Office Moves & Reconfigurations Guide

Reconfigurations vs. Full Moves

Not every project requires a truck. A reconfiguration — rearranging existing furniture within the same space — can be just as complex as a full relocation. The key difference is scope. Full moves involve packing, transport, and reinstallation at a new site. Reconfigurations happen in place but often require disassembly, new components, and updated floor plans.

In many cases, reconfigurations require ordering new parts. If you're working with an open-line manufacturer like Steelcase or Herman Miller, parts are typically only available through authorized dealers. Closed-line manufacturers like HON or Global tend to have broader distribution, which can simplify procurement and shorten lead times.

Planning Your Timeline

A commercial move typically needs 6 to 12 weeks of planning for a mid-size office (50–200 people). Larger projects or those involving new furniture procurement can stretch to 16 weeks or more. Key milestones include:

• Weeks 1–2: Inventory existing furniture, identify what moves, what stays, and what gets replaced
• Weeks 3–4: Finalize floor plans with a commercial interior designer or space planner
• Weeks 5–8: Order new furniture and parts, confirm lead times
• Weeks 9–10: Coordinate with building management at both origin and destination
• Weeks 11–12: Execute the move in phases, conduct walk-throughs

Working with Installers and Dealers

Your furniture dealer often acts as the project quarterback. They coordinate between the manufacturer, the installer, and your facilities team. For larger projects, it's common to bring in a commercial interior designer to develop floor plans and specify new product. Don't underestimate the value of professional space planning — a well-designed layout improves traffic flow, acoustics, and employee satisfaction.

Make sure your installer has experience with your specific furniture system. Systems furniture from different manufacturers has different connection hardware, wiring channels, and assembly sequences. An installer who knows Haworth may struggle with a Knoll system, and vice versa.

Phasing Strategies

Most businesses can't shut down entirely for a move. Phased moves — relocating one department or floor at a time — keep operations running while the project progresses. A typical approach is to move over a weekend: Friday teardown, Saturday transport, Sunday setup, Monday go-live. For larger projects, you might phase across two or three consecutive weekends.

Building Logistics

Commercial buildings have rules. Before move day, you'll need to address:

• Freight elevator scheduling — reserve your time blocks well in advance; other tenants and contractors compete for the same elevators
• COI (Certificate of Insurance) — your movers and installers will need to provide proof of insurance to building management, often 5–10 business days before the move
• After-hours work — many buildings require moves to happen evenings or weekends; confirm overtime rates and security requirements
• Loading dock access — coordinate truck arrivals to avoid conflicts and ensure dock availability
• Floor protection — building management may require masonite runners or carpet protection during the move

What to Expect on Move Day

Even well-planned moves encounter surprises. Expect the first hour to feel slow as the team sets up staging areas and establishes a workflow. By mid-morning, the pace picks up. Your job as the client is to be available for decisions — confirm placement, approve any field adjustments to the floor plan, and flag issues early. Have your approved floor plan printed and posted in the space so everyone is working from the same reference.

Documentation You'll Need

• Current and proposed floor plans (to scale, with furniture placement)
• Furniture inventory — what moves, what's new, what's being disposed of
• Building access forms and COI submissions
• Contact list for all vendors, building management, and your internal team
• Move labels or color-coded tags for phased moves