Your business is often known to customers by the products and services you offer, and by the location of the business itself. Every once in a while however, because of unforeseen circumstances or because of successes in growth, your business may need to relocate. There are some important factors to consider when you decide to move your businesses’ office.
Organize meetings and assign roles
It is important to organize meetings with your employees before relocating to let them know about the move itself. During these meetings it is important to address any concerns that the attendees may bring up related to the move. Employees might want to know the reason for the move, whether it is as a result of expansion, an expiring lease, or any other cause. Be open with your employees. Keeping them informed increases their participation in the moving process and reduces your liability.
It is imperative that you assign roles to your employees or to teams comprised of employees to facilitate the moving process. A good idea is to appoint leaders or ask for volunteer leaders from each department or section of the office to manage their particular area. These leaders will be responsible for overseeing the packing process in their respective areas. You should also let each employee know that they are responsible for packing up their own desks to avoid any confusion as well as minimize loss of personal items.
Budgeting
When managing a budget for your move, it is important to include everything that is directly associated with the move including the cost of movers, trucks, packing expenses, and cleanup services. It is also paramount that you include all the indirect expenses of moving which can include the repair or refurbishment of furniture, refreshments and snacks for employees helping you move, and a farewell party if needed for morale.
If you have a small office and decide to tackle the move with in house labor, you will need to include the pay for the workers who will assist you, insurance, truck rental, equipment rental for moving, gas costs, and incidentals, however it is usually best to choose a moving company.
Continuity
It is important to remember your customers during your moving process; if they come back to your offices and you are not there, they will not know where to look. It is essential to advertise your move, so if you have an emailing list or list of customers’ contact information, it is a good idea to reach out to them and inform them of your move. Getting signs made up to advertise the move is also a good idea. Signs will not only inform current customers of your move, but it will also serve as a marketing tool to attract new customers.
Checklists
In addition to the budgeting and involvement of employees in the move, it is a good idea to have checklists drawn up which relate to different aspects of the move to ensure that nothing is left behind or forgotten by the wayside.
It is a good idea to create checklists for business furniture identifying what moves, what gets tossed and what needs to be replaced or refurbished. You should create checklists for your computer and telecommunications equipment so nothing goes missing. Create an inventory list of all the computers, computer accessories, telephones, faxes, printers, scanners, servers, hard drives, and anything else relevant to the list. Be sure to double check all your checklists to ensure you do not miss anything so you do not incur any unnecessary expenses.
In the End
After you have gone through the whole packing process, you may move business belongings directly into the new office, or you may need to store them temporarily. It is usually a great idea to hire a moving company that has a longstanding reputation and experience in the field. There are many companies which offer moving and storage services for businesses, so it is important to do your research and find the best one.