to carry oversized loads or hazardous material.
• Secure Vendors: Shop around for various vendors to provide services such as packing, moving, IT disconnect/reconnect, building security, and other areas of need.
• Internal Planning: Review critical move elements and develop move plan. Coordinate with employees to outline responsibilities.
• Administrative Work: Notify stakeholders, such as clients, employees, and vendors, of your upcoming move. File change-of-address paperwork with governing bodies and acquire new certificates and licenses that reflect your new address.
• Execute Move Plan: Station all personnel in their assigned areas at origin and destination to provide direction and answer any placement questions that arise.
• Decommission Old Space: Return vacated space to move-in-ready form. Follow guidelines from lease to avoid holdover rent or loss of security deposit.
• Settle In: Now that it is furnished, begin process of acquainting yourself with the new space. Address any issues and make adjustments as they become necessary.

A general rule of thumb is to begin your pre-move planning at least 6 months in advance, but more time may be needed depending on the complexity and scale of the move. Be sure to leave enough time to reserve freighters, review vendor options, and coordinate the finer details of your relocation. The tasks involved with a commercial relocation can quickly stack up, and the deadline that once seemed distant will rapidly approach.

• General Move “Turn-Key” Contracting
• Pre-Move Planning, Budgeting and Schedule Creation
• Mover/Rigger/Hazardous Materials Mover Selection
• Relocation/Expansion Process Management
• Construction Sub-Contractor Selection and Supervision
• General Vendor Coordination & Project Management Services
• Pre-Move Employee Training

Yes. We provide specialized training and communication to ensure the employees who are moving stay informed, productive and prepared for the upcoming relocation process and how it effects them.

What’s the first step once we decide relocating makes more sense than staying put?

Planning a move to a new space and the thousands of decisions needing to be made quickly to keep the project on time requires 100% devotion to the project.  If you don’t have internal resources to do that, hiring a move/project management firm to work with you every step of the way to keep the project on track and within budget is the best way to start a move project.  

Assuming you have a real estate broker and have accurately confirmed the amount of space you need, the budget required and the timing, your broker will show you the properties available that meet your requirements.  Once the properties are narrowed to 2-3 potential locations, we can help determine which space is going to be the best for you.  If you are an office occupier, how does the furniture layout, who is the landlord and who is managing the property.  If you are looking at a warehouse, is there enough power for your requirements, is the sprinkler system adequate for your pallet racking and how does the space layout. 

How do smart layouts and space planning help us move into less space more efficiently?

The architect will be able to address designing a better office in a smaller space.  If furniture is desired, Relocation Strategies can run our furniture procurement process (for new or used furniture) to make sure you order the most up to date products for your business.

Beyond rent, what should we budget for so there are no surprises?

• Above-building standard construction costs (i.e. lighting, finishes, built-ins, additional electric, separate HVAC) 
• Professional services, attorney, insurance, architect, designer, project management 
• New furniture 
• New IT equipment upgrades 
• Data cabling 
• New or relocated Internet 
• New telephones 
• Audio visual 
• Exterior signage, interior signage, graphics or branding
• Electrical services for disconnecting and reconnecting furniture feeds, UPS 
• New appliances 
• Copier relocation 
• Moving or rigging services 
• Decommissioning services (removing excess furniture, equipment or machinery) 

What is a realistic timeline from deciding to move to being fully operational?

This depends on the size, scope and the requirements of your project. We suggest you start the process 1 year prior to your anticipated move, which will give you and your broker adequate time to find the right space.  Additionally, we listed some generic timeframes below to help with planning.  Some items can run concurrently and other items below run consecutively.  Having a project manager on board working for your best interest can make sure the schedule and timing is customized for your requirements and that all the elements are coordinated in the most time-effective manner possible.

• Develop size, cost and timing – 2-6 weeks 
• Building tours with brokers, test fits, pricing plans lease negotiations, lease signed  – 4-12 weeks 
• If tenant improvements are required:  
  • Design development – 3-5 weeks 
  • Construction documents – 4-5 weeks 
  • Construction bid process – 3-4 weeks 
  • City permitting process – 6-9 weeks 
• Bid construction – 2-3 weeks 
• Construction contracts signed and contractor mobilization – 1-3 weeks 
• Construction – 12-16 weeks 
• New furniture tours, bidding, review, make adjustments, place order – 4-16 weeks (typically started before construction) 
• New furniture lead times – 8-16 weeks 
• Internet lead times for separate circuits and new service – 1-20 weeks 
• Bid other services required security, cabling, phones, AV – 2-6 weeks 
• Final inspection and cleaning prior to move – 1-2 weeks  
• Move days – 1-3 days, unless multiple phases  

Who manages brokers, landlords, architects, IT, furniture, and movers so leadership stays focused on the business?

