Considering a Corporate Relocation? Here’s a Timeline
Downsizing. Upsizing. Right-sizing. A better Manhattan neighborhood. A more commutable neighborhood. A building with more amenities. The reasons for considering relocating your business could be many. With all of the planning involved, a corporate relocation can take a year from start to finish – less depending on the size of the business – or more. Choosing the right partner to perform your office move is critical to ensure it goes smoothly, with minimal downtime for your staff and minimal disruption to the business. With nearly 50 years of expertise in commercial moves, Eagle Transfer is here to tell you what to expect when planning a complex office move.
1+ Year (18 months) in advance – Scope out the space
Finding the right office space for your business – and your corporate culture – can be time consuming. The more people involved, the more difficult it becomes, because everyone has an opinion, and calendars are full. Most commercial leases last a minimum three years, so you’ll want to start looking at what space is going to be available at least 12 months ahead. Beyond just looking at floor plans or 360º videos, a visit to a potential new space is critical. Don’t forget to also factor in proximity to subway stops, major highways or amenities (parks, gyms and daycares). You want your relocation to be seen as a good thing to employees – another benefit or perk you can add to your corporate culture.
3 to 6 months in advance – Lock it In
You know the good old law of threes? Narrow down your search to three properties, so you can negotiate pricing and the terms of the lease. Bring in your legal team to help you understand the terms of the lease, or hire a broker to represent you. A broker will know how to negotiate rent pricing in your favor, saving you significant money. (Longer terms usually command lower prices.) Walk away from two of the properties and lock in your lease.
There’s no need to involve your entire office staff during the selection process. People may get their hopes up that you’ll end up in one neighborhood and be disappointed when you choose another. But as soon as the ink is on paper and you’ve signed a lease, it’s time to inform your employees. Change management is critical during an office relocation – people are concerned about everything from their commute, to access to a good deli. Conduct a staff meeting and give employees as much information as you have – including virtual tours, closest subway stops, area attractions and other businesses within the building. By being open with your communications and your relocation plan, you’ll be able to nip uncertainty and rumors in the bud.
1-2 months – Hire a commercial mover
When it comes to a smooth office move, choosing the right commercial moving company to partner with is key. You’ll want to choose a mover that’s licensed, insured and experienced – with a full array of services including technology relocation, project management and storage (if necessary). Spring and summer are the high seasons for commercial moves – if you’re looking to save money, consider fall or winter. Choosing a local mover – one that’s familiar with the quirky little nuances of Manhattan moves, including tunnel heights, traffic patterns and commercial vehicle restrictions – will give you an advantage over large, national long-distance movers.
1 to 3 Weeks in Advance – Back it up
We’re not talking about backing up trucks, we’re talking about backing up data. Before your move, you’ll want all employees and IT professionals to back up all mission-critical business data. While our team of professionals are highly trained in technology relocation to prevent data loss, any time you move sensitive equipment you’re taking a calculated risk. Back up your data to an offsite location – it’s one of your company’s greatest assets.
1 week ahead – finalize everything
Seating charts. Interior designers. Phone / VOIP vendors. Utilities. Outside communications. Ensure that all parties are aware of the move date and their deadlines and are on board. Don’t leave anything until the final week, if possible, that should be dedicated to…
1 week ahead – Purge and pack
Hold a shredding party, where you blast some music, order pizza and encourage employees to dispose of old files, outdated technology and those team-building t-shirts from 2010. Anything that can be donated – office furniture and fixtures – should be labeled or packed out, and anything that can be shredded and disposed of, should be. The fewer boxes our movers handle.
A commercial move can be stressful, but with a trusted commercial mover, it doesn’t have to be. Large corporations like Scotiabank and W.P. Carey have hired Eagle Transfer for commercial moving services in New York City. Join them. Call for a free quote today.
