Moving a whole company is a pretty involved process, and one that can be rather stressful. Whether you’re upgrading buildings because the size of your team has outgrown their base, your business has grown beyond its surroundings (congratulations!) or you just need a change of scenery, there’s all sorts of things to take care of when you’re moving your company from one location to another. You want to make sure that your move is as easy to manage and seamless as possible, taking care of all of the little details so that business can resume as usual as soon as the lights are turned on at the new place.
Here’s a few things to consider when planning your move. If you take the time to ensure all these things are taken care of ahead of time, you shouldn’t have any trouble at all with your business move.
Maintenance/Building and so on
When moving to a new office space, especially if the new location/warehouse/building is old or has been vacant for a while, you need to make sure that everything is safe, functioning and up to code. This includes wiring, plumbing, and things like pest control. Any location needs to be move-in ready which means hiring professionals like a level 2 electrician to handle any wiring that needs updating or other larger electrical issues. A building or warehouse must be safe and in good working order before you can move your team in. Make sure you take care of all these details before you ever pack a box. Make sure the wiring is up to date, that all plumbing works correctly, that the place is pest-free, that there isn’t any structural damage or inside repairs that need to be made, and so on.
Depending on the size of your business, you’re likely going to need to hire a moving company to help you with your move. The prospect of moving all those desks, inventory, electronic equipment and everything else in your facility is pretty daunting. That’s what movers are for. There are many professional moving companies that have experience moving businesses and companies, so be sure to compare a few quotes and choose the best one in your area with a good price and a solid reputation.
Don’t wait until the last minute; arrange the movers for a few days or even weeks before in-office operations set up, to give you time to have everything set up and functioning properly before your staff comes in to resume operations.
If your company has a lot of electronic equipment or inventory that is expensive or valuable, it might be your best bet to get moving insurance to protect you, in the case of something unforeseen happening and items being damaged. Even the most professional movers can have the odd accident, so it’s a good idea to protect your business assets by purchasing insurance.
Internet and other Services
Before moving into any space, make sure that the location and facility are set up for things like Wifi and other services you may require, such as phone lines and cable. Once you’ve guaranteed that these services are available, go ahead and arrange to have them installed and set up before the move takes place, so everything is ready for you.
Now is also a good time to invest in and set up things like security systems, inter-office networks, and more.
It’s also a good idea to go ahead and set up with your vendors (for instance, if you provide your staff with daily coffee or tea, a water cooler or arrange for catering/food deliveries/snacks) and get those accounts up and running on schedule. Go ahead and arrange for trash and recycling service and other maintenance resources. Getting all of this set up before the move will save you a lot of headache later.
Update your Info
When you’ve got a new business address, you need to let your customers and clients know ASAP. This means changing your address on ALL your branding including business cards, t-shirts, pens, envelopes and return labels, and any other materials that people will see. You’ll also need to update your address on social media, website, and email, search engines and online “phone books”, as well as updating your advertising templates to reflect your new address. You can even turn your “moving announcement” into a promotional email that can be used as a branding event.
You also need to register your new business address with the appropriate government channels, your vendors, and any other professionals you work with such as your accountant, vendors and more.
Checklists and Protocols
Likely you and your team have a general game plan for the move. Making this process more efficient with a detailed checklist and some written-out protocols for the transition is a good way to keep everyone up to date and on the same page. When moving locations, it can take a few days for everyone to fall into their old routines and get used to new ones. Having something written out for the team to follow will ensure that everyone knows what’s going on and can work together to make sure that all the items are being checked off the list.
Some businesses even have a “reopening” plan or launch event to get things going again. These are great ideas to draw in new clients and customers and to fully usher in the new business location.
These are just a few of the things you should keep in mind when moving your company or business to a new location. It can be hard to keep everything together when you’re moving an entire business – there’s so much to remember and keep up with. But if you keep detailed lists, plan everything far in advance, and let your team help you, you can make the experience of moving your company one that’s a little bit easier to manage.
By being organized and proactive, you can keep your move smooth and efficient and you and your staff will be so happy in your new business space.