Relocation Strategies is the right answer.  If we are not doing this, then someone in your organization will need to manage this in addition to their other responsibilities.  Over 50% of employees who manage a move without assistance end up leaving the company within 18 months after the move.

How do we compare spaces, lease terms, and total occupancy costs the right way?

This is best done with your real estate attorney and broker.  Relocation Strategies can review test fits and floor plan exhibits in the lease to make sure that all the items you want in your new space are included.  Many brokers have us do this for their clients. Once the lease is signed anything left out is usually a change order.  We know the right questions to ask to make sure things you want are included.

When and how do we communicate changes to keep morale high?

We are always happy to work with employees.  We can involve them as little or as much as you want. We have held weekly meetings in person and online. You let us know who you want us to communicate with and we will come up with a plan.

At what point does expert oversight save time, money, and stress?

In many situations, we are brought on during the touring of new locations, which will ensure that the new space is right for you.  We often hear from our clients, “I wish I knew about Relocation Strategies at the beginning of our project.”

The earlier you hire a relocation project manager the better. We will be able to save you more time, money, and plan a move tailored for your company, addressing all your needs and concerns, including downtime, the earlier we are brought it.  We will have options and ideas if something changes with your project.  We bring this special type of project planning to the table. This is the only thing we do.

How do we manage timing risks between leases and move dates?

Relocation Strategies is on top of managing the schedule for all activities and move dates, plus returning the origin space back to the landlord.  We would already know if employees could work from home for a few days. If something runs long in the new space, we can opt for a Temporary Occupancy Permit to move on our desired date.  If that didn’t work, we can look for alternatives.  We would determine the best plan for your business and employees. The goal is to minimize the disruption to your organization.

How can a new space improve productivity, collaboration, and cost control?

The right design can aid with productivity, collaboration and synergy.  There are many areas that cost control can be addressed, but it usually is business specific.

Who does what—and why isn’t brokerage alone enough? You should have both as part of your team.

Short Answer
You need both—a broker to secure the right space and a project manager to plan, coordinate, and execute the move. Each plays a different role, and relying on one alone creates risk.

Why This Matters

Many companies assume their broker will manage the entire relocation.

But brokers typically focus on:

• Finding space
• Negotiating leases

They rarely stay involved through planning and execution.

Without a project manager, critical elements—vendors, timelines, budgets—can quickly become uncoordinated.

How It Works (Step-by-Step)

1. Broker secures the space
   Identifies options, negotiates terms, and finalizes the lease
2. Project manager takes over execution
   Plans the move, builds timelines, and coordinates all vendors
3. Vendor coordination & bidding
   Furniture, cabling, AV, security, and more are sourced and managed
4. Schedule and budget control
   Ensures deadlines are met and costs are verified
5. End-to-end move execution
   Oversees contractors, vendors, and move-day operations

👉 The broker gets you the space.
👉 The project manager ensures it actually works for your business.

Common Mistakes to Avoid

• Relying only on a broker to manage the move
• Assuming vendors will coordinate themselves
• Lack of a single point of accountability
• No oversight of budgets and invoices

Expert Insight (Relocation Strategies POV)

Relocation Strategies acts as an owner’s representative, managing all vendors, bids, schedules, and execution—ensuring your relocation is controlled, coordinated, and aligned with your business needs.

When to Engage a Specialist

If your move involves multiple vendors, timelines, or operational risk, a project manager is essential to avoid delays, cost overruns, and disruption.

How do we ensure there’s one owner of the entire relocation process?

Relocation Strategies is responsible for all areas of your project that we oversee.

How do we design flexibility so we don’t have to move again in a few years?

Have a project manager on the team to help lay out the space, not only for today’s needs, but also for future needs.

This would be addressed in the planning phase as one of your requirements.  The selection of furniture may address this as well.

Our Objective is Simple… To provide clients with one point of contact to effectively plan, manage, and execute the client’s relocation from start to finish!

• Minimize operational and employee down-time.
• Create a move-plan based on client’s business needs and select all necessary vendors capable of performing in accordance with the plan.
• Reduce vendor cost through high volume contracting from multiple clients, and execution of a cost efficient move-plan.
• Ensure professionalism for an easy employee transition
• Provide a comprehensive and competitive cost package when compared to independent move budgets.
• Become a reliable resource to address any issues that arise before, during or after the relocation process.

What signals tell us it’s smart to relocate now rather than wait another year?

This may depend on your lease expiration.  There are some questions you can ask yourself. 

