How to Stay Sane When Moving Your Business to a New Location
Guest post from freelance contributor, Lindsey Patterson, who specializes in business technology, customer relationship management, and lead management.
Moving your office to a new location can be a stressful experience. Being non-operational for any length is lost money, so your company will need to be fully functional in a short amount of time. Preparing months in advance and having a game plan with definitely ease some of that worry. Here some tips to help your move run smoothly and efficiently so that you are up and running in no time.
Set A Moving Budget (And Stick To It)
Moving from one space to another can get expensive if you don’t have a planned budget. Know which new furniture or equipment you will need and research the price. Will there be lost income if there is downtime before the business is up and running again? Don’t forget the cost of movers. Realize you will need help. Know your limits on what you can do on your own and when you will need a professional. Cutting corners while trying to save a buck may only cost you in the long run.
Inform Employees, Customers and Vendors When Moving
For a move to run smoothly, everyone must be on the same page. Give employees plenty of advanced notice. If the new office is further away, they may need more driving time to get to work or to coordinate extra time with a sitter if they have children. If the move is due to growth of the company, most certainly share the news with customers and vendors. Keep them informed of when the new billing and shipping addresses will go into effect. Send out several reminders as the date nears.
Have A Clear Move-In Date
Figure you will need several months to prepare for the move, so knowing a date will give you a clear goal to shoot for. You will be coordinating movers, scheduling technicians for internet and phone service and planning the layout for the new office. Leave room for scheduling conflicts or design flaws. Consider hiring a cleaning service to tidy the new office, in case the last tenant left a mess.
Hire Reputable Movers
Do your research to find trustworthy movers. Ask around for recommendations or do a quick Google search for local companies specifically; searching “moving company NYC,” for example. Show them the space ahead of time so they understand the expectations of the move. Always sign a contract with an agreed upon price. Offer the movers a copy of the layout for the new space. If they understand where the furniture should go, the move will be more efficient.
Out With The Old, In With The New
Use the move as a way to eliminate clutter and old worn furniture or equipment. Often things end up in a room or storage closet collecting dust. Use this time to throw out broken furniture or shred obsolete paperwork. Some of the gently-used furniture or equipment may be donated and used as a tax write-off. Determine if the new space requires all of the same equipment or can it be streamlined. Cost wise, the less the movers have to deliver to the new space, the more money you save.
Update Company Correspondence When Moving
Anything with the old address on it will need to be replaced. Make sure to order new letterhead and business cards before the move so they are ready to go by the first day at the new location. Update your website and email to remind current customers of the move. Use this as an opportunity to correspond with past customers, reminding them you are still around, but only bigger and better.
Move During Off Hours
Disrupting one or more business days to move the company may not be cost effective. Organize the move during after hours or on the weekend. Not having to worry about missed calls or lost orders will erase the need to speed up the process and incur unwanted problems. The week of the move encourage employees to finalize orders and finish assignments, so that everyone can concentrate on the task at hand and not worry about unfinished work.
Please let us know in the comments below if you have any questions or comments.
Lindsey Patterson is a freelance writer and entrepreneur who specializes in business technology, customer relationship management, and lead management. She also writes about the latest social trends, specifically involving social media. Find her on Twitter: @LindseyPatter19
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