Big or Small, Every Office Move Needs a Plan: NYC Business Relocation Guide

Business moves are different from home moves. From the phone lines to the filing cabinet to the people who show up each morning to expect things to work, there are many aspects to an office move. Whether it is a business relocating one office or they are moving a whole building with multiple floors, the move requires planning.

Why Commercial Moves Are Different

Mostly furniture and boxes are being transported in a home move. A commercial move involves the transfer of computers, servers, confidential records, specialized equipment and sometimes even whole departments that have to keep functioning for only a few hours. Late nights, missed calls from clients or deadlines, can result in a full day of paid staff, sitting idle.

That's why it's crucial to pay attention to the timing and coordination in the business environment. If the elevator reservations are missed or the delivery truck arrives late, a whole weekend move could swing out of control. Construction regulations, parking access and freight elevator timetables all must be taken into account when moving before the move itself.

Building a Realistic Timeline

Successful office relocations begin 8-12 weeks in advance. This provides some time to alert vendors, update the postal service and state agencies with the new business address and set up new insurance coverage of the space. Sometimes, smaller offices can be a little faster, but even if using just a single room, it is better to have a checklist.

A decent timeline also ought to contain a walk through of the old area and new area. By measuring these spaces in advance, you can ensure you're not stuck with unexpected surprises if you have to maneuver large furniture or equipment through a small doorway, hallway, or elevator.

Choosing a Moving Partner

Not all moving companies are equipped to move office equipment, delicate documents or tight business schedules. There are commercial movers nyc that specialize in these types of moves, and they're the ones that are likely to be of interest to businesses that need to find professionals with the proper licenses and insurance and experience to complete these types of moves.

Relocating an office in New York City is no simple task or process. From a single office to a retail store, venue or a full franchise chain with multiple locations, the moving partner will have the licenses, insurance, and resources that are geared towards commercial moves of any size.

Protecting Equipment and Data

Care must be taken in the transport of computers, servers and networking equipment. Cables should be labeled prior to disconnecting in order to speed up the re-assembly of systems at the new location. Paper or electronic files of any nature should be monitored throughout their lifecycle, from creation to destruction, with a clear chain of custody.

To prevent disruptions to operations, many businesses have their IT team come in first, getting their systems ready before the employees do. This small action can cost just one day of productivity.

Keeping the Business Running

The most expensive part of an office relocation is downtime. Spreading the move out over a weekend or one department at a time can help ensure that phones are answered and orders are processed without a hard stop. Some companies establish an emergency "work from home" plan for the transition days.

Communication with employees is also very important. Providing employees with the new location, parking instructions and the first day procedures before the move helps to minimize stress and confusion on a hectic move day.

Settling Into the New Space

A walk-through at the end of the move, once complete, will verify that there is no property left behind or that the terms of the lease are fulfilled. When moving to the new building, comparing furniture, equipment, and workstation to the floor plan allows staff to resume their regular work tasks more quickly.

No matter how large or small an office move will be, it can all be summed up into the main three things: timing, communication, and having a commercial space team that understands office relocations. A business can move without taking a hit on momentum if prepared properly.