7 Things Businesses & Companies in Edmonton Should Consider Before a Commercial Move

A commercial move is one of the biggest operational decisions a mid-size company makes in Edmonton. The stakes are higher than a residential move because downtime costs money, employees need clear communication, and equipment failures can disrupt your entire business. Mid-size companies face unique challenges during a move because they are too large to wing it but too lean to absorb major disruptions without feeling the impact.

Edmonton’s commercial real estate market is shifting in 2025. Office availability rates sit at 19.7 percent, with Class AA+ buildings like Stantec Tower drawing tenants while B- and C-class buildings struggle to fill space. Whether you are relocating to reduce costs, expand your footprint, or position closer to talent, these seven considerations will help you plan a move that protects your operations and keeps your team productive.

Plan Your Move Timeline Around Your Business Cycle

Timing is the first decision that shapes everything else in your commercial move. Mid-size companies cannot afford to shut down for days at a time, so your move needs to fit into your operational calendar without creating bottlenecks.

The most common approach is a phased move that relocates departments or functions gradually rather than all at once. Large organizations benefit from phased moving strategies that allow continued operation of critical business functions while departments transition one at a time. This approach works well for companies with distinct teams that can function independently during the transition period.

Here are the most effective timing strategies for mid-size companies:

Weekend or after-hours moves:

• Avoids disrupting normal business operations during the week
• Keeps customer service running without interruption
• Costs more but protects revenue during the transition

Phased department moves:

• Relocates one department at a time over several weekends
• Allows IT and operations teams to set up and test systems before the next phase
• Reduces the risk of a single-day failure affecting the entire company

End-of-quarter timing:

• Aligns with natural business slowdowns in many industries
• Gives accounting and finance teams time to close books before the move
• Reduces scheduling conflicts with client deadlines

Your move date should account for lease expiry dates at both locations, peak business periods, and how long your IT team needs to set up and test systems at the new site before employees arrive.

Protect Your IT Infrastructure and Data Security

IT infrastructure is the backbone of any mid-size company, and a commercial move is when it is most vulnerable. Servers, network equipment, and data storage all need to be disconnected, transported, and reconnected without corruption or loss. One mistake during this process can cost days of productivity and thousands of dollars in recovery efforts.

Start your IT planning at least three months before your move date. Work with your IT team or managed service provider to create a detailed plan for disconnecting, labeling, transporting, and reconnecting every piece of equipment. Label every cable, document every connection, and photograph server racks before anything gets unpacked.

Here is what your IT move plan should include:

1. Full backup of all data at least 48 hours before the physical move begins
2. Redundant backups stored off-site in case something goes wrong during transport
3. A clear labeling system for every server, router, switch, and cable
4. Detailed photos of all server rack configurations before disassembly
5. A dedicated IT team member traveling with critical equipment during transport
6. Testing protocols for every system before employees start using them at the new location

Computer systems holding important data need to be carefully handled, and business managers must transport employee workstations, printers, photocopiers, scanners, and more to ensure a smooth transition. Do not leave your IT setup to chance or assume your moving company knows how to handle enterprise-grade equipment. This is one area where investing in specialized support pays off immediately.

Communicate Early and Often With Your Team

A commercial move affects every employee in your company, and unclear communication is one of the fastest ways to create confusion and lower morale. Mid-size companies often underestimate how much information employees need before, during, and after the move. Your team wants to know when the move is happening, what they need to do to prepare, and how their day-to-day work will change at the new location.

Start communicating at least two months before your move date. Send regular updates to your entire team and hold department meetings to address specific concerns. Employees need to know how their commute will change, where they will park, what the new office layout looks like, and when they can start working at the new location.

Key communication milestones for a mid-size company move:

• 8 weeks before: Announce the move, share the new address, and explain why the company is relocating
• 6 weeks before: Provide packing instructions and a timeline for when each department moves
• 4 weeks before: Share floor plans, parking details, and transit information for the new location
• 2 weeks before: Confirm move dates, address last-minute questions, and distribute new contact information
• Move week: Send daily updates on progress and confirm when each department can start working at the new site
• First week after: Check in with teams to address any issues and gather feedback on the transition

Employees who feel informed and involved in the process adapt faster and experience less disruption to their work.

Understand Your New Location’s Access and Parking Realities

Edmonton’s commercial properties vary widely in terms of access, parking, and loading facilities. A downtown office in a Class A building has completely different logistics than a suburban office park in the west end or an industrial space near Henday. Understanding these differences before you sign a lease saves you from expensive surprises on moving day and ongoing operational headaches after you settle in.

If your new location is downtown, confirm the following before your move date:

• Loading dock availability and booking requirements
• Freight elevator access and any advance booking windows
• Parking allocations for employees and visitors
• Street parking restrictions during business hours
• Distance from the loading area to your actual office space

If your new location is suburban or industrial, check these items:

• Truck access to the building entrance
• Driveway and parking lot capacity during the move
• Any construction or road restrictions near the property
• Employee parking sufficiency for your full team
• Transit access for employees who do not drive

ASR Moving’s Edmonton commercial moving service works with companies across the city and can help you assess access conditions at both your current and new locations well before moving day.

