Occupancy Services refers to the planning, budgeting, and coordinated efforts required for successful company relocations. This encompasses a broad spectrum of tasks, such as assessing current and future space needs, scheduling critical milestones, managing vendor relationships, and communicating with stakeholders to ensure a smooth transition.
Effective Occupancy Services minimize downtime and disruption, supporting workplace continuity and employee well-being throughout the relocation process.
Decommissioning
Prepare vacated or remodeled spaces for turnover by addressing any needed repairs and cleaning, ensuring the space is left in suitable condition for future use.
- Evaluate Lease-Required Restoration
- Repair and touch-up displaced or vacated spaces
- Cleanup of offices and areas affected by the move or expansion
- Restore impacted areas to meet building standards
Furniture
Coordinate the use, selection, and acquisition of furniture to support seamless office transitions, leveraging existing resources and procuring new items as needed.
- Assess and utilize existing furniture within the building
- Identify needs for new or supplemental furniture/components
- Develop a plan and budget for all furniture moves and acquisitions
Move
Manage and execute office move logistics, including detailed planning, temporary officing solutions, and coordination to minimize operational disruption.
- Develop comprehensive move-in/move-out plans for each suite
- Arrange for temporary officing using available underutilized space
- Provide move schedules and budgets as part of project proposals
Tenant Vendor Oversight
Oversee and coordinate with all key third-party vendors involved in the transition, ensuring integration of specialized services and comprehensive budget planning.
- IT & Cabling: Develop budgets and bidding documents with internal teams
- Audio Visual: Create plans and budgets for AV relocation and acquisition
- Acoustics/Sound Management: Address sound requirements and budgeting
- Access & Security: Coordinate for security needs and related budgets
- Kitchen, Mail, Library, & Work Rooms: Plan for relocation of these spaces
- Art: Support selection and acquisition as needed
- Signage & Branding: Plan and budget for signage and branding updates
- Plants: Assist with plant selection, acquisition, and maintenance plans
Operational Support
Provide ongoing support to ensure a smooth operational transition, covering everything from employee communications to updates of logistical and digital assets.
- Develop and distribute employee move instructions and responsibilities
- Create new facility seating charts and document amenities
- Assist employees on the day of the move
- Manage cancellations and transfers of utilities and services
- Update mailing addresses, accounts receivable/payable, and business cards
- Coordinate updates to websites, leased equipment terms, and online maps (Google, Bing, Apple Maps)
- Ensure proper update of USPS address for mail delivery
Moves are inherently complex. With the right team, your next move could make you a hero!