As a business owner, you always look for ways to take your company to the next level. Sometimes, that next level involves moving to a new office. Of course, the idea of moving to a new office in New York City may be exciting, and why wouldn’t it be? However, once the reality of a relocation sets in, it can quickly become overwhelming.
Don’t worry, though; we understand the challenges you face and are here to help. From finding the perfect location to coordinating the move, our comprehensive Manhattan office relocation checklist will help you stay organized and on track during the move.
After going through everything, you’ll be well-equipped to tackle the months of planning and preparation required. So, let’s start making your Manhattan office relocation a success.
So, grab a pen and paper, and let’s get started.
60 – 90 Days Until “The Move”
The moving process can take several months. However, proper planning and organization can make the transition as smooth as possible. The 60-90 day period leading up to the move is a critical time to finalize important details.
Assign an Internal Project Manager
- Choose an internal project manager to oversee the entire move.
- Ensure the person has enough time and energy to devote to this demanding project.
- Set up a weekly meeting with all parties involved for status updates.
Check Voice, Internet, and TV Providers
- Find out from your commercial real estate broker the voice, internet, and television provider(s) currently servicing the building.
- Give providers a call and double-check if they can provide you with their services, wire up your space, and have everything set up by the time you move in.
- Make sure the bandwidth they’re providing meets your specific needs.
Review Contractual Commitments With Carriers
- Make sure you’re not locked into a contract with your voice and data carriers, or else you could wind up paying non-stop until it ends.
- Ensure you understand all details and terms of the contracts, including fax lines and phone lines, which may come from different carriers.
- Check if you own or lease your phone system and if you can keep your phone numbers when you move.
- Obtain a Customer Service Record from your carrier with your account details.
Order Voice and Data Circuits
- Order your voice and data circuits.
- Contact your telecommunications company and arrange with them to connect your circuits from the building’s main telco closet to your office’s IT/server closet.
- Ensure that your circuits are set up before the move to minimize downtime.
Get Floor Plans and Furniture Layouts
- Obtain floor plans and furniture layouts for your new space.
- Use these plans to create an efficient and effective layout for your new office.
- Plan and arrange furniture placement and determine any necessary purchases or disposal of existing furniture.
Check for Any Specific Rules
- Ask your real estate broker or the managing agent about any rules affecting your move-in.
- Determine if union labor is required, and if so, factor it into your budget and timeline.
- Check the hours vendors can work and the hours the freight elevator is open.
Schedule a Kickoff Meeting for Construction
- Schedule a kickoff meeting with vendors, architects, and general contractors if construction is involved.
- Discuss the project scope, timeline, budget, and expectations.
- Ensure everyone involved is on the same page to minimize delays and unexpected costs.
Tip: Hire an All-In-One Office Technology Company Like Everglades Technologies
- Hiring one company to manage many aspects of your office technology will save you headaches later.
- An all-in-one office technology company can be a significant asset and help you seamlessly transition to your new location.
45 Days Until “The Move”
As the big day approaches, it’s important to focus on the details that will make your office relocation successful. So here are some key tasks to accomplish when you’re 45 days out:
Determine Your New Server Room / IT Closet Location
- Confirm the new space meets electrical, cooling, and security requirements.
- Make sure the location is centralized enough to avoid cabling distance problems.
- Confirm that provisions for cooling your server are adequate.
Plan For Your Cabling Needs
- Consider furniture placement and plans for voice, data, security, AV, and accessibility to determine your cabling needs.
- The initial project should include as much as possible to save money on future visits.
Get a Sample Certificate of Insurance (COI)
- Request a sample COI from your building to have it on hand when vendors request a copy.
Identify Long Lead Time Items
- Identify items such as carpet, furniture, and lighting with long lead times. These items can cause delays if not ordered early enough.
30 Days Until “The Move”
Time is running out, and it’s time to get serious about your office relocation. Be sure to address important moving issues before the last minute. With only one month to go, here are some things to keep in mind:
- Select a moving vendor and consider if they will also move your IT equipment.
- Remember to load the truck “last on, first off.”
- Answer- does the mover bill by time and materials or by flat fee?
- Schedule the ports of your phone numbers to ensure a smooth transition.
- Create a backup plan for the first weeks in your new space.
- What will you do if your circuits don’t arrive on time?
- Can employees work from home?
- Can phone numbers be forwarded?
Access DNS Records
- Ensure you have access to your DNS records. These are needed to point your email to the new location.
- Order TV service in advance.
- Determine who is responsible for cleaning the suite before move-in day.
15 Days Until “The Move”
With only two weeks left until the big move, it’s time to kick your Manhattan office relocation checklist into high gear. These tasks should cover what you should focus on in the final days before the move:
Assign and Schedule Move-In Day Delegations
- Assemble your team and assign specific tasks to each member to ensure a stress-free move-in day and an overall smoother transition.
Test and Turn Up New Circuits
- Ensure the electric, internet, and other circuits are up and running.
- Cancel the old ones at your old office once you move in.
Coordinate an Employee Schedule
- Create a schedule of who will be coming in and when.
- Confirm you have enough people to help on the day of the move.
Forward Your Mail
- Ensure you notify the post office of your new address so you don’t miss any important mail or packages.
Update Your Address
- Change your address on email signatures, business cards, and your website.
- Remember to update your contact details on all social media platforms, Google Business, and online directories.
The Key Takeaway
Relocating an office can be an intimidating process. But with the proper planning and preparation, you can make the moving process smooth, successful, and even a little fun.
Finding the perfect office space for your needs takes a lot of work and research, but the effort will be worth it in the end. With the right approach and the help of this checklist, you can make the transition to your new office seamless and successful.
For further assistance with your Manhattan office relocation, call Alan Rosinsky, Principal Broker of Metro Manhattan Office Space, at 212-444-2241.