Commercial Moving Checklist: Minimize Business Downtime

90 Days Out: Foundation Planning

The success of a commercial move is determined in the first 90 days of planning, not on moving day itself. Begin by forming your move committee — ideally representatives from operations, IT, HR, finance, and facilities. Appoint a project manager who will be the single point of contact for the moving company and all vendors. This person should have decision-making authority and dedicated time (20-30% of their workload) for move coordination.

At 90 days, complete these critical tasks: finalize your new lease and confirm the occupancy date, select and contract your commercial mover (get 3 quotes minimum — commercial moves in Montreal range from $5,000 for a small office to $150,000+ for a large facility), begin the space plan for your new office with an interior designer or space planner, notify your ISP and telecom provider to begin installation at the new location (lead times of 4-8 weeks are common), and engage a commercial electrician if any power upgrades are needed.

Budget allocation at this stage should include: moving company (40-50% of total budget), IT relocation and setup (15-25%), new furniture and fit-out (15-20%), permits and insurance (5%), contingency (10-15%). A well-funded contingency prevents emergency decisions on moving day that always cost more.

60 Days Out: Logistics and Communication

At the 60-day mark, shift from planning to execution. Finalize the floor plan and assign workstations — every employee should know exactly where they're sitting in the new office. Order any new furniture now; lead times for commercial furniture (Herman Miller, Steelcase) can be 4-8 weeks. If reusing existing furniture, create a detailed inventory with photos and condition notes for each piece.

Communicate the move to all employees with a detailed FAQ: new address, commute options (Montreal's STM routes, parking availability, bike storage), timeline, what employees are responsible for packing (personal items, desk contents), and what the movers handle. Provide packing supplies (labeled boxes, tape, markers) at least 3 weeks before moving day.

File your change of address with: Revenu Québec, Canada Revenue Agency, your bank, insurance providers, all vendors and suppliers, professional associations, and the postal service. Order new business cards, letterhead, and update your website, Google Business profile, and all online directories. A missed address update can mean lost invoices, missed deliveries, and confused clients for months.

30 Days Out: Execution and Packing

With 30 days to go, the pace accelerates. Confirm elevator and loading dock reservations at both buildings — commercial buildings in downtown Montreal (Place Ville Marie, 1000 de la Gauchetière, complexes along René-Lévesque) often require reservations 2-4 weeks in advance and charge $200-$500 for dedicated elevator access. Apply for no-parking permits from the borough if street-level loading is needed ($50-$150 per reserved space).

Begin department-by-department packing of non-essential items: archived files, seasonal decorations, marketing materials, excess supplies. IT should begin decommissioning equipment not needed before the move — old printers, unused monitors, retired hardware. Schedule the IT cutover date and communicate the expected downtime to all staff and clients.

Conduct a pre-move walkthrough of the new space with your mover, IT team, and facilities manager. Verify that electrical outlets match your furniture plan, network drops are in the right locations, and the HVAC system is operational. Any surprises found now can be addressed before moving day — surprises found on moving day cause delays and cost overruns.

Moving Week: Execution and Verification

Moving week checklist: Monday-Tuesday — final packing, IT backs up all systems and prepares for shutdown. Wednesday — IT shuts down servers, disconnects network equipment, and labels all cables. Thursday — movers load the truck(s), starting with large furniture and ending with IT equipment. Friday — movers unload at the new location, furniture is placed per the floor plan, IT begins reconnection. Weekend — IT completes network setup, tests all systems, and resolves issues. Monday — staff arrives at the new office.

On the first day in the new office, have your move coordinator and IT team available for the full day to handle the inevitable issues: a printer that won't connect, a phone that wasn't transferred, a workstation in the wrong spot, a missing box. Post directional signage for building entrances, elevators, and parking. Have the WiFi password prominently displayed. And perhaps most importantly — order lunch for the entire office. After the stress of a move, a shared meal in the new space builds team morale and marks the fresh start.

Commercial moving costs in Montreal by office size: under 2,000 sq ft ($3,000-$8,000), 2,000-5,000 sq ft ($8,000-$20,000), 5,000-10,000 sq ft ($20,000-$50,000), 10,000-25,000 sq ft ($50,000-$100,000), 25,000+ sq ft ($100,000-$200,000+). These ranges include movers, IT relocation, and basic furniture reinstallation. Contact Up & Out for a detailed commercial moving quote tailored to your Montreal business.