How it works
The numerator includes every cost the move causes: movers and crates, furniture reconfiguration, IT and phone setup, access and signage changes, construction where needed, and internal staff time. Internal labor is the part most often left out, and it can be a large share of small moves.
The denominator is people moved, the same count used for churn rate, so the two metrics combine: churn rate times population times cost per move gives an annual move budget.
Averages hide big differences by type. A box move, where only belongings move, costs a fraction of a furniture move, and a construction move can cost many times more. Report cost per move by type, and track it over time as layouts shift toward shared, bookable space where people change seats without a formal move.
Formula
Cost per move = Total move costs in the period ÷ People moved in the period
- Total move costs
- External and internal costs caused by moves: movers, crates, furniture work, IT and phone setup, access changes, construction and logged staff time.
- People moved
- Individual relocations completed in the same period, counting a person each time they move.
Worked example · illustrative figures
- In a quarter, a site spends $18,000 on movers and crates, $12,000 on IT setup and $6,000 on furniture changes.
- Internal staff time on moves is logged at $9,000.
- $18,000 + $12,000 + $6,000 + $9,000 = $45,000 in total move costs.
- 150 people moved in the quarter.
- $45,000 ÷ 150 = $300.
Cost per move: $300 per person moved.
How to measure it
- Collect costs by move type (box, furniture, construction) so averages compare like with like.
- Log internal staff time from facilities, IT and workplace teams, not just vendor invoices.
- Use the same people-moved count as your churn rate.
- Track cost per move each quarter to see whether process or layout changes are working.
Common mistakes
- Leaving out internal labor and IT time.
- Averaging box moves together with construction moves.
- Counting move projects rather than people.
- Ignoring the productivity cost of disruption, which never shows on an invoice.
How Kadence helps
Kadence Move Manager (WorkOps Pro) handles seat recommendations, bulk auto-assign, bulk move uploads, move emails and personal move sheets, which cuts the internal admin time that often goes uncounted in move costs. Where teams use bookable desks and neighborhoods instead of fixed seats, many changes become a rule update rather than a physical move.
Frequently asked questions
What is included in the cost of an office move?
Movers, crates and transport; furniture disassembly and reconfiguration; IT, phone and network setup; badge and signage changes; any construction or electrical work; and the time internal staff spend planning and supporting the move. Include internal time, or small moves will look cheaper than they are.
How do you reduce cost per move?
Standardize workstations so most moves are box moves, batch small moves into a regular schedule, keep floor plans and seat data accurate so planning is quick, and automate notifications and seat assignment. Shared, bookable seating removes many moves altogether.
What is the difference between a box move and a furniture move?
In a box move only a person's belongings and equipment move to an existing workstation. In a furniture move the workstation itself is reconfigured or relocated. A construction move needs building work such as new walls or power. Each costs more than the one before.
How is cost per move different from total relocation cost?
Cost per move is an average per person, used to compare and budget routine moves. Total relocation cost is the full budget for a project, such as moving to a new building, and includes fit-out, lease overlap and other costs that are not per-person moves.
Related terms
- Churn rate (move churn) The number of people moved in a year as a percentage of the population, a measure of how much physical change a workplace absorbs.
- Move management Planning, sequencing and carrying out workplace moves, from one desk change to a whole-team relocation.
- Office relocation Moving an office or department to another building, planned around the lease date, real attendance and a clear move schedule.
Sources
Kadence editorial team · Last reviewed