Brooklyn office relocation tutorial

No matter what you might think, bigger is always better. So if you’ve come to that point when your business has expanded out of your current office space, you’re on a good path. Next step would be finding and securing a bigger office space. And what better HQ location than one that is both reliable and affordable – Brooklyn. However, unlike your run-of-the-day household relocation, commercial moving is a different playing field. Due to the amount of supplies and people being moved, it is far more complex and demanding. So if you were expecting your Brooklyn office relocation to be a piece of cake, think again. It will be an operation which will require investing a whole lot of time and money. But with a little help from a professional and experienced Brooklyn mover, you’ll get there.

The task of making a Brooklyn office relocation might seem long, but it is in truth quite short with the right advice.
Never be afraid of progress and growth – making a Brooklyn office relocation is the next important step on your journey, so learn how to do it.

Foundation tips for Brooklyn office relocation

Moving your office to Brooklyn is a fantastic opportunity for re-assessment. You can determine whether your current office space is suitable for anticipated growth or if it is adaptable to the constant shift in job requirements. As we previously mentioned, moving your business or office requires a bit more preparation than moving a household. And since good preparation is key to success, you need to ensure that you follow through. So let us offer this quick-step list of steps that you need to follow through to ensure a maximum impact Brooklyn office relocation.

Brooklyn office relocation planning stage

When doing a commercial relocation, planning comes first and then execution.
The foundation of every good business is excellent planning and organization.

First thing you need to do is set your final move-out date, thus giving you a time frame. Once you have that, you can proceed with creating a timeline for all the stages of your move. For starters, do an estimate of the size of the office you are moving to:

  • small office – preparation process takes up to three months
  • medium/large office – preparation will last six to eight months at least

Next stage of moving your business would be getting familiar with the new Brooklyn space. You’ll need to know where you are moving before actually planning out the relocation. Acquiring blueprints of the new space would be a good way to start. It’ll help determine what you’re working with and later help you plan out your new office layout.

This would also be your chance to resolve any logistical issues that were present in your current office. You can make a list of potential problems with the floor layout you have. This might include things such as a smaller reception area or less storage area or perhaps a larger open space. Basically, whatever comes to mind – you might even want to get feedback from the rest of your co-workers. It is a great way to incorporate other viewpoints and to achieve consensus on the move if some are not quite excited about the change.

Ensure that your team is on the same “office moving to Brooklyn” page

Keep your staff up-to-date on any and all changes and relocation plans.
Moving your business to Brooklyn requires teamwork, so ensure that you have full support.

When it comes to larger office moves, we recommend having someone in charge of each department. That person can then coordinate their part and make things a whole lot easier for you. As an example, you can give this task to the department heads and have them make sure that each employee packs up their desk and lockers. If we are talking about a small office move, then you can handle this supervising task.

Set regular meetings and make sure that employees are notified of meeting details. Ensure that everyone knows what their role is in this project. Relocation is stressful for everyone involved, especially if decisions are not being communicated properly. This is why it is important to keep everyone well informed, to limit any worries or concerns.

It might be a good idea to set up two separate communication plans:

  1. Internal – making sure that your team is in the loo for your Brooklyn office relocation
  2. External – notifying clients and vendors about the commercial move so as not to lose any contracts or opportunities.

Calculate your Brooklyn office relocation budget

As is with every larger undergoing, you need to have a budget planned out. This will significantly help later on, when deciding on a professional mover, packer, decorator etc. So get into the numbers with financial and set out a figure for the office move.

Consider the option of hiring additional help for your commercial move

A need might arise for special services, such as telephone line installers or computer network specialists. Ask each department manager or supervisor what is required from their area. Make sure common areas such as the reception area and lobby are covered first.

One of the most critical tasks is to hire the movers. There are Brooklyn moving companies that specialize in office moves. Just make sure you do your research, ask the right questions, and have the company come to your office to assess your move. Like any household move, you need to make sure the company is reliable and that you are receiving the best service for the cost.

Have a staff member develop a list of at least five moving companies, then ensure you investigate them thoroughly before you hire. Determine budget, get quotes, and compare services across moving companies to decide which one to hire.

If you have the budget for it, consider hiring professional packers.  This will not only save you time, but it will reduce relocation stress for your employees as well.  Areas of the office that are common, and often the most difficult spaces to pack and move, will be packed in a quick and professional manner.

Keep your clients in the office relocation loop

Once you’ve set a moving date, you need to make sure that your vendors and clients are informed of this. Notifying customers and clients requires specific communication. Insurance needs to be provided about where you’re moving to and how the business will operate during the relocation to Brooklyn. Such information is essential to ensure keeping your loyal customers.

Design and plan a setup of your new office space

The office layout is the image of your business, so make sure to get it perfect.
Take advantage of your new office space by designing it to fix any current issues you have with office layout.

It is at this step that a staff meeting would prove quite helpful.  It’s always difficult to move into a new space but when you have to figure out where everything and everyone goes, that takes a lot of time.  Make sure you know where each piece of furniture will be placed and every employee will sit.  The more detailed the plan, the better.

Here’s a helpful checklist to make sure nothing gets left behind:

  • Desk empty?
  • Supply cabinets cleared?
  • File cabinets cleared?
  • File drawers locked?
  • Wall items taken down?
  • Breakable items properly packed?
  • Computers and other machines disconnected?
  • “Do Not Move” tags placed?
  • Liquids drained from equipment?
  • Everything labeled?
  • Have a set of spare keys available.
  • Ensure that your Internet connection is ready to go and that the phones and fax machines are working.
  • Confirm that the electricity works.
  • Make sure the bathrooms work.
  • Don’t forget to throw away (or use as scratch paper) any old stationary (or business cards) that has your old address on it and create new stationary with the new address on it.
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