Best Practices for Moving Warehouses: A Strategic Approach

“If you are switching warehouse partners, you must audit and organize inventory to avoid unnecessary disruptions and costly mistakes. Without a clear understanding of what is being moved, shipments get lost, delays pile up, and inventory discrepancies cause major headaches. A thorough audit ensures that everything is accounted for before it leaves the current warehouse, reducing the risk of missing stock and operational slowdowns.

This process is also the best time to identify outdated, slow-moving, or excess stock that should not be transferred. Carrying over unnecessary inventory wastes space and resources, making the new warehouse less efficient from day one. Cleaning up inventory records and eliminating obsolete products prevents clutter and streamlines operations before the transition even begins.

Once everything is properly organized and labeled, the move becomes much smoother. Each item is categorized and tracked, which prevents confusion when shipments arrive at the new facility. This step ensures that the receiving team processes inventory quickly and that operations continue without unnecessary downtime. A disorganized transfer leads to misplaced stock, lost revenue, and wasted labor, making a structured inventory audit one of the most important steps in the entire transition.”

• Daniel Vasilevski, Director & Owner, Bright Force Electrical

“When changing a warehouse partner and moving inventory, I recommend a phased transition to minimize disruptions. First, I conduct a thorough inventory audit to ensure everything is accounted for before moving it. I also work closely with both the current and new warehouse teams to create a detailed timeline, ensuring that there's enough overlap between the two partners to prevent stockouts. Communication is key throughout the process-keeping all stakeholders, including suppliers and customers, informed about expected timelines and any potential delays. One strategy that worked well for us was implementing a temporary buffer stock to ensure we could still fulfill orders while the move was happening. This approach helped us maintain operational continuity without compromising on customer service. My advice is to plan meticulously, keep a clear line of communication open, and focus on minimizing any downtime to ensure a smooth transition.”

• Nikita Sherbina, Co-Founder & CEO, AIScreen

“The first thing I would recommend is to start with thorough communication between the old and new partners. Set clear expectations, timelines, and responsibilities so that everyone is on the same page. 

Next, prioritize a phased approach to the move, if possible. Rather than transferring everything at once, I found that moving inventory in batches reduces risk and minimizes disruptions to your supply chain. 

Lastly, track everything during the transfer process. Use tech tools to monitor the movement of inventory so nothing slips through the cracks.”

• Adam Yong, Founder, Agility Writer

“Switching warehouse partners can feel a bit overwhelming, but if you plan ahead, it can go smoothly. Start by getting hands-on with the new warehouse's system. I would recommend running some test shipments and checking how well their inventory management works with yours. It's important to iron out any issues before the actual move. Keep open communication with everyone involved, your team and both warehouse partners. Regular check-ins help make sure everyone is on the same page, and any problems that come up can be dealt with quickly.

When it comes to the actual move, I always suggest doing it in stages. Start with less urgent items and move over more critical stock once you see that everything is working well. It's also the perfect time to clean up your inventory, get rid of anything outdated or slow-moving. Then, just keep an eye on how things are running once the move is complete. Tracking how efficiently the new warehouse is handling your stock helps spot any issues early, so you can address them before they become bigger problems.”

• Denise Murray, Marketing Manager, Microdose Mushrooms

“When changing a warehouse partner and moving inventory, I prioritize conducting a comprehensive inventory audit. This helps me identify what we need to move, what can be discarded, and what should be consolidated. 

Next, I engage with both our current and new warehouse partners to set clear expectations. Regular updates are essential, so I schedule meetings to discuss timelines and address any concerns. It helps build trust and ensures that everyone is on the same page. I also create a detailed logistics plan that outlines the moving process. 

Another important step is training the warehouse staff on our specific requirements. I ensure they understand how to handle our products and the importance of maintaining quality during the transition. After the move, I established a feedback loop with our new partner to assess performance and address any operational challenges that arise continuously.

I monitor key metrics post-transition, such as order fulfillment rates and inventory accuracy. Ongoing evaluation allows me to make data-driven decisions and adjustments as needed, meet customer expectations, and maintain the high standards associated with Bestonlinecabinets.”

• Josh Qian, COO and Co-Founder, Best Online Cabinets