Moving the office to a new location is exciting, but it also can be hectic with long to-do lists and implied business interruption. However, with correct strategic planning of your business relocation, you can easily minimize the possible downsides and make a smooth transition. To help you with strategic planning, here are some of the most useful office moving tips to follow.
Create a schedule
As a business person you do plan ahead all the meetings and trips, right? You have to do the same with moving as well. Plan everything out to get things done in order. This will also enable movers to take your belongings to the next office in a timely manner. (we highly recommend, checkout out our ultimate moving to-do list)
Communicate with employees
Communication is key in every business. It’s important to notify your staff members about important changes about the move and new office, including packing and moving dates, parking arrangements, new building rules, and phone and fax numbers.
Get help moving your tech staff
If only moving computers and the network was as simple as unplugging them and hooking it back at a new place. Therefore, get your tech person to do the job to prevent any business interruptions in your new office. If you don’t have a tech staff in-house, look for professional assistance, an IT relocation expert to tell you what’s needed at your new office, and create a step-by-step plan.
Consider giving old items to Goodwill and discarding the rest
During the packing process, identify items and furniture that are quite old to move to a new place. Things like dozens of coffee mugs that sit in the cabinet, very old files that don’t come in handy or are outdated, old coffee-machines or other kitchen equipment that your staff doesn’t use anymore, your own marketing materials that are useless, etc. Give away those that can be used to a local Goodwill store and get a tax write-off. There are various business expense categories that enable you to save some tax money. Otherwise, discard the rest, shred, or recycle.
Make a list of all the places to change the address
Change your corporate filing address too
If the company is a corporate entity or a registered LLC with your state, make sure to update your address for annual filings. File form 8822 to change the address connected with your federal tax ID.
Update marketing materials
If you use any printed marketing materials, most likely they have the complete address on them. Identify which materials need to be reprinted or remade with a new address and schedule them to be ready before the moving date. If you use an online newsletter to communicate with your clients, don’t forget to update them in the upcoming newsletter and change it in the footer too. Send a business email to your customers who are not on your email newsletter list. Also, remind your staff to update the new address in their email signatures.
Remember to forward your mail
This can easily slip your mind when planning an office move. Take a note to notify the post office of your new address a week before you move as you do not want to miss any mail.
Review the office vendor list
Reconsider if you need to switch providers for any services, such as janitorial, plant watering, courier services, vending, and document shredding, to name a few.
Schedule unloading to a new location
Identify where moving trucks can park at the new location as well as which elevators can movers use at old and new offices to load and unload the vehicles. Also, when the moving date falls on a weekend, ask the new building supervisor if the heat and air conditioning will be on or off.
Plan a cleanup
Review your contract for specifications about what you must do when you move out of the old office. Painting, cleaning, or repairs may be required. Additionally, the owner might ask for an inventory list and property walk-through.
Give back to the community
After moving to the new office and settling down, place an ad on your social media channels or on an eco-friendly Facebook group to give away those moving boxes you don’t need. It’s a great way to establish yourself in the new location and get word of mouth marketing for your business.