How to Move an Office in NYC
New York City is a worldwide business hub and competition is fierce. When you’re moving your office or business, you want to stay as competitive as possible. Here’s how to move your office in NYC with as few interruptions and minimal downtime as possible:
1. Understand your leases
- Most leases have decommissioning requirements. You’ll want your deposit returned so if your old lease requires that you leave the office in a specified condition, schedule contractors to restore the space according to the lease requirements.
- If your new lease also has decommissioning requirements, take photos to document the condition of all spaces before you move in.
2. Schedule your move
- Weekend moves may cost a bit more but provide the least disruption to your business.
- As you plan and schedule, calculate your end lease date and new lease date to determine if there’s any overlap. Overlap can give you some additional time at your old office or allow you to access your new location.
3. Create a moving timeline
- A timeline lets you and your employees know what to expect at every stage of the move.
- Create a checklist of each and every thing that needs to be done – and who will do it – before, during, and after the move.
4. Moving coordinator
- If you’re managing a DIY move, It’s vital to assign one person to manage and maintain the organization of the move’s details and timeline.
- Many professional moving companies provide a moving coordinator.
5. Prepare your employees
- Give them the new business address, phone number, and contact information.
- Share the reasons for the move and keep communication lines open.
- Ask for their ideas in planning a more efficient office space or business.
- Ask them to start preparing for packing by decluttering their desks, cubicles, and any lounge areas.
6. Prepare your clients and suppliers
- If you have a small or boutique business, call your clients and suppliers to let them know you’re moving. They’ll appreciate the personal touch and it’s a great opportunity to reassure them that you value their business. A call also gives clients the opportunity to ask questions about your new location or changes in the business.
- For larger businesses, notify clients and suppliers by email and social media.
- No matter how you initially contact your clients, follow with the mailed change of address cards.
7. Change your address
- Change your mailing address at usps.com
- Change your address on subscriptions.
- Also, change your address for every online account that doesn’t go through U.S. mail such as UPS, FedEx, Amazon, or others that ship directly to your business.
8. Update signage and stationery
- Change all business stationery and business cards.
- Learn about your new building’s signage regulations and order new signage well in advance.
- Put up signage at your old location so clients and neighboring businesses know you’ve moved and know how to find you. Advance signage notifies customers that you’re moving plus it shows you’re organized and thoughtfully considering them.
- Install new signage at your new location as per building regulations. Provide the building super with your business information so it can be added to the building’s signage and directory board.
9. Take inventory
- Catalog everything on a spreadsheet, including furniture, supplies, equipment, employee lounge – each and every thing. Earmark:
- Items that will be moved to your new office.
- Items that will require disassembling such as cubicles, storage units, and warehouse shelving.
- Items that will be sold, donated, or recycled.
- Determine how much supply inventory needs to be moved.
- Consider having a flash sale to reduce inventory before moving.
- Liquidation. Your inventory will define which furniture and equipment will move over to your new office and what will be liquidated.
10. Consider rented equipment
- If you rent equipment and office furniture, it may be more cost-effective to renegotiate your rental agreement and get new items after you move.
- Old office equipment may require more maintenance and not have the features new models have.
- Replacing rented items with new ones gives you a chance to upgrade.
11. Start packing
- Stock up on packing supplies. At a minimum, you’ll need packing paper, various sized boxes, packing tape, tape guns, labels, permanent markers, moving blankets, shrink wrap, dollies, and furniture movers and sliders. Bankers boxes are ideal for paperwork, file folders, and many office items – plus they’re easier to lift.
- First, pack what you can in advance. This includes everything that won’t be needed until after the move or can be stored for a while.
- Give extra consideration to large or delicate items that need special packing.
- Label everything. Labeling speeds up the actual move because the moving team will know where to put the boxes and equipment. If an item isn’t labeled, it could end up anywhere or even get lost.
- Pack properly. Pad and wrap things carefully so they transport safely.
12. Have a plan for communications and the IT system
- Determine if your communications system will be reassembled in-house or by an outside source. If you choose an outside contractor, be sure to schedule them with sufficient lead time.
- This is an ideal time to upgrade your IT system. With technology changing at warp speed, your business will benefit from an up-to-date system.
- Also consider time clocks, security, and entry systems.
13. Get ready for moving day
- Assign an employee to stay at your old address for the day to:
- Greet any suppliers or clients who didn’t receive notification of your move or a prospective client who shows up for the first time, and give them all the new office contact information.
- Allow entry for last-minute contractors, cleaning crews, etc.
- Verify that at the end of the day, nothing has been left behind and,
- Meet with the building super to confirm that the space meets the lease decommissioning requirements and return all keys.
14. Hire a professional office mover
- If managing all the details of your business move by yourself seems overwhelming, hire a professional office mover.
- A professional mover can save you time, stress, and unneeded expense.
15. NYC’s best commercial mover
- The Movers NYC is experienced in all phases of New York City commercial relocations and understands the need for fast, efficient business with minimal disruption.
- The Movers NYC can save you downtime. We know each borough’s specific parking laws and regulations. Inexperienced movers who don’t know New York City regulations can cause delays that turn out to be very expensive and stressful.
- The Movers NYC know that each building has specific moving rules. Our dedicated moving coordinator will manage the following and more:
- Coordinate your move with the onsite building manager.
- Reserve a fixed time to use the dock and freight elevator.
- Schedule the move within the building’s distinct time restrictions.
- Protect common areas with protective materials.
- The Movers NYC supports every commercial move with an assigned moving coordinator who will organize the above tasks and more. The skilled coordinator’s responsibility is to oversee and manage a seamless commercial move so that you can focus on your business.
- The Movers NYC provides an on-site estimator who will walk through your old and new spaces to analyze the scope of your move. The estimator will evaluate the labor, materials, and time required for your move so that you won’t have any unwelcome surprises.
- The Movers NYC are not only experienced commercial relocation specialists, but we are also fully licensed, bonded, and insured.
When you’re planning a New York City commercial move, look no further than The Movers NYC. Our experience and expertise will translate into a move that flows smoothly from start to finish.