More often than not, moving can be frustrating, trying, and more than a little hectic when relocating your residence. When moving your business, those headaches can almost be exponentially bigger and more costly.
That is unless you are prepared.
With the right tips and a little preparation and organization, you can relocate your business around the corner or across the state with as little of an issue as possible.
Sure, when relocating any sort of distance you have to consider the financial aspects of selling your home, there are a lot of factors to plan for when moving your company.
Since it’s a much larger undertaking than moving to a new home, we wanted to share some excellent tips to help you prepare when relocating your business.
Start With a Move Committee
Just as with any big project, you need to cut back on small purchases and have a plan and the staffing to execute it from start to finish.
Assign specific responsibilities to a “committee” that will oversee the planning and execution of the move. Typically, this group will be made of representatives from HR, IT, and other interested and qualified people.
The first order of business for the committee should definitely be crafting a preliminary budget for the relocation.
Other duties of the committee should include:
- Determining the move timeline and developing a preliminary move schedule.
- Labeling or properly identifying equipment.
- Collecting equipment and furniture layout requirements for the various departments and staff.
- Scheduling weekly meetings for move coordination.
And speaking of coordinating…
Coordinate, Coordinate, Coordinate
A huge part of preparing for your move is coordinating with the appropriate departments and people. Here are a few that you definitely meet and plan ahead with,
- Your IT department for the moving of servers with enough time scheduled to ensure the smallest disruption to your business as possible. This includes ordering any new specialty or data circuits the new location will require and determining whether any of the equipment will just require commercial moving companies or if specialized tools or approved vendors are required for the move.
- Your telecommunications and data providers in order to schedule the perfect switch date.
- The company’s telephone provider to move existing lines, get new numbers if necessary, and determine whether your rates and long-distance carrier will remain the same.
- Confer with your lease or your current building’s management for the requirements of returning the space once vacated.
Let Everyone Know Beforehand
In addition to coordinating your move with the proper channels, there are a good number of people/providers that you need to contact to notify them of the change of address and other contact information. These include,
- The post office
- Your clients
- Your bank
- The IRS
- Other state, local, or federal entities as required.
- Insurance carrier – you’ll also need to know if the new location has any additional coverage requirements.
- Any subscription services.
- Any outsourced services.
While you may be aware of the money you save by eloping over a traditional wedding, there’s simply no cutting corners when it comes to relocating your business.
More for Your Move Checklist
A few other things you should do for the relocation are,
- Create instructional move packets for the employees.
- Plan a move orientation meeting for the entire staff.
- Determine move insurance needs.
- Determine if any security procedures are necessary for the move.
- Create a move “command center” to help with mover and employee questions during the move.
- Find a make-ready cleaning service for post-move.
Using the ideas and tips above can save yourself a ton of headache when relocating your business. While you may not need all of them, some are common sense after all, we’re sure that if you utilize the vast majority of them, your move will go a lot more smoothly.