How to Manage a Successful Office Move - Carmen Real Estate

[Pages:29]How to Manage a Successful Office Move

A Thorough and Detailed Moving Checklist to Consider as You Plan and Work Through Your Office Move

A free guide from CARMEN Commercial Real Estate - The Tenant Advisor

CARMEN Commercial Real Estate is the only exclusive tenant representation firm in Indiana. CARMEN represents tenants and buyers of commercial properties. Period. By focusing on your side of the deal, we avoid the conflict of interest that occurs when traditional brokers represent both tenants and landlords.

TENANT / BUYER REPRESENTATION SERVICES

? Office Space Assessment ? Market Analysis ? Property Search & Selection ? Request for Proposal (RFP) management ? Lease Negotiation & Transaction Management

Utilizing a Tenant Representative to locate properties and negotiate on your behalf costs you nothing. Fees are always paid by the landlord or property owner. At no additional cost to you, you receive a commercial real estate expert on retainer to advocate for your best interests before, during and after the paperwork is signed.

About CARMEN

Chris Carmen | President & Founder cuc@ 317.848.0900

Chris is the President of CARMEN Commercial Real Estate and has been proudly representing tenants for over 34 years. His vision was to create a firm that specialized in tenant representation, free from the conflicts of interest inherent in traditional, full service brokerage firms. Carmen has represented over 400 businesses in transactions within Indiana and throughout the country.

Chelsea Brown | V.P. of Client Services & Marketing cbrown@ 317.793.9014

Chelsea is a United States Air Force veteran and has been in the commercial real estate industry since reentering civialian life. She has a strong background in commercial real estate marketing, specifically within the tenant representation niche, and also has experience in site selection, location modeling, and incentive procurement and negotiation.

Leslie Walter | Corporate Lease Administrator lwalter@ 765.714.5305

Leslie's background lies within property management, having managed a large commercial real estate portfolio totaling 2.8M SF of space ranging from Class A Office Buildings to light industrial and flex developments. At CARMEN, Leslie works within our Corporate Real Estate team, where she manages client sites across the U.S. in the areas of corporate lease administration, office set up and decommissioning, and multi-site office management.

A free guide from CARMEN Commercial Real Estate - The Tenant Advisor

CTaObleNoTf CEonNtenTtsS

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INTRODUCTION

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VENDORS to consider hiring

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SPACE AND FURNITURE planning highlights

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TECHNOLOGY HIGHLIGHTS

MOVE TIMELINE ITEMS

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6 MONTHS PRIOR TO MOVE

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4-5 MONTHS PRIOR TO MOVE

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3+ MONTHS PRIOR TO MOVE

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2 MONTHS PRIOR TO MOVE

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1 MONTH PRIOR TO MOVE

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2 WEEKS PRIOR TO MOVE

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1 WEEK PRIOR TO MOVE

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MOVE WEEK

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MOVE DAY(S)

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DAY AFTER MOVE & POST MOVE SUPPORT

A free guide from CARMEN Commercial Real Estate - The Tenant Advisor

INTRODUCTION

Whether you outsource a relocation of your business to a move management contractor or enlist an in-house team to execute the move, one thing is a must: stay organized, and beyond that... Remain Calm! Seriously, a relocation of your business is not unlike any other project you take-on in your business that requires project management to coordinate the many facets of the move. This guide is an introductory relocation checklist to help you begin to plan and organizing your company's move.

Like any complex process, office moves benefit from organized planning that breaks the process down into manageable parts or stages. We developed the checklist from a variety of sources, movers, relocation project managers, but mostly from our own experiences and those of the many clients we've relocated over the years. It is a thorough list of steps and considerations for relocating your business that is not universal for every business, but a helpful guide to starting the moving process.

Please note this is a broad all-encompassing outline of the upcoming steps and procedures to consider. Many of these action items may not apply to your business' relocation. Questions such as what type of building are you moving in to, do you own or lease the property, and what services would a landlord be providing as part of the lease will all factor into your moving checklist.

If you are beginning to consider a relocation, we'd love to sit down with you to discuss your specific needs and tailor this relocation outline for you.



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VENDORS to consider hiring

Architectural and/or Design

General Contractor

Network (upgrade, backup, prepare for

move)

Electrician

Voice/Data

Cabling

Security

Audio Visual

Office Furniture

Moving

Painter

Janitorial

Vending

Liquidator (furniture and IT

assets)

Artwork, Signage

Records Management

Landscaping



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SPACE AND FURNITURE planning highlights

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Conduct an employee census and occupancy review

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Review current office layout and update existing drawings

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Evaluate the alignment between departments and business functions

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Determine appropriate file, print and common area needs in new space

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Catalog and prioritize office layout improvement opportunities

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Create multiple space layouts and socialize for feedback

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Create a detailed existing furniture inventory including the condition of furniture

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Catalog current unique ergonomic accommodations in existing space

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Verify dimensions and general buildout in the new space

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Establish high-level furniture goals (size, look, feel, color, functionality and cost)

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Consider your furniture options:

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Sell/decommission old furniture

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Purchase refurbished options

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Purchase new furniture

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Repurpose existing furniture

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Reuse your existing furniture

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Create a comprehensive and detailed furniture plan for the new space

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Identify furniture lead time and installation timeframe



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TECHNOLOGY highlights

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Conduct complete IT infrastructure assessment of current and proposed locations

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Evaluation of power, uninterruptable power supply (UPS) coverage for critical office

technologies, HVAC, ventilation, network and equipment positioning requirements

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Evaluate current cabling and network industry best practices

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Inventory of all office technology assets including conference rooms & common areas

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Evaluations of WIFI network coverage versus industry best practices (coverage heatmap)

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Evaluation of physical security, alarm and employee access systems versus industry best

practices

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Evaluation of technology upgrades for potential project consolidation or modernization ? i.e.

dedicated printers to central multi-function devices

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Inventory of critical business and support applications

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Evaluation of network downtime options versus redundant hardware and applications during

cut over

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Desktop, printer & conference room relocation support strategy and resources

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Evaluation of phone system: order new or relocate existing

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Phone numbers: order new or transfer existing through carrier

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Data services: order new or transfer existing (POTS, MPLS, Cable, T-1, Satellite, DSL). Average

90-day lead time requested by most carriers

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Document detailed server and critical hardware move plan

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IT evaluation and approval of the move plan

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Update employee contact information ? office address, phone, etc. in HR system of record



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MOVE TIMELINE items

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