Guest blog by Nancy Zafrani. Nancy is the general manager of Oz Moving & Storage in NYC. A day-one employee of Oz, she has 25 years of experience in the moving industry. As a New Yorker, Nancy also has lots of experience dealing with small apartments and organizing.
Even if you have moved houses more times than you can count, you may be in for a surprise when it comes to an office move. Commercial moves pose unique challenges that require extra planning and superior organization in order to make the transition quick and efficient so your business has as little downtime as possible. Here are 7 essential office moving tips to help you achieve this goal.
1. Double Check Any Mover's Experience
Whether you have a lot of sensitive equipment or you're in a time crunch, there are many reasons that corporate tenants choose professional movers to handle their move. As mentioned above, office moves are not the same as residential moves—and not all movers are trained to do both.
You want to ensure any moving company you are considering has experience with commercial moves AND at least 5 years of experience performing moves in your destination city. The latter is important because all cities have their own intricacies that can delay your move if not taken into account. For example, New York City is known to have tight walkups and elevators that break down frequently in older neighborhoods. Therefore, you want an experienced NYC moving company that is prepared for these hurdles so they can relocate your business safely and efficiently without delay.
2. Start Your Search 4 Months Before Moving Day
4 months out from your moving day is the ideal date to start searching for a commercial lease. While we realize this isn't always doable for various reasons, this time cushion will allow you to move at a more leisurely pace, which can wick away some moving stress. This 4 month timeframe allows you to:
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Find a new space that is suitable for your needs without feeling rushed or making concessions.
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Get into the new space and do any necessary renovations or installs before your team moves in.
Inform employees of the move well ahead of time.
3. Know Your Rights
Local and state laws generally govern what is acceptable between a landlord and corporate tenant. However, you want to ensure that any documents and rental agreements you sign for your new space don't infringe upon your rights as a corporate tenant. A few rights you should know when renting a commercial space:
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You cannot be refused a rental due to your race, disability, sex, familial status, or national origin.
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You have a right to know anything that happened on the property previously that may affect your business or employees. This includes death, disease outbreaks, etc.
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Just like a personal rental, a landlord has to give advance notice before entering the property. The exception being unforeseeable emergency situations.
4. Don't Expect Employees to Take on Moving Responsibilities
Moving is a lot of work, but don't count on your employees to lessen the load. This isn't fair to them and if you tack moving tasks onto their daily responsibilities, chances are you will see production tank. If you absolutely want employee involvement for the move, do so only on a volunteer basis. Ideally, though, the only thing you should ask employees to do is pack up their own desks.
5. Make a Detailed Floor Plan
Once you secure a lease, create a floor plan that details the layout of your new office. Asking your landlord if they have a blueprint of the unit can speed along this process, but isn’t necessary.
A detailed floor plan not only allows you to visualize your layout better but it also ideal for many other reasons, including the following.
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It shows employees what to expect from the new space. If it is a larger office, a copy of the floorplan can also help them navigate in the earlier days. Therefore, ensure that you email everyone a copy and consider posting a couple of extras around the office.
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If you are getting movers to unpack the office, it is an excellent resource for them to have on hand. That way, they know precisely where everything is going. Have new furniture or equipment shipments coming in? Make a copy of the floor plan accessible for all deliveries as well.
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It shows where cables, such as phone and internet, need to get installed.
Ensure that you get feedback on your layout from different departments, especially IT. Different divisions may have key insights or find details you overlooked.
Don't want to make the floor plan yourself? Consider hiring a professional organizer (See Tip #6).
6. Hire Help
Running a business can feel like managing a circus sometimes with the to-do lists that come with the territory. Thankfully, if you find yourself pressed for time or the idea of handling a move is overwhelming, there are options.
Move Manager: A move manager is an external hire whose only job is to deal with the move. They take care of everything, from hiring movers to keeping employees in the loop.
Professional Organizer: If you want help with organization specifically, try a professional organizer. They will ensure that your new office is orderly, functional, and stylish. They will take into account your needs and plan key details like storage solutions and the floor plan.
7. Get Organized and Plan Ahead
This was mentioned briefly above, but it is worth mentioning again: Organization and planning are key to this endeavor. The more organized you are, the smoother your transition will be. Whether that means picking up a planner specifically for your move, creating a digital calendar, or hiring a move manager to take care of the details, ensure that you have a plan to stay on top of your office moving checklist.
Moving is often required for a business's growth and success at one point or another, and it is nothing to stress about. With planning, organization, and a bit of know-how, your commercial move can be a success.
Here are a few other articles you might enjoy:
6 Ways to Increase Connectivity in the Office
The Beginner’s Guide to Commercial Real Estate Terms
5 Commercial Real Estate Trends Through the End of 2020
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