• Are you and your team happy in your present location?  
• Do you have too much space or too little?
• Do you just need a change in location?
• Would moving help you attract and retain employees? 

What should we be prioritizing—cost, commute, talent access, flexibility, or growth?

Short Answer
Choose the right business location by balancing cost, commute, talent access, and growth potential—then validating your top options with real space planning before committing.

Why This Matters

Choosing the wrong location can lock your business into:

• Higher long-term costs
• Talent attraction challenges
• Inefficient operations
• Limited growth

A well-selected location, on the other hand, supports productivity, retention, and long-term scalability.

How It Works (Step-by-Step)

1. Define space, budget, and timeline
   Confirm how much space you need, what you can afford, and when you need to move
2. Evaluate key location factors
   Compare:
   • Occupancy costs
   • Employee commute
   • Access to talent
   • Flexibility and growth potential
3. Shortlist 2–3 viable locations
   Narrow options based on your business priorities and operational needs
4. Test fit with space planning (test fits)
   Create layout plans to see how your teams and workflows will function in each space
5. Assess long-term financial and operational impact
   Consider taxes, labor costs, and scalability—not just rent

Common Mistakes to Avoid

• Choosing based on rent alone
• Ignoring employee commute and retention impact
• Not validating space with real layout plans
• Overlooking future growth needs

Expert Insight (Relocation Strategies POV)

Relocation Strategies evaluates locations through a business operations lens, ensuring the space supports workflow, cost efficiency, and long-term growth—not just immediate availability.

When to Engage a Specialist

If you’re comparing multiple locations or making a long-term lease decision, expert analysis ensures you don’t commit to the wrong space—saving significant cost and disruption later.

How do we right-size for hybrid work without sacrificing collaboration or future growth?

Short Answer
Right-size for hybrid work by analyzing real usage data, designing flexible spaces, and planning for scalability—so you reduce unused space without limiting collaboration or future expansion.

Why This Matters

Over-sizing wastes cost.
Under-sizing limits growth and collaboration.

Hybrid work has changed how space is used—but poorly planned reductions can lead to:

• Overcrowding on peak days
• Reduced team interaction
• Costly reconfigurations later

How It Works (Step-by-Step)

1. Analyze space utilization data
   Track how often teams are in-office and peak usage patterns
2. Identify hybrid work behaviors
   Understand which roles need dedicated vs shared space
3. Design flexible environments
   Use hoteling, shared desks, and multi-purpose collaboration zones
4. Prioritize collaboration areas
   Create intentional spaces for meetings, teamwork, and culture
5. Plan for scalability
   Ensure layouts can expand or reconfigure as teams grow

Common Mistakes to Avoid

• Cutting space too aggressively
• Ignoring peak-day demand
• Eliminating collaboration areas
• Designing for today only (not future growth)

Expert Insight (Relocation Strategies POV)

Relocation Strategies uses data-driven space planning to balance cost efficiency with collaboration and long-term flexibility.

When to Engage a Specialist

If you’re reducing space or transitioning to hybrid, expert planning ensures you don’t sacrifice productivity or future scalability.

What pitfalls should we avoid when selecting space, planning layouts, or managing the move?

This most common mistake is companies believing they can handle all nuisances of relocating internally while not alienating the staff. Other mistakes include:

• Budget 
  • Underestimating the budget 

• Space Selection 
  • Leasing too much or too little space, not properly vetting your needs 

• Space Planning Layout 
  • Most people are not familiar with reviewing floor plans and sometimes what is on paper looks different than the space it will take up in reality.  Relocation Strategies can utiilize its experience to review plans with your interests in mind to make sure the space works for you.  We are here to make sure you understand the spatial relationships in the space and to interpret the drawings for you. 

• Review Construction Drawings 
  • Reviewing construction drawings can be overwhelming and there are so many details that are not always on the same page. Assuming that you told the architect, broker or property manager will not be sufficient if it is not on the drawings.   

• Managing the move 
  • The timing of moves can go way over schedule and have hours of downtime if not planned correctly. Using Relocation Strategies to manage the move gives you leverage because we bid and hire movers several times each month. 

How do we align the floor plan with our teams, workflows, and culture?

Short Answer
Align your floor plan by mapping how teams actually work, collaborate, and communicate—then designing the space to support productivity, flow, and company culture.

Why This Matters

A poorly designed layout leads to inefficiencies, communication breakdowns, and employee frustration.

