Moving Offices in Manhattan
Sat, 07/14/2012 - 16:24 — Administrator
Moving offices in Manhattan is a tricky and often overwhelming experience. There are so many moving pieces to a business relocation that in order to be up and running in your new space on time, careful planning months ahead of time is crucial. If you’re planning to move offices soon, here is a checklist of important (yet often overlooked) must-do tasks.
60 – 90 Days
• Assign an internal Project Manager to oversee the entire move. Make sure they have the time and energy to devote to this demanding project. (We recommend setting up a weekly meeting with all parties involved for status updates.)
• Find out from your commercial real estate broker what carriers are in the building already for voice, internet and television. Are there any historical problems with service in the building?
• Find out your commitment to your current voice and data carriers. (be thorough; your fax line and phone line might come from different carriers) Do you own or lease your phone system? Can you keep your phone numbers when you move? Obtain a CSR (Customer Service Record) from your carrier with your account details.
• Order your voice and data circuits.
• Determine who is responsible for connecting your circuits from the building’s main telco closet to the IT/server closet in your office (the carrier or your cabling vendor?)
• Get floor plans and furniture layout of new space.
• Find out about your new building’s rules and limitations. Is union labor required? How late can vendors work? How late is the freight elevator open? Etc.
• If construction is involved, schedule a kickoff meeting with vendors, architects, GCs, etc.
• *Tip: If you can hire one company to manage many aspects of your office technology, you will save yourself headaches later. All-in-one office technology companies like Everglades Technologies can be a big asset.
• Determine where your new server room / IT closet will go. Be sure to confirm electrical, cooling and security requirements are met. Be sure the location is centralized enough to avoid cabling distance problems.
• What happens to the building cooling systems at night and on the weekends? You may require supplementary cooling for your IT closet.
• Determine your cabling needs based on furniture location and future plans. Include as much as possible in the initial project to save money on future visits. Consider voice, data, security, AV and access.
• Get a sample Certificate of Insurance (COI) from your building, so you have it on hand when vendors request a copy.
• Identify long lead time items that may delay the move (carpet, furniture, lights, etc.)
• Select a moving vendor. Will they move your IT equipment as well (and remember put it last on / first off the truck?) Do they bill by time and materials or flat fee?
• Schedule the ports of your phone numbers..
• Create a backup plan for the first weeks in your new space. What will you do if your circuits don’t arrive on time? Can employees work from home? Can phone numbers be forwarded?
• Ensure you have access to your DNS records. These are needed to point your email to the new location. The password might be with some IT guy you worked with 10 years ago.
• Order TV service.
• Determine who is responsible for cleaning the suite before move-in day.
• Assign and schedule people to be in charge of different aspects of the move-in day.
• Test and turn up new circuits, canceling old ones once you move in.
• Coordinate employee schedule for move day.
• Forward your mail.
• Update address (email signatures, business cards, website.)
For further assistance call Alan Rosinsky, Principal Broker of Metro Manhattan Office Space, Inc. at (212) 447-5403.