Stage 1: Planning office move
If you need to move your business, the best place to start is in your notebook. Begin as early as possible. You will need as much time as you can get. Big office moves can take up to one year in advance to arrange. Think about all stages of your move before you make any decisions. Write everything down. Don’t depend on your memory, it will most likely let you down. Create a timeline, and be strict. Don’t waste any time.
Collect all information on the new space. Check with the building manager about any special requirements (limited amount of time you can park at the loading dock, floors covers, elevator reservation, air conditioner). Try to get blueprints and determine the new office layout. Make a list of potential problems with the new space and try to fix them before the move. Your employes can also help in recognizing current obstacles with the old area and provide possible solutions for the new office. Consider the demands for the new space. You should decide what you require of the new office. Consider the needs of your business and how the new office can fulfill them.
Stage 2: Organise regular meetings
Set regular meetings and make sure that employees are notified of the move. Make sure everyone knows what they need to do and what to pack. It is important to keep everyone up to the speed. Ensure that employees are taken into consideration, kept informed and feel like the part of the move. Let employees know what kind of changes to their regular commute this might cause, and if there will be a change in parking spaces. Ask employees what they need so you can try to produce it.
Appoint managers from each department to coordinate their particular division. Department supervisor can then ensure that each employee takes responsibility for packing their offices. Identify a few key people who may be able to help with coordinating the move. The right person for this job is someone that is senior enough to make decisions and someone who is able to multi-task. Ask for advice, and listen to your people. You need as many hands as you can get.
Appoint someone to take inventory and to make a list of exactly how much stock you have in your company. Identify any items that are no longer used. Mark these unused items. This will help you get a sense of how much will need to be moved and any inventory that will be disposed of. This is particularly important if you are moving customer records as you do not want to lose any important files during the move.
Stage 3: Hire the movers
Though it may be tempting save money on your move, this can lead to mistakes that could end up being even more expensive. It is best to hire the professional movers. There are firms that specialize in office moves. Make sure you do your analysis. Ask the right questions, and have the company come to your post to estimate your move. You need to make sure the company is reliable. Hire movers with the experience, resources, and manpower required. You should consider booking movers at least five months before the move date. This will give you just enough time to get ready.
Stage 4: Notify clients about the office move
You’ll need to make sure that all consumers know that you’re moving. Let them know where you are relocating to and how the company will operate throughout the move. Such notice will ensure that your customers don’t go elsewhere for your services. It is preferable to do it at least a month before the move is to occur. Post the message on your website with easy-to-follow directions. Update business address on your social media pages. Send emails and even print out some flyers if necessary.
Stage 5: Notify everyone else about your office move
- Vendors that your company uses on a regular basis;
- Banks and insurance company;
You need to make sure your business remains open through the move. Be certain that there is as little disruption as possible. Determine what printed materials (business cards, envelopes) will require the address change. You will need to inform agencies you are leaving as a result of your address change. And after that, you will need to notify new agencies when you come under their jurisdiction.
Let the phone company know when the move is. Ask for phones to be ready to operate in the new location the day before your move. If your company is changing telephone numbers, then inquire that a notification is added to your old number letting callers know of the phone number change.
Also, make sure you inform your vendors, office supply store, and internet service provider in advance, as well. Adding a note in the email signature ensures that every email that is sent out will remind the receiver of the upcoming address change. To prevent service lapses and past-due bills you need to tell your service providers about your relocation.
Notify the post office of your move. Also, regular courier companies that pick-up and drop-off should also be notified of the address change.
#Banks and insurance companies
Banks and insurance companies will require notification early. You will need to replace the address on business checks, and then have the checks printed again. Also, don’t forget credit card companies. Speak with your bank agent about services available in the new location. You will want easy access to your checking account on moving day, and you’ll also need to update online banks and investment accounts.
Insurance companies will need to assess the new space and provide you with a new estimate. Talk to your agent about moving insurance. You will need to provide an exact list of your inventory. After that, make sure that the moving company you hire has insurance. Ask them to send you a copy of it, office buildings require it.