How Scaling Startups Can Handle Office Moves Efficiently

Scaling is the most exciting phase for a startup: teams grow, momentum builds, and operations demand a bigger space. While this is a sign of success, it necessitates a significant and often tricky undertaking: relocating the office.

In fact, recent data shows how common such moves have become among larger enterprises. About 8.9% of publicly traded U.S. corporations relocated their headquarters during the 2022-23 fiscal year, marking the highest rate in 7 years.

Moving, however, is stressful. Even small moves require planning, coordination, and patience. And when you're in the middle of scaling, the last thing you want is disruption to your workflow. The goal is to make your move feel seamless so your team stays focused, motivated, and excited about the next phase.

Here are a few tips that can help you handle office moves efficiently. 

1) Clarify Your Space Needs Before You Start Looking

Scaling startups often make the mistake of planning space based on current headcount. That is a costly error. Your office space is a dynamic resource, not a static asset. Avoid over-investing in square footage you will not actually use.

The global trend shows office demand decreasing in major U.S. cities like San Francisco and New York. This structural shift proves that the old ‘one desk per employee’ calculation is obsolete.  

Use hybrid attendance data to calculate your maximum expected occupancy. This number tells you exactly how many desks are needed. Most experts suggest budgeting 150 to 250 square feet per employee. Open-plan layouts are space-saving, often requiring 125 to 150 sq ft per person.  

Anticipate future growth, too. Three-quarters of leaders anticipate their organization will likely alter its working style within the next two years. Look ahead 3 to 5 years when you calculate your space needs. Add a 10% to 20% buffer for future team expansion in your layout planning. 

Skipping this step guarantees you will need another costly move soon. Finding the correct balance optimizes costs and boosts employee productivity.

2) Hire Professional Business Movers

Moving your company headquarters is nothing like moving apartments. You need experts who handle complex commercial relocation. These specialists handle sensitive, heavy equipment and adhere to tight timelines. Hiring professional, experienced movers minimizes risk and potential disruption.

Vetting is important. Find movers with proven office relocation experience. Always ask for recent customer references from similar office moves. 

They must be licensed with the U.S. Department of Transportation and the Federal Motor Carrier Safety Administration. 495 Movers advises verifying the mover’s license through the Department of Transportation office to make sure they are legally authorized to operate in your state. 

Take Bethesda, for instance. Many new businesses are moving to this town in Maryland (MD). 

Until this year, moving companies in Maryland didn’t require any special license. But recent legislation now requires them to obtain a Household Goods Movers Registration through the Division of Occupational and Professional Licensing. If you’re looking for office movers in Bethesda, MD, make sure they have the Household Goods Movers Registration. 

Also, make sure they provide a Certificate of Insurance, or COI. Most commercial office buildings require this COI before the movers are allowed entry.

3) Plan Your IT Setup Early

Zero downtime is only possible if you plan your IT move months in advance. This is important because most businesses, even small ones, use basic IT infrastructure to operate.

The physical relocation only takes a day or two. However, the setup and coordination require two to three months of planning. This time is needed to coordinate vendors and secure the infrastructure. Use this planning phase to audit your assets and plan necessary hardware upgrades.

You must lock in your Internet Service Provider (ISP) and order service far in advance. Many carriers require long lead times for installation, often 30 to 60 days or more. High-speed fiber lines are critical to a scaling startup. If the new location requires a new fiber network, installations can take up to six months.   

Start the process of researching and ordering your internet service at least 3 to 6 months before the target move date. If you wait until the last minute, you risk opening a new office with no functional internet service. That stops business immediately.

About 90 days out, you need to execute the infrastructure installation. Obtain the final floor plan and design the detailed cabling layout. You must mark locations for network drops, Wi-Fi access points, and server room gear.   

Hire a structured cabling contractor immediately. This wiring work should happen after the electrical work, but before the drywall is installed. Consider upgrading your network now to Cat6 cables, as they can handle speeds up to 10Gbps.  

Fueling Your Next Phase of Growth

Relocating a scaling startup does not have to be a nightmare. You can minimize chaos and disruption if you plan ahead. Follow these tips and your moving process will become smooth. 

A well-organized move isn’t just about logistics; it’s about setting your startup up for success in its next growth phase. And don’t forget that moves aren’t just about desks and conference rooms, but about people. Keep morale high by involving employees, listening to feedback, and celebrating milestones along the way.