Office Relocation in Ottawa: Step‑by‑Step

Introduction

Relocating an office is a high-stakes project. It is not just about moving desks; it is about transplanting your company culture and operations to a new soil. Whether you are expanding from a startup incubator in Centretown to a full floor in Kanata, an office relocation in Ottawa requires military precision. This step-by-step guide walks you through the execution phase to ensure a flawless transfer.

Main Sections

Step 1: The Space Plan

Before you pack a single stapler, you need a blueprint. Work with a designer or your office manager to map the new space. Where will the reception desk go? Is there enough power in the server room? Assign every employee a specific desk number on this map. This "destination map" is the bible for the movers. Without it, you will have a pile of unidentified desks in the middle of the room on Monday morning.

Step 2: The IT Disconnect

Friday afternoon is "shutdown." Your IT team (or MSP) needs to systematically power down servers, label every cable, and bag keyboards/mice with their corresponding monitors. Do not let regular movers unplug servers. This hardware involves sensitive data and requires specialized handling (anti-static bubble wrap, server lifts).

Step 3: The Physical Move (Weekend)

Saturday is "heavy lifting." The movers arrive to disassemble furniture, load the trucks, and transport everything. In Ottawa, traffic is lighter on weekends, but ensure the building's HVAC is running (some buildings shut off AC on weekends to save money). having a 'move supervisor' at both the old and new locations is critical to direct traffic.

Step 4: Reconnection and Testing

Sunday is "testing day." Furniture is reassembled. The IT team reconnects the network. *Test everything.* Do the phones ring? Does the Wi-Fi reach the corner office? fixing these glitches on Sunday is infinitely better than discovering them when the CEO walks in on Monday at 8 AM.

Step 5: The "Welcome Back" Committee

Monday morning is about morale. Employees will be disoriented. Have a "welcome packet" on every desk with the new Wi-Fi password, a map of the neighborhood (coffee shops, lunch spots), and instructions on how to use the new thermostat or security system. A free breakfast doesn't hurt either.

Local Expertise Section

Why This Matters for Ottawa Businesses

The "Federal Government Effect" impacts office moves here. Many buildings in downtown Ottawa share space with valid government departments. This means security clearances for movers are often mandatory. You cannot just bring in any casual labor. Your moving company must provide names of all crew members 48 hours in advance for security screening at the loading dock. Failing to do this will result in the truck being turned away.

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Use our commercial moving checklist‍ to ensure you haven't missed any prep steps. The goal of this entire process is minimizing downtime‍, so keep efficiency front of mind. If you are disposing of old furniture, check if it can be donated—many Ottawa charities accept office furniture, which can be a write-off; see decluttering for principles.

FAQ

Q: How much does an office move cost per employee?

A: A rough industry benchmark is $150–$300 per employee for the physical move, excluding IT and new furniture costs.

Q: Do movers unplug computers?

A: Usually, no. This is a liability issues. They move the hardware, but your staff or IT team should perform the disconnect/reconnect.

Q: What about the photocopiers?

A: Large multifunction printers are leased. You must call the leasing company (e.g., Canon, Xerox) to move them. Accessing them incorrectly can void your service contract.

Q: Can we leave files in the filing cabinets?

A: Vertical cabinets: No (they will bend). Lateral cabinets: Usually yes, if locked and on the ground floor, but emptying them is always safer.

Q: Do I need a permit for the bin/dumpster?

A: If you are purging old furniture and the dumpster is on the street, yes. You need a Right of Way occupancy permit from the City of Ottawa.

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An office relocation is a test of your company's organizational strength. Executed well, it energizes the team and signals growth. Executed poorly, it kills productivity. UpMove's commercial partners are veterans of the Ottawa office landscape, ready to execute your move with the discretion and efficiency your business demands.

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