Professional Services Accounting ARTICLE -
Handle Your Law Firm’s Move With Care

Target Audience: Law Firm Industry Interest, Law Firm Associates, Law Firm Professionals, Relocating Practices, Meticulous Planners, Coordinators, Law Firms Considering a Move

Has your firm outgrown its workspace? Do you need to lower costs? Do you want to move to a more desirable location? No matter what the reason or even the size of your law firm, moving is typically time-consuming and complex, requiring meticulous planning, communication and coordination. Here are some useful tips to help get your firm to its new location with as few bumps along the way as possible.

Moving For the Right Reasons

Before spending the time and money to move, make sure your reasons for relocating align with your firm’s goals. If your firm is on the fast track to growth, for example, you’ll want your new space to support expansion.

Bigger isn’t necessarily better, though. A smaller space that accommodates more offices but eliminates unnecessary areas, such as a large kitchen, allows your firm to consolidate resources and cut expenses, which may be a better way to achieve your goals.

Assembling a Moving Team

With client matters and other responsibilities requiring your attention, you may not have the time to orchestrate an office move. That’s where a project manager experienced in planning and executing corporate moves comes in. A project manager, working with your firm administrator, can create the budget and hire and oversee the movers, contractors and vendors. He or she can also schedule technical service providers and work with management and building staff at your old and new locations.

Other experts can assist you with the move, too. Real estate professionals can help you decide whether to relocate, renovate or expand, as well as time the move and negotiate the deal. Tenant and commercial real estate brokers are experienced in locating and negotiating space requirements. Architects and commercial space planners use their expertise in commercial office requirements to help you finalize your space needs.

Mapping Out Your Space

Whether you want to conform your office space to a prebuilt and designed configuration or customize it to include a new law library or health club, you need a visual plan.

Also, consult with your firm administrator and IT staff. They can assess your infrastructure and telecommunications needs — everything from files to telephone systems to electrical hookups — and help you decide which furniture and equipment you can reuse and which you’ll need to buy.

Before moving in, plan to visit the new space several times. Ask the telephone and computer network installers and representatives to accompany you. This way, each party will know where the appropriate furniture and equipment should be installed and they can address any problem areas before moving day.

Making a List and Checking it Twice

To monitor the progress of the move, create a comprehensive task list complete with deadlines. In addition to the tasks mentioned above, there are minor details to take care of:

Give the post office and your clients and vendors your new contact information.
Notify clients about how to contact your office during the move.
Update your firm’s Web site, letterhead, stationery and business cards.
Assign work spaces and distribute new keys to staff ahead of time.
Encourage employees to dispose of unnecessary files, books and folders before the move.
Carefully transfer or, when applicable, destroy confidential client information.
Use labels and colored boxes to distinguish items by department and create an inventory checklist to track missing items.
Allow only designated members of the move team on site to avoid creating problems and slowing down the movers.
Leave the old office in good condition.
Document any damage to either office in case there are problems later.
Provide receptacles so employees can pack and unpack quickly.
Host a pizza party to encourage employees to set up the office immediately.
Don’t forget to schedule an appointment with your movers to make any postmove adjustments and clear empty packing materials.

Getting Settled In

Moving your firm’s office can be overwhelming. But keeping your staff up to date on move details and taking the time to prepare can ensure the move goes smoothly and your firm gets back to business as usual in no time.

Find out how our expertise in professional services accounting can add value to your business. Email us or call us at 1 (888) 875-9770.

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