Everything is more complicated than you might expect regarding the logistics of moving your office. In Part I of this blog series, we discussed finding a location and negotiating a lease. In Part II, we will cover the topic of handling the move — and how to plan to avoid disruption to your business operations.   

Here are several things to think about regarding the logistics of moving your office:

1. Think About Your Moving Timeline

To help ensure an efficient move, plan in advance. Create a realistic timeline that will work for your company. Give your landlord plenty of notice that you will be vacating your current office space — and leave on friendly terms. You might also consider designating someone in your office to oversee all aspects of the move and coordinate tasks. In my office, that person is Jenny.  She’s the master of all things organizational.  This way, everything can stay on track, and you can continue to focus on business operations.  

2. Establish a Budget  

Moving offices can be costly. Establish a budget that considers all moving costs. Expenses that can easily be overlooked include moving services, packing materials, new furniture, and IT set up in the new location. For example, some moving companies provide boxes, some do not.  Some moving companies pack you up, others do not. Also consider any downtime your business may experience due to the move, and how it would affect your bottom line.  

3. Find a Moving Company

When you’re moving office locations, you will need to move your furniture, computers, equipment, files, and supplies. A professional moving company can make a move much easier — they may even pack your items. Get quotes from reputable moving companies with experience in office relocations and look for reviews or request references from other business owners. You will also need to make sure the moving company is insured and can present you with a certificate of insurance. The certificate of insurance will need to be approved by the building you move out of and the landlord of the new space.

4. Inventory Your Equipment

Take an inventory of your furniture, equipment, and supplies. You might not need to bring them all to the new location. Decide what is needed and what you can discard. Moving office locations can also be an ideal time to purge any unnecessary files or transfer them to a secure electronic database. For the items you will move, label them appropriately, so the movers know where to bring them in the new location. 

5. Coordinate with Your IT Team

When you get to the new office location, you will want the internet to be set up so you can resume operations as soon as possible. Have your IT team assess the new location for any tech requirements. Schedule a date when your internet, servers, and phone lines can be set up in your new office location. Back up your files in the old office location before disconnecting the systems.  If you use cloud services, make sure the IP address for the new location is registered with your provider.

6. Set Up Your Utilities and Update Your Address

Set up utilities at the new office location before your move-in day, so you can be up and running once your furniture arrives. Utilities can include electricity, water, and especially the internet. You will need to update your office address with any clients, vendors, and anyone else with whom you have business associations. Put in an order for new letterhead, business cards, and envelopes, so you have them on hand once the move has been completed. Update your templates.

7. Keep Employees Informed 

Communicate the move with employees and keep them up to date. On the day before the move, collect any company keys or access cards to return to the property manager at the old location. Issue keys to the employees who need them for the new location. Give employees boxes and labels, so they can pack up their desks and personal items. Also, assign tasks to employees to ensure the transition goes smoothly.       

Contact an Experienced New York Business Attorney

Moving office locations can be stressful. A skillful attorney can help guide you through the logistics of moving your office and ensure all legal requirements have been met. Offering dedicated counsel and high-quality legal services, Brinen & Associates works with entrepreneurs and corporate owners regarding a wide range of business matters. Call (212) 330-8151 or send us a message to learn more about how we can assist you.