By Nathan Hawes
Moving a business is not simply a bigger version of moving house. Desks, computers and boxes are only part of the job. You also need to keep staff informed, protect customer information, manage access at both sites and get the business working again quickly. This guide to commercial move planning sets out a practical way for Gippsland businesses to organise the work without creating more disruption than necessary.
Start commercial move planning before you book the truck
The best commercial moves are decided well before moving day. Start by nominating one person to coordinate the move, with a backup contact who can make decisions if they are unavailable. This does not mean one person has to do every task. It means staff, building managers, IT providers and removalists have a clear point of contact.
Work backwards from the date you need to be operational at the new premises. If your phones, point-of-sale system or computers must be live on Monday morning, the physical move may need to happen on Friday afternoon or over the weekend. A quieter trading period can be worth paying for if it avoids lost appointments, missed calls or frustrated customers.
Check the new site early. Measure doorways, corridors, lifts, stairwells and tight corners. Confirm where the removal truck can park, whether loading zones need to be booked and whether there are height limits, lift rules or restricted access times. These details are especially useful in busy Melbourne-connected locations, while regional sites can bring their own issues such as gravel access, distance from the door to the truck, or limited parking.
Build a realistic move schedule
Split the job into three parts: preparation, move day and reopening. Preparation includes sorting, packing, labelling and notifying relevant people. Move day covers loading, transport, unloading and placing items. Reopening is where desks are connected, files are found, rubbish is cleared and staff can do their work.
Allow more time than you think for the last part. Furniture can be unloaded quickly, but an office is not ready just because every box is inside. If the new site has workstations, reception counters, shelving or meeting-room furniture that needs dismantling and reassembly, factor that into the schedule from the start.
Decide what moves, what stays and what goes first
A commercial move is a good chance to stop carrying old clutter from one premises to another. Go through storage rooms, cupboards, archive areas and spare furniture before packing begins. Broken chairs, outdated brochures, redundant paperwork and unused equipment take up truck space and staff time.
Be careful with business records. Some documents need secure disposal, while others must be retained for legal, tax or customer-service reasons. Keep confidential files separate, clearly identified and under the control of a trusted staff member. They should not be mixed through general stationery boxes.
Make an inventory of higher-value or sensitive items. This may include computers, servers, printers, specialised tools, stock, display cabinets, safes, artwork or machinery. Photograph their condition where appropriate, record serial numbers and identify anything that needs extra protection or specific handling.
Not everything should be loaded in the same order. The items needed to open the doors on day one should be easy to find and unloaded first. For many small businesses, that includes reception equipment, key files, EFTPOS equipment, stationery, staff kitchen basics and the essential IT gear.
Label for the new workplace, not the old one
A good label saves time at both ends of the move. Write the destination room, workstation or department on every box, rather than only writing what is inside. “Accounts – desk 3” is far more useful than “office items”. Add a short contents note so staff can find essentials without opening every carton.
Use a simple colour system if the premises is large enough to need one. For example, blue labels for administration, green for sales and yellow for kitchen or amenities. The system only works if everyone understands it, so give staff a one-page labelling guide before packing starts.
Each employee should pack their own desk where possible. They know what is current, private or essential. Provide suitable cartons, tape and labels, then set a deadline for personal packing. Managers can check shared cupboards and common areas afterwards to make sure nothing has been missed.
Keep a separate, clearly marked box or crate for each team’s first-day supplies. It might contain power boards, chargers, pens, paper, tea and coffee supplies, cleaning products, basic tools and spare keys. This small step prevents a lot of unnecessary searching once the truck has left.
Plan IT, phones and security as separate jobs
IT is often the part of a commercial move that causes the biggest delay. Furniture removal and IT reconnection are related, but they are not the same task. Decide who is responsible for disconnecting, transporting and reconnecting each system, and make sure they know the moving timetable.
Back up important data before anything is unplugged. Label monitors, docks, keyboards and cables so each workstation can be rebuilt without guesswork. If equipment is being moved by a removalist, use suitable protective packing and tell the crew which items are fragile, heavy or must remain upright.
Arrange internet, phones, alarm systems and access cards ahead of time. It is sensible to test connections before staff arrive for their first full day. If there is any doubt, prepare a temporary option such as mobile hotspots, call forwarding or remote work for a small group. The right approach depends on how much your business relies on live systems and whether a short interruption is acceptable.
Brief staff, customers and suppliers early
Staff do not need every detail on day one, but they do need clear instructions. Tell them the move date, packing deadline, what they are responsible for, where they should park, and when they are expected at the new location. Give them a simple floor plan if desk locations are changing.
Customers and suppliers should hear about the move before it affects them. Update your address, delivery instructions and any booked services. If you will be closed or slower to respond for a day, say so plainly. Most people are reasonable when they have notice.
For businesses that trade from a shopfront, clinic, workshop or office with regular visitors, make temporary signage part of the plan. A notice at the old site, updated voicemail and a message to booked clients can prevent wasted trips and awkward conversations.
Choose removal support that matches the job
A cheap quote is not always the lowest-cost option if it leaves your staff doing heavy lifting, damages furniture or pushes the reopening date out. Look for clear hourly pricing or a properly explained quote, insured handling, suitable truck capacity and a crew that understands commercial access requirements.
Give the removalist accurate information. Include both addresses, floors, stairs, lifts, parking, bulky items, dismantling needs, fragile equipment and the distance between loading areas and doors. If there are pianos, pool tables, large safes or unusually heavy machinery, raise it upfront. These items need the right equipment and enough hands on the job.
For local businesses, Hawes’s Removals can help plan practical office and commercial moves across Traralgon, Gippsland and wider Victoria, including packing support, furniture protection and selected dismantling and reassembly. A proper discussion before moving day helps avoid surprises for everyone.
Keep move day controlled and safe
On the day, the move coordinator should arrive early with access keys, contact numbers and the floor plan. Walk the crew through both sites where possible, point out fragile or priority items, and explain where each department belongs. Keep loading paths clear and make sure staff are not trying to carry heavy furniture in office clothes or around a busy truck area.
Check rooms as they are emptied. Open cupboards, look behind doors and inspect storage areas, kitchens and shared spaces. At the new premises, check that major items have reached the correct room before the truck leaves. It is easier to shift a cabinet a few metres while the crew is there than to reorganise it later.
Give the new site a practical first day
Do not aim for perfection before staff return. Aim for a safe, functional workplace where people can do the most important parts of their jobs. Reception should be presentable, workstations should have power and internet where required, and staff should know where to find amenities, supplies and emergency exits.
Leave non-essential filing, décor and minor layout changes until after the first day or two. Once people are working in the new space, they will quickly identify what needs adjusting. A well-planned move gives you room to make those changes calmly, rather than trying to solve every small detail while the truck is waiting.