Budget for the Full Cost, Not Just the Moving Quote

The actual moving quote is only part of what a commercial move costs. Mid-size companies often budget for the trucks and the labour but forget about the dozens of other expenses that add up quickly. A realistic budget accounts for everything from new signage to IT setup to the productivity loss during the transition period.

Here are the hidden costs that catch mid-size companies off guard:

Pre-move costs:

• New furniture or workstations if the new space has a different layout
• Signage, branding, and wayfinding at the new location
• IT infrastructure upgrades or additional cabling at the new office
• Cleaning and minor repairs at your current location to meet lease obligations

Moving day costs:

• Packing materials, specialty crating for sensitive equipment
• After-hours or weekend labour premiums if moving outside business hours
• Storage fees if your move-in and move-out dates do not align perfectly
• Insurance for high-value equipment during transport

Post-move costs:

• Address updates for all business materials, websites, and directories
• Utility connection fees and deposits at the new location
• Employee productivity loss during the first week as teams adjust
• Furniture assembly and office setup at the new space

Build a buffer of 15 to 20 percent above your initial estimates to cover these costs. A move that looks affordable at the quote stage can quickly exceed budget once all the related expenses are factored in.

Secure Your Sensitive Documents and Equipment

Mid-size companies handle confidential client data, employee records, financial documents, and proprietary information that cannot be lost or compromised during a move. A residential move might involve a few file boxes, but a commercial move involves filing cabinets, secure storage, and documents that need to stay under your control from start to finish.

Create a separate plan for sensitive materials that keeps them secure throughout the entire moving process. This includes employee tax records, client contracts, financial statements, and any documents subject to privacy regulations or industry compliance requirements.

Follow this approach to protect sensitive materials during your move:

1. Identify all sensitive documents, hard drives, and equipment before packing begins
2. Use lockable file boxes or secure containers for all confidential materials
3. Label these containers clearly and keep a detailed inventory
4. Transport sensitive materials separately from general office items if possible
5. Assign a specific team member to oversee the secure materials from start to finish
6. Unpack and secure these items immediately upon arrival at the new location

Commercial business managers have important documents such as employee tax records that cannot be lost during the move. Do not mix confidential materials with general packing or leave them sitting unattended at either location during the transition.

Plan for Employee Adjustment and New Commute Patterns

Your commercial move changes how your employees get to work every day. A relocation from downtown Edmonton to a suburban office near the Henday flips the commute for employees who used to take transit. A move from the west end to the south side adds 20 minutes each way for employees living in St. Albert or Sherwood Park. These changes affect morale, retention, and productivity more than most companies expect.

Survey your team at least two months before the move to understand how the new location will affect their daily routine. Ask about commute time, transit access, parking needs, and any concerns they have about the new location. Use this feedback to address problems before moving day rather than after employees start looking for new jobs.

Here is what to provide for your team during the transition:

• Detailed transit routes and schedules for employees who take public transportation
• Parking maps and assigned spots if parking is limited at the new location
• Carpooling options or incentives for employees with similar routes
• Flexible start times during the first few weeks to help employees adjust to new commute patterns
• Clear communication about how the new location benefits the team, such as better amenities or easier highway access

A mid-size company that ignores employee concerns about the new location will spend months dealing with turnover and morale issues that could have been avoided with better planning.

Frequently Asked Questions

How Much Does a Commercial Move Cost for a Mid-Size Company in Edmonton?

Commercial moving costs vary widely based on office size, equipment volume, and move complexity. Most mid-size companies in Edmonton should budget between $5,000 and $15,000 for the move itself, plus another 15 to 20 percent for related expenses like IT setup, furniture assembly, and address updates.

How Far in Advance Should We Book Our Commercial Movers in Edmonton?

Book at least six to eight weeks ahead for any commercial move. Mid-size companies often need weekend or after-hours moves, which fill up quickly. The earlier you book, the more flexibility you have with scheduling and crew availability.

Can We Move Our Office in Phases or Does Everything Have to Move at Once?

Phased moves work well for mid-size companies and often cause less disruption than a single-day move. You can relocate one department at a time over several weekends, which keeps critical business functions running while teams transition gradually.

What Happens if Our IT Systems Fail After the Move?

This is why IT planning and testing are so important. Your IT team should test every system before employees start using them at the new location. Build in at least one full day of testing and troubleshooting before employees arrive, and have your managed service provider on standby in case issues come up.

Do We Need Special Insurance for a Commercial Move in Edmonton?

Check with your commercial property insurer to understand what is covered during the move. Many policies do not cover items in transit, so you may need additional coverage for high-value equipment, servers, or specialty items. ASR Moving carries full liability and WCB coverage, but additional insurance is often worth the cost for sensitive or expensive equipment.