Location…Location…Location…

The process of moving an office starts with identifying your new location. There are several key factors to consider when choosing your new location: employee commute, client locale, and monthly rent. Start by identifying the areas that many of your employees commute from and, if possible, the length of their commute. If in person meetings are critical to your business, identify the location of your main clients. Plot your employee commutes and the client locations on a combined map. Identify the optimal office location from both your employee and client base locations. With the assistance of your financial team, identify a rent price point that works for your business.

The next step in the move process is to retain the services of a real estate agent who will assist you in assessing the market rents in the areas you have identified. Be prepared to expand your search area at the advice of your agent as often, desired location and price point are not in alignment. As your agent takes you to the various locations, be sure to assess the common areas of the building including the condition of common corridors and bathrooms. Explore the neighborhood through the eyes of your employees. Are there affordable places to grab lunch? Are there amenities such as gyms in the vicinity? Most importantly, would you feel safe walking to and from the office during the evenings?

Planning…Planning…and more Planning…

After the lease is signed, the move plan begins. Inquire with your building if there is an approved/preferred list of vendors for completing work in the building. The landlord likely has a list of preferred movers that are familiar with the building (paths of travel, elevators, etc.). Have the movers come to your current location to assess the items you are moving. Continuity of service for your work may be an issue with your computer technology. Will there be a “down time” for your system? If so, be sure to schedule deadlines around these dates and notify your clients that you will be unable to serve them during this time.

In anticipation of your move day, reorder office supplies that will need to be updated with your new address. Business cards and stationery have lead times and you want to be sure to be ready for business on the day you start in the new office. Review your document templates for any necessary address updates. Spend some time looking through your company website to ensure that you have updated your address. You want your clients to be able to find you!

The BIG MOVE…

The big move day has finally arrived. The months of planning will culminate into packing and unpacking boxes. Remember that moving your office offers your company a fresh start. Consider a communication to your clients about how this move will be important in improving your ability to serve them better. This is a momentous day for your company and should be celebrated with your employees!

Patty is a Principal at MEYERS+ ENGINEERS, a full service MEP firm. She serves on the SDA New York Chapter Advisory Board. Patty can be reached at patty@meyersplus.com.