RiverHills Moving crew loading a box truck

Commercial Service

Phased Office Moves in San Antonio

Shift departments in planned waves while your team manages swing space, staff release dates, and access to both addresses.

(830) 329-7272

Licensed & Insured USDOT 3561425 · MC-1196218
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San Antonio & Hill Country Kerrville · Boerne · Fredericksburg

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How We Plan Phased Office Moves

Your office may change addresses while some departments keep working. A phased move treats each department as a separate release and receiving event. Your facilities lead decides who moves first, who uses swing space, and when a vacated area can be handed back. We turn that sequence into labeled loads and room assignments, so the next wave does not inherit a pile from the last one.

The planning document is a wave map: department, old room, temporary room if any, final room, and each space's availability date. We use it to separate items going straight to the new office from those stopping in a swing suite you control. Shared spaces need their own decision. A reception counter or conference table may have to stay usable until another department takes over its function. We ask which pieces can leave and who releases each wave. The answer changes from wave to wave, so we ask again before each one.

Who usually signs off: Facilities lead or office manager who can approve department order and coordinate with both landlords
Timing that works: Set each department's release window against the old lease end, new space access date, and any period when both suites are available.

What typically moves

Department desk groups and pedestals Each group follows its wave and destination plan; a desk assigned to swing space is labeled differently from one going to its final room.
Team file cabinets and reference shelves Cabinets and shelf contents stay with the department that uses them, with active material identified by your team before packing.
Shared reception counter and visitor seating Your office contact releases these after a replacement reception point is ready, then we place them at the assigned final entrance.
Conference tables and meeting chairs The schedule identifies which meeting room remains available during each wave and when its contents can move.
Department supply cabinets and printer stands We label cabinets and stands by owning team, then place them where that team's floor plan calls for them.
Employee computer and monitor sets Desk-level equipment moves with its assigned seat; your IT contact confirms which stations are released and handles technical setup.

Access and scheduling

Lease overlap determines the sequence. Give us the dates when the new suite opens for deliveries, when the old suite must be empty, and when either landlord limits dock or elevator use. Staff may change desks on different dates. We map each wave against access periods, including keys, badges, loading areas, and any Certificate of Insurance required by either building.

Swing space needs a floor plan showing what belongs there and who can release it for the final leg. Your facilities lead identifies temporary seats and when they must clear for the next department. We use separate labels for the temporary stop and final destination, keeping loads from overlapping in a shared corridor. Evening or weekend windows can be requested for a department's handoff. Each landlord controls building access; your office contact approves changes to the wave order.

Protection and handling

Before a wave starts, we match desk sets, cabinets, and shared pieces to its destination sheet. Swing space receives a distinct label, so its cartons do not mix with items staying in the new office. We pad edges, secure drawers, and protect the cart route at each address. At delivery, we place items by room and leave the next wave a clear staging area.

Computer, monitor, and printer sets can be physically disconnected, padded, moved, and reconnected at assigned desks. Your staff retain personal effects and current papers. After each load, your office contact checks the destination sheet and identifies anything held for the next wave. This matters when a shared printer stand or conference piece still serves people at the old address.

Who does what

Some of this job belongs to other trades. The written plan names each one.

Department release and swing space assignments: Your facilities lead approves the wave order, temporary seats, and final room map. We label, move, and place released items to that plan.
Desk equipment setup: Your IT contact authorizes the equipment release and checks service at each destination. We handle physical disconnect, padding, transport, and reconnect at the desk.
Suite access and handback: Each landlord sets access rules and accepts the suite at lease handback. Your facilities lead handles that signoff; we clear the items assigned to our move plan.

Not part of our work

Choosing which employees use swing space or changing department seating assignments without your facilities lead's direction.
Lease handback inspections, repairs, and decisions about items your organization will leave behind.

Around San Antonio and the Hill Country

San Antonio offices on either side of Loop 410 or along US-281 and Loop 1604 can have different dock and elevator rules. A Stone Oak to downtown move may require access at both buildings for every wave. Lease dates and temporary seats also shape moves between Boerne, Kerrville, and San Antonio.

The crew that shows up

RiverHills Moving crew beside the company box truck

RiverHills Moving crew standing together by the truck

Crew shrink-wrapping furniture before loading

Phased Office Moves FAQs

Another question? Call (830) 329-7272.

How do we decide which department moves in the first wave?

Start with each department's work during the overlap and available rooms at the new address. Your facilities lead chooses the order and marks shared items that must remain at the old office. We use that decision to make a destination sheet for the first load, then repeat as each department is released.

Can a department's desks go to swing space before their final rooms open?

Yes, when your organization has approved temporary space. Mark the temporary and final rooms separately on the wave map. We label desks and cartons for the first stop, then use final destination labels for the later move. Your facilities lead confirms when the temporary area must clear for another team.

What dates do you need when our two office leases overlap?

Give us the earliest delivery access at the new suite, the last day items may leave the old suite, and dock or elevator reservations. Tell us when staff will change seats, since that may differ from lease dates. We plan waves inside those access periods and flag a gap before booking.

What happens to a shared reception area while departments move?

Your office contact decides which reception point serves visitors during each wave. We leave the active counter and seating until that contact releases them, then move them to the assigned entrance. If temporary reception uses different pieces, list them separately on the wave map so they stay out of a department load.

Who confirms that one wave is complete before the next begins?

Your facilities lead checks delivered rooms against the destination sheet and resolves seat or shared-item changes. We can walk the placed items with that contact and update labels for anything held back. The next department's release then follows the revised map and its own destination sheet.

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Plan your business move

Tell us both addresses, the building rules you know about, and the dates you cannot move. We will send back a written plan and estimate.

Call (830) 329-7272

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