Moving to a new office in New York City can be an exciting and refreshing experience once you’re all settled in. Keeping up with everything that needs to be done throughout the moving process, however, can be frustrating. This is especially true if this is your first time moving offices. Smaller companies typically start planning anywhere between three to six months in advance, while larger companies can expect a timeframe of nine to 12 months.
When organizing this kind of move, it’s important to consider current inventory, disassembling and packing, and notifying employees and consumers of your move. On top of that, you still need to account for miscellaneous items, securing technology and furniture, and handling contractual agreements with current and future landlords. Needless to say, there are many moving parts that are involved in this type of move, all of which are critical to proper execution.
Step-by-Step Office Moving Timeline
When you’re planning to move offices in NYC, it’s important to understand where you are in the process by establishing an office moving timeline. Of course, not all office moves are laid out equally. If you’ve already signed the lease on your new office space and have a moving date ready, the following timeline serves as a general direction to help you estimate and set deadlines for when various moving ventures should be fulfilled.
Prep Work (3-9 Months in Advance)
Map Out and Examine Your New Office Space
Before you can start the process, you first need to get a good idea of the space and layout in your new office. Likewise, some landlords may require you to loop them into the planning process to ensure that everything aligns with safety regulations.
Visit your new office, take pictures, and sketch a layout to determine what you can and can’t bring with you. Office design, equipment, and furniture all depend on the size of your firm. When conducting a walk-through, take your time and identify any potential issues that you may run into on moving day.
Begin Announcing Your Office Move
One of the most critical steps when relocating is announcing your office move to your employees early. This allows them to make necessary arrangements in their personal lives and reprioritize project deadlines to make sure their tasks are not affected by the move.
Announcing the move can be done through an email or a team meeting, but don’t forget to include the reasons for the move and relevant details like the new office address, time, date, and responsibilities. During this phase, you may want to open up the floor to any questions or concerns employees may have and create a plan for how and when you will notify clients and customers of the move.
Scope Out Moving Prospects
Perhaps the most essential part of preparing for your move is choosing a reputable commercial moving company. Identify local movers with services that match your needs. For instance, if you need help with IT relocation and equipment storage, you’ll want to select a moving company that does it all rather than having to juggle working with multiple parties.
Choose your top two options and ask about pricing, moving trucks, equipment, machinery, and other services you may be interested in. After choosing a moving partner, set a date and time that accommodates your team.
Moving Work (1-3 Months in Advance)
Create a Packing Calendar and Moving Checklist
To avoid packing too early or too late, it’s best to create a packing calendar that sets a pace and timeframe for when specific items should be packed. If you have a detailed inventory intact, you can easily base your packing schedule on that.
Based on your inventory, determine items that you don’t need and consider selling, donating, or trashing them. Of the items that you need to transfer to your new office, prioritize packing rarely used items first. In the weeks leading up to your move, you should focus on packing fragile items and essential office gear like tech equipment, phones, and computers.
Gather Essential Packing Supplies
Write down a list of packing supplies that you’ll need to wrap and store your office belongings safely during your move. Purchase moving boxes, packing paper, bins, tape, blankets, bubble wrap, and more. Otherwise, talk to your moving company about obtaining these supplies.
Pack, Organize, and Label
Now would be the perfect time to start organizing and boxing up nonessential or rarely used items. Start shuffling through extra office supplies like pens and paper, past documents, kitchen supplies, office decor, and other equipment and place them in labeled boxes. This will be one big step you can cross off your to-do list.
Execution (less than two weeks in advance)
Ask Employees to Clear Off Personal Spaces
As your moving date approaches, it’s a good time to give a final heads-up to your team. Ask your employees to clear off their desks and pack their personal belongings to ensure nothing gets misplaced.
Touch Base with Movers
Once all remaining items have been packed, you’ll likely be anxiously waiting for your movers to arrive. Call your movers and verify your moving date, time, and destination. Speak to them about any last-minute changes or any suggestions or requests they might have on their end.
Clean Up the Old Office
Finally; All the boxes are packed, your move is confirmed, and your team is ready to go. But you’re not done yet. As with most office leases, you’re expected to give your office a good cleaning before you go. If necessary, you can delegate this task between members of your team or request deep cleaning services from your movers.
Remove Hazards from Workplace
The final step before the movers arrive is to pave a clear path from your office to the loading truck. Do a quick walkthrough of your office to ensure there aren’t any loose floorboards, wet surfaces, slippery stairs, debris, messy sidewalks, or obstructed roads that might jeopardize someone’s safety.
Stay on Top of Your NYC Office Move with CRS
Looking for world-class movers in NYC? Look no further than the licensed professional movers at CRS Moving & Storage. Our experienced NYC commercial movers ensure every phase of your move is seamless by handling your office belongings with care and reducing the impact of downtime in your company. Although this timeline is standard, we understand that your moving needs may be unique depending on your circumstances. We’re more than happy to work with you to establish a productive and efficient moving plan.
No matter the distance, time, or size of your move, you’re at the right place. CRS Moving & Storage is your one-stop-shop to tackle all your moving needs. With your NYC office move in the works, our team will offer a moving package that provides you with a stress-free experience. Call 718-424-6000 or complete our contact form today to inquire about our services and get your moving plans underway.