Navigating Law Firm Relocation in Midtown Manhattan: Challenges, Opportunites and Strategies

Change is often good - but major change is always hard.  Law firm relocation presents some unique challenges so we wanted to offer some suggestions based on the past 10 years of relocating small and mid-size Manhattan law firms to shared legal office space sublets in unrelated firms.  New York City's commercial real estate market has many law firms with leases "rolling-over", and we've seen a large number of firms downsizing for various reasons.  A particularly popular way to downsized is to take up legal residence within the premises of another law firm to take advantage of the infrastructure in place and enjoy the simplicity of letting someone else manage the real estate and facilities.

Many lawyers in Manhattan, reticent to move, have developed a strong attachment to their current office space, and the prospect of change can be daunting - but many firms who have had subtenants for years find themselves approaching a natural lease expiration point with a reduced desire to manage a suite and take on the associated liability going forward.  Further, we're seeing a lot of firms who we have canvassed for available offices reply that they're "bursting at the seams" and that they wish they actually had some vacant rooms for their own use - so the law business seems to be good.  Nevertheless there are plenty of firms facing a move and this article will hopefully be helpful.

A well planned move can enhance a firm's image and productivity while at the same time improving work-life balance for staff.  Strategic planning using LookingForSpace.com will let you stay on top of the fractional office space market and exploit appropriate new opportunities as they become available.  We help legal professionals find the right office space across the country with listings tailored for both self-service and "assisted" execution.

Below is a checklist of a dozen tips for planning and executing a law office relocation to shared space.

1. Find the perfect office that meets your firm's needs on LookingForSpace.com
2. Set a moving date
3. Create a comprehensive time line covering all aspects of the move
4. Notify current and former clients in advance
   Update court registrations
   Update your address with your local and national bar associations
   Inform opposing counsel in all open matters
5. Plan your IT transition.  Port phone numbers 30-days in advance
6. Digitize as many files as possible, and eliminate unnecessary paper.

7. Hire a reputable, reliable mover (get competitive quotes)
8. Update your marketing materials - revise all collateral material with new contact information
9. Set up necessary utilities and services at new location
10. File an official change of address with USPS
11. Notify vendors and servicer providers
12. Back up all digital files and services before the move

In the past, a major concern for lawyers contemplating a new location would be the impact the change would have on client relationships.  Attorneys used to worry about a move causing a negative reaction...but the current truth is that clients are not visiting lawyer's offices with the same frequency they had in the past.  A firm that doesn't have a lot of walk-in clients is a little less sensitive to geographic location - but staffer's commutes should always be taken into account.

The key to an effective move is acting strategically:

A.  Plan meticulously, well in advance

B.  Communicate clearly with clients

C.  Leverage technology - digitize hard copy when possible

D.  Time it right:  schedule during a slow period if possible

E.  Seek professional assistance.  Use LookinfForSpace.com's unique features such as "reverse" listings (offices wanted) to increase your chances of a perfect match.

Reverse Listings on LookingForSpace.com, double the chances of a successful match because they are used on both sides of the table.  Attorneys looking for space can advertise what they seek and get responses from law firms with appropriate available sublet space.  They can employ our Offices Wanted ads in conjunction with responding to standard Office Sublets Available listings posted by law firms.

On the other side of the table, law firms can double their chances of disposing of exceess space by advertising their available sublets as well as reviewing and responding to Offices Wanted ads where they can make direct contact with attorneys who advertise their office space requirements and are requesting responses from appropriate sublessors.

Another factor concerns attorneys "of a certain age".  I always say lawyers don't have to lift boxes, so they literally can work effectively as long as their coginition is maintained.  Many lawyers are slowing down but not closing up shop - and shared legal office space is an ideal solution for the solo practitioner seeking to remain in the game.  Legal suites fit this bill perfectly, as they provide a managed environment plus professional comraderie.  This arrangement allows the practitioner to focus on the law and their practice with administrative and facilities assistance.

This plays into the huge vacancies where we are seeing multiple large blocks of space available in the commercial real estate market.  Firms are not only downsizing - many are distilling down to 3 or less offices in the premises of another law firm or in a business center / executive suite that caters to lawyers.

In conclusion, navigating a law firm relocation in Manhattan's unique real estate market requires strategic planning, clear communication between sublessees and sublessors, and leveraging the right resources. A well-executed move can significantly enhance your firm's image and productivity - and proper planning will help you get over any hesitancy caused by the idea of change.

LookingForSpace.com is here to streamline this transition, providing tailored listings and innovative features like reverse listings to ensure you find the shared legal office space that best meets your needs. By advertising on LookingForSpace.com, you can tap into a network of legal professionals seeking office solutions, as well as an advertising base of law firms offering shared office sublets.  This dual approach will maximize your chances of finding and subleasing the ideal space for your practice.

Embrace the change, simplify the process, and position your firm for continued success in a new, efficient workspace.  

Just click on "Advertise" in the header to Add Your Listing - or feel free to call us at (212) 986-9100.  We can have you up and running after a quick phone interview, and when you call you'll get a human real estate professional well versed in fractional commercial real estate as it pertains to attorneys and shared legal office space sublets.