Common Office Move Mistakes and How to Avoid Them

Editor’s note: “As a trusted and valuable partner of Platte River Networks, we asked Matt Edgar of Community First Commercial Real Estate to write this article for our July newsletter. We have seen many of our clients make mistakes and have issues with their search for office space and the overall leasing process. We reached out to Matt so he could provide his insight and expertise in the hopes of educating our clients and hopefully helping them with this sometimes difficult and time consuming process. Please read and hopefully learn…”

You’ve decide to pull the trigger, and upgrade your office digs by relocating your office. A move looms on the horizon…how will it impact your business? “Will my customers still be able to find me?” you wonder, among other worries.

Moving is a hassle, let’s face it. But you can make it less of a hassle if you avoid some of the following pitfalls. Here are the most common moving mistakes, and how to avoid them:

Mistake #1: Not allowing enough time.

This is a big one. Procrastination is likely the most common trap that companies fall into, resulting in moving headaches. Not allowing ample time to plan and execute an office move leaves everyone scrambling, causing undo stress, dropped balls, and major headaches. You should start planning your move at least 3 months in advance; scheduling movers, notifying your IT providers, and getting your new collateral ready to go so customers know where to find you and how to reach you.
Solution: Start planning your move 3 months out.

Mistake #2: Not having a moving checklist.

Think a move is as simple as calling a moving company a few days out, and having them pick up your stuff from Location A, and setting it up at Location B? Think again. You should have a comprehensive moving checklist, detailing and assigning each task, and including a timeline and check box to mark off when completed. Without a thorough list, “minor” issues slip through the cracks, and become major headaches. Did you check the loading dock schedules? Do you have access to the building demarc so your telecom vender (hopefully you remembered to call your IT provider) can gain access? Did you remember to call your filtered water provider to let them know you’re moving? Some items are more important than others, but the process will be less painless if your office broker can provide you a moving checklist.
Solution: Get a moving checklist from your Tenant Rep Broker, or create one yourself.

Mistake #3: Not assigning a single point of contact to coordinate the move.

Your office won’t move itself. You need to designate a single point of contact, whether it’s yourself, or your office manager, or your business partner. Someone needs to be responsible for following the checklist and making sure action items are checked off well in advance. In particular, make sure major items of importance like scheduling a moving company, notifying property managers of your move at both locations, making sure you have updated certificates of

insurance naming your old and new landlord, and your moving company, as additional insured parties on the certificate, etc., are handled first. It goes without saying that hopefully you already had your IT guru check to make sure that the voice/ data providers you need are available in the new building, and that your service move or port has been scheduled to commence at a minimally disruptive time, like in the late afternoon or evening to avoid downtime. Weekly meetings with your single point of contact ensure you keep the move manager on task.
Solution: Assign a single point of contact for move coordination, and have weekly meetings to stay on track.

Like anything, moving is a process. Allow ample time, create a roadmap, and stay on course to allow for a smooth move.

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