Ensuring that you hire the right moving company is critical. Your moving company will often be your most important initial contact with your new landlord, and it is important that the moving experience be a positive one for all parties involved. The following is a summary of some key points to consider with respect to the mover.

Selection of Mover.

Selecting the right mover is critical. A good way to start the process is to ask management at your current building and management at your new building for a list of recommendations. Investigate each of the movers carefully. It is also important to know the specialty of your mover. If you are a high-tech company, you do not want to hire a mover that specializes in moving low tech companies.  Make sure the mover walks the project and gives a detailed list of all materials. Get a detailed bid in writing.

Work with the Mover Prior to the Move.

Make sure your mover has reserved freight elevators on the appropriate time and date. Also, make sure your mover is aware of any floor and corridor protection requirements your new landlord may have in place. Continue to keep your new landlord up to date with any date and time changes. Make sure your mover is aware of the following:

• Parking regulations outside the building.
• Freight elevator hours.
• Size of freight cars.
• Configuration of the building (will they have to change elevators).
• Special building rules and regulations.

Related: How to Get the Office Build-Out You Bargained For

Pre-Move Checklist.

• Confirm that your company’s insurance covers the move.
• Arrange and set up new phone and Internet accounts.
• File a change of address with USPS.
• Run an inventory of existing furniture and dispose of anything you do not need.
• Order new furniture as necessary.
• Leverage the pre-move internal committee to help employees prepare for and execute the necessary steps for the move. This includes preparing boxes with labels, cleaning up and purging old files, and distributing any new keys or access cards for the new facility.
• Order stationery with the new address.
• Make sure all permits and licenses are in place.
• Send out change of address notices to clients, vendors and personnel.
• Conduct team meetings with IT staff, design construction specialists
• and the mover.
• Change locks and passcodes at the new location and distribute keys to staff.
• Confirm AC will be on prior to move.
• Moving Day Checklist
• Ensure computer equipment, phones, furniture and boxes are unplugged and ready to be moved.
• Plan an emergency contact list to keep all parties in the loop and accessible on moving day.
• Thoroughly clean out your old space as required by your existing contract.

With a little preparation and planning, your move to a new commercial real estate property can go smoothly.

At Mobiliti CRE we focus 100% on representing tenants with office relocations, expansions, contractions, and subleases throughout Tampa Bay and the entire West Coast of Florida.  We also assist businesses that are looking to purchase office, medical office, industrial, and retail space.  Reach out to us for assistance with all of your commercial real estate needs at (813)-300-2227 or email us at pam@mobiliticre.com

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• How to Grow a Successful Commercial Business in a Recession
• Cost Saving Strategies to Reduce Rental Expenses
• Determining How Much Office Space You Need

The post How to Prepare for an Office Move appeared first on Mobiliti CRE.

The time required for a successful move depends on the size of the space required and the complexity of the new space. For an office user with 10,000 or more square feet, it is best to begin the process within 18 months prior to the expiration of the current lease. It is critical to begin the process early enough to maintain leverage in lease negotiations and to be exposed to as many alternatives as possible.  Last week we discussed the importance of reviewing your existing lease prior to doing anything else.  Once you have done that it’s time to assemble the team, the timeline and the budget.

1. Choose a Team Leader and Make them Aware of Management’s Goals. Being the point person on an internal office move can require a substantial time commitment. The team leader should be made aware of this and may need to delegate some of their normal duties to someone else during the search process. In addition, it is imperative that the team leader receives clearly defined goals and instructions from all decision-makers involved. Often the best choice for a team leader is the CFO, general counsel, head of facilities or an office manager.
2. Assemble an External Team. The first step for the team leader should be to interview and hire a real estate broker. The broker can then assist in hiring other professionals such as architects, engineers, and construction managers.
3. Clearly Define the Role and Responsibility of Each Member of the Team. The roles of each team member should be clearly defined, and they should be held accountable.
4. Create a Project Schedule. The team leader, together with assistance from the broker, should create and maintain a project schedule that keeps everyone on track. The project schedule should outline each team member’s duties and should include key deadlines for completion and budgets. Staying on schedule will prevent you from moving too late and having to pay holdover rent or from moving too early and having to pay rent on two locations.
5. Establish a Preliminary Project Budget. The budget should address costs for construction, if any, professional fees, furniture, equipment, moving costs and any other costs not covered by landlord concessions.

Next week we will discuss the process used to determine how much space is needed.

At Mobiliti CRE we focus 100% on representing tenants with office relocations, expansions, contractions, and subleases.  We also assist businesses who are looking to purchase office, medical office, industrial, and retail space.  Reach out to us for assistance at 813-300-2227 or via email at pam@mobiliticre.com Here at Mobiliti CRE we assist both small and large investors as well as owner-occupiers with commercial real estate purchases.  

More Tenant Related Information

• Tampa Bay Commercial Office Market Snapshot
• How to Maximize Tenant Renewals
• Tips for Renegotiating Rent Due to COVID-19
• 5 Things to Ignore on a Virtual Tour
• Cost Saving Strategies to Reduce Rental Expenses

The post Thinking About an Office Move? Do These 5 Things First appeared first on Mobiliti CRE.