A Step-by-Step Guide to Relocating Your Office or Warehouse Space

You've signed the lease on your new office or warehouse space, and are excited to move in. Although you've made a solid decision that supports your company's growth pattern and trajectory, it's normal to be worried about unforeseen challenges—or even second-guess the decision to relocate at all.

It will be helpful to organize your relocation checklist as a timeline so you can stay organized leading up to the move. Here are a few tips and steps to follow, and an example of a working timeline and the typical vendors to assist with the move, that help minimize anxieties often associated with office or warehouse transition.

180 Days Prior to Move Date:

• Begin developing a complete move plan.
• Select an architect and/or interior design firm, if you're not already working with a vendor.
• Get experienced references from trusted vendors.
• Develop your building, furniture, and IT necessities list.

150 Days Prior to Move Date:

• Ensure completion of construction documents.
• Hire a general contractor.
• Catalog existing furniture and IT equipment for liquidation. Categorize any leased furniture, IT equipment, or copiers; draft written notices to vendors of any leased equipment to ensure the equipment is relocated.
• Interview, request bids, and enter into a contract for suppliers of new furniture, IT equipment, and telephone equipment.

120 Days Prior to Move Date:

• Review and finalize your relocation plan with internal stakeholders and with your project manager.
• Provide written notification to your existing and future property management company and/or landlord regarding move dates and any elevator and entry/exit needs.
• Order new furniture systems, communication equipment, training equipment, and IT packages.

90 Days Prior to Move Date:

Interview and request bids from two to three vendors for each of the following services:

• Moving services (insured); furniture and office systems provider
• IT/Server disconnect/reconnect
• Computer systems disconnect/reconnect
• Phone/communications system transfer
• Voice & data cabling installer
• Security system vendor (key-pad, card-key access installer, surveillance systems installation, on-site security services, etc.)

There are numerous other tasks that need to be planned and accounted for from the 90th day to your actual move day, but at this phase of your move process, the most important thing to remember is to draft a working timeline with architects, general contractors, relocation specialists, and IT vendors. These providers can collectively help you come up with a viable working plan that can be executed so that your office or warehouse is ready for operations on day one. Working closely with your existing landlord and new landlord is key as well. Knowing the requirements for the facilities you are leaving and the one to which you are relocating will help make sure your working timeline proceeds smoothly and successfully.

About the Author: Jay Rigelsky
Jay Rigelsky is an executive vice president with Corporate Realty Advisors. He has over 16 years of commercial real estate experience, and has represented corporations in the acquisition, disposition, development, and leasing of facilities in over 100 different markets and 42 states. Rigelsky joined CRA after concluding his service as an officer in the U.S. Army.