Why Portland Startups Need a Rock-Solid Moving Plan
Moving an office isn’t just about packing boxes and calling movers. For startups, an office move is a major milestone—a sign of growth, a new beginning, or sometimes, a strategic cost-saving decision. But let’s be real—without a proper plan, it can also be a logistical nightmare.
I’ve seen startups underestimate just how much time and coordination goes into a move. One team thought they could transition into their new space in a single weekend, only to find out that their internet provider wouldn’t be ready for another week. Ouch. This checklist ensures you don’t make the same mistakes.
8 Weeks Before Move: The Planning Stage
✅ Lock in your new lease – Triple-check lease terms and move-in dates.
✅ Hire the best moving company in Portland – Get quotes from movers who specialize in commercial relocations.
✅ Create a moving budget – Factor in moving costs, downtime, IT setup, and any new furniture purchases.
✅ Assign an internal move coordinator – Someone who can keep everything (and everyone) on track.
✅ Inventory your office – What’s coming with you? What’s getting replaced? What’s being donated?
6 Weeks Before Move: Logistics & Coordination
✅ Confirm move-in details with your new landlord – Are there restrictions on move-in times, loading dock access, or elevator use?
✅ Schedule IT setup – Coordinate internet, phone service, and network installation for the new office.
✅ Announce the move to your team – Give employees a timeline and expectations for packing.
✅ Start decluttering – Sell, donate, or recycle old furniture and unused office supplies.
4 Weeks Before Move: Packing & Setup Begins
✅ Order packing materials – Think sturdy crates, labels, bubble wrap, and cable organizers.
✅ Develop a seating plan for the new office – Make sure everyone knows where they’re going.
✅ Label EVERYTHING – Trust me, you don’t want to play “whose charger is this?” on move-in day.
✅ Schedule deep cleaning for both offices – Leave the old space spotless and start fresh in the new one.
✅ Confirm moving day logistics with your moving company – Go over the schedule, access points, and any special handling needs.
2 Weeks Before Move: Final Prep & Employee Readiness
✅ Pack non-essential items – Archive documents, extra office supplies, and decor.
✅ Provide moving instructions to employees – Who’s packing their own desk? What needs to be boxed up?
✅ Coordinate with vendors & clients – Update addresses, schedule deliveries to the new location.
✅ Test the new office setup – Ensure the Wi-Fi works, desks are placed correctly, and common areas are functional.
Move Day: Execution Time
✅ Have move coordinators on-site – Someone needs to direct movers, answer questions, and handle surprises.
✅ Check all furniture & equipment upon arrival – If anything was damaged in transit, document it immediately.
✅ Unpack essentials first – IT infrastructure, workstations, and conference rooms should be top priority.
✅ Walk through the old office – Ensure nothing is left behind, return keys, and finalize lease termination.
Post-Move: Settling Into Your New Space
✅ Test all tech systems – Internet, phone lines, conference room AV—get it all running smoothly.
✅ Update your business address everywhere – Google My Business, your website, invoices, and social media.
✅ Gather employee feedback – What’s working? What needs tweaking?
✅ Celebrate the move! – A simple team lunch or happy hour goes a long way in making the new space feel like home.
Why VGS Logistics Is the Best Moving Company in Portland for Startups
We get it—startups move fast, and you need an office relocation that won’t slow you down. At VGS Logistics, we specialize in helping Portland’s startups transition seamlessly, whether you’re moving across town or scaling up to a bigger space.
📍 21461 SW 108th Ave, Tualatin, Oregon 97062
📞 503.878.5102
📧 info@vgslogistics.com