The right floor plan improves:

• Productivity
• Collaboration
• Employee experience
• Space utilization

How It Works (Step-by-Step)

1. Analyze team workflows
   Understand how departments interact and where collaboration happens
2. Identify adjacencies
   Place teams that frequently work together in close proximity
3. Define work styles
   Balance private offices, open collaboration zones, and quiet spaces
4. Incorporate culture into design
   Reflect how your company operates—formal, collaborative, hybrid, etc.
5. Plan for future growth
   Build flexibility into the layout for scaling teams

Common Mistakes to Avoid

• Designing for aesthetics over function
• Separating teams that need constant interaction
• Ignoring acoustic and privacy needs
• Not planning for growth

Expert Insight (Relocation Strategies POV)

Relocation Strategies aligns floor plans with real operational workflows, ensuring the space enhances productivity—not disrupts it.

When to Engage a Specialist

If your space must support complex teams, high performance, or future growth, expert planning ensures your layout works from day one.

How do we relocate without pulling leadership into day-to-day logistics?

Working with Relocation Strategies can significantly reduce the time required from leadership.  During our kickoff meeting we will identify your goals and objectives. Once we understand your goals and objectives, we manage your project as our guide.  We do the research, the bidding of products and services and bring leadership the pricing, requirements and plan for their review.  We will be onsite for the move and leadership does not need to be present, because everything will be handled.  Most of our client’s trust us to get the job done and are not onsite during the relocation.

Short Answer
To avoid business disruption during a move, you need phased planning, parallel system setup, and a controlled execution strategy led by a dedicated project manager.

Why This Matters
Unplanned downtime can result in lost revenue, missed client commitments, and operational chaos—especially in high-performance environments like law firms, data centers, and corporate offices.

How It Works (Step-by-Step)

1. Conduct a full operational and systems audit
2. Set up IT and infrastructure at the new location before the move
3. Execute the move in phases (by team or function)
4. Schedule critical work during off-hours or weekends
5. Test all systems before employees return

Common Mistakes to Avoid

• Moving everything at once
• Not pre-testing systems
• Lack of centralized project oversight

Expert Insight
At Relocation Strategies, moves are managed as business continuity projects, ensuring operations remain uninterrupted from day one.

When to Engage a Specialist
If your business cannot afford downtime—even for a few hours—you need a structured relocation strategy, not a standard moving service.

Comparing pricing for commercial moving services isn’t just about finding the lowest quote—it’s about understanding what you’re actually paying for and how it impacts your business continuity.

Typical Pricing Models

Commercial movers may price their services in several ways:

• Hourly Rates
  Common for smaller moves; based on crew size, hours worked, and equipment used.
• Flat-Rate Pricing
  Fixed cost based on scope, distance, complexity, and services included.
• Per Square Foot / Per Employee
  Used for larger office relocations to estimate scale and resources required.
• Custom Project-Based Pricing
  Tailored quotes for complex moves involving IT, phased transitions, or specialized equipment.

Key Cost Factors to Compare

When evaluating quotes, look beyond the headline price and assess:

• Size and scope of the move
• Distance and logistics complexity
• Furniture disassembly/reinstallation
• IT and infrastructure relocation
• Packing materials and labor
• Storage or warehousing needs
• Insurance and liability coverage
• After-hours or weekend scheduling

What Low Quotes Often Miss

A lower quote can sometimes mean:

• Limited scope (hidden add-ons later)
• Inexperienced crews
• Lack of coordination with IT or facilities
• Higher risk of downtime or damage

In commercial moves, cheap can become very expensive if your operations are disrupted.

How Relocation Strategies Helps You Compare Smarter

We don’t just collect quotes—we normalize and evaluate them so you can make a true apples-to-apples decision.

We help you:

• Identify what’s included vs. missing in each proposal
• Compare total cost of ownership, not just upfront price
• Select from our network of vetted, trusted vendors
• Align pricing with your timeline, risk tolerance, and business goals

The Bottom Line

The best value isn’t the lowest price—it’s the vendor and plan that delivers a seamless move with minimal disruption.

Ready to Compare the Right Way?

Contact Relocation Strategies for a tailored vendor shortlist and transparent pricing comparison aligned with your business needs.

Commercial moving companies offer far more than just transportation—they provide end-to-end relocation support designed to minimize disruption and protect your business operations.

Core Services You Can Expect

Most reputable commercial movers provide:

• Pre-move planning & logistics
  Detailed move plans, timelines, and coordination to ensure a seamless transition.
• Packing & labeling services
  Professional packing of office equipment, files, and assets with organized labeling systems.
• Furniture disassembly & installation
  Breakdown and reinstallation of workstations, offices, and collaborative spaces.
• IT & technology relocation
  Secure handling and reconnection of servers, computers, and network infrastructure.
• Transportation & logistics
  Efficient, secure movement of assets from your current space to your new location.
• Storage solutions
  Short-term or long-term warehousing for furniture, equipment, or phased moves.
• Decommissioning services
  Removal of unwanted furniture, cabling, and restoration of your previous space to lease requirements.

What Most Businesses Overlook

Not all moving companies are equipped for complex commercial relocations—especially for:

• Law firms handling confidential data
• Healthcare practices with compliance requirements
• Manufacturers with specialized equipment
• High-growth companies needing phased or hybrid transitions

This is where working with a project management partner like Relocation Strategies becomes critical.

How Relocation Strategies Elevates the Process

We go beyond the mover by:

• Matching you with vetted, best-fit vendors
• Managing timelines, budgets, and accountability
• Coordinating multiple stakeholders (IT, furniture, contractors)
• Ensuring business continuity with minimal downtime

The result: a strategic, controlled move—not a reactive one.

Ready to Plan Your Move?

Connect with Relocation Strategies to ensure your office relocation is handled with precision, expertise, and the right partners from day one.

Yes—most professional office relocation companies offer furniture disassembly and reassembly services as part of a comprehensive move. This is a critical component of any commercial relocation, especially for businesses with modular workstations, private offices, and collaborative environments.

What’s Typically Included

Reputable commercial movers can handle:

• Workstation disassembly and reinstallation (cubicles, benching systems)
• Private office furniture (desks, conference tables, shelving)
• Specialty items (filing systems, storage units, custom-built fixtures)
• Labeling and reconfiguration to match your new floor plan
• Coordination with furniture vendors or manufacturers when needed

Why This Matters More Than You Think

Furniture disassembly isn’t just manual labor—it requires:

• Knowledge of manufacturer specifications
• Proper tools and handling to avoid damage or missing components
• Alignment with your new layout, workflows, and team structure

If done incorrectly, it can lead to:

• Delays in employee setup
• Increased costs for repairs or replacements
• Misaligned office layouts that impact productivity

Not All Movers Are Equal

Some moving companies outsource this work or provide only basic support. For more complex environments—such as:

• Law firms with high-end office buildouts
• Healthcare practices with specialized furnishings
• Corporate offices with modular systems
• Growing companies redesigning for hybrid work

—you may need dedicated furniture installation specialists alongside your mover.

How Relocation Strategies Supports You

We ensure this part of your move is handled with precision by:

• Connecting you with vetted vendors and certified furniture installers
• Aligning disassembly/reassembly with your floor plan and workplace strategy
• Coordinating between movers, installers, and internal teams
• Managing timelines to ensure workspaces are fully operational on day one

The Bottom Line

Furniture disassembly and assembly is a mission-critical step in any office move—not an afterthought.
The right expertise ensures your new space is functional, efficient, and ready for business immediately.

Need Help Coordinating Your Move?

Contact Relocation Strategies for access to trusted relocation partners and furniture specialists tailored to your project.

You can get free quotes for business relocation services by working directly with moving companies—or more effectively, by partnering with a project management firm like Relocation Strategies that sources and compares quotes on your behalf.

How the Process Typically Works

To receive accurate quotes, you’ll need to provide:

• Current and new office locations
• Size of your space (square footage or headcount)
• Inventory of furniture, equipment, and assets
• IT and infrastructure requirements
• Desired move timeline and key deadlines
• Any special considerations (compliance, security, phased move, etc.)

The more detailed your information, the more precise and reliable your quotes will be.

Your Options for Getting Quotes

1. Direct Outreach to Moving Companies
You contact multiple vendors, schedule walkthroughs, and collect estimates yourself.

2. Use a Project Management Partner (Recommended)
Relocation Strategies gathers quotes from a network of vetted, trusted vendors—saving you time and ensuring quality.

Why “Free” Quotes Can Be Misleading

While most quotes are free, they are often:

• Inconsistent in scope (making comparisons difficult)
• Missing key services (leading to hidden costs later)
• Based on limited understanding of your operational needs

This can result in unexpected expenses, delays, or business disruption.

How Relocation Strategies Adds Value

We streamline and elevate the process by:

• Providing access to pre-vetted relocation vendors
• Ensuring each quote reflects a complete, apples-to-apples scope
• Highlighting gaps, risks, and hidden costs
• Aligning vendor recommendations with your business goals, timeline, and budget
• Managing communication and next steps for a seamless experience

The Bottom Line

Getting multiple quotes is important—but getting the right quotes, with the right scope and partners, is what ensures a successful move.

Ready to Get Started?

Contact Relocation Strategies to receive tailored, transparent quotes from trusted relocation partners—without the stress of managing it all yourself.