Moving can be an exciting milestone for any small business owner, especially if the office move is to encourage growth. You may be moving give your employees access to better amenities or situate the business in a better location for more foot traffic. No matter the reason for business relocation, a well-managed plan is essential for a smooth transition to the new space.
Before making the big move, consider these five business relocation tips to make sure your business continues to run seamlessly throughout the entire moving process.
Tips to consider for an office move
Regardless of how big or small your office space may be, a business relocation requires proper planning and preparation. Here are some tips to consider to make the move more manageable:
1. Create a timeline for when the office move will take place
Start by creating an office move checklist, detailing all of your moving-related tasks. When creating a timeline, keep the following things in mind:
- Prepare the staff for the move. Give your employees adequate notice before beginning the moving process, as this could affect commute times. A change in commute time could affect childcare or other personal arrangements the employee needs time to prepare for.
- Consider your current lease agreement. Choose a move-out and move-in date that overlaps while you still have access to your current and new office space. This could create fewer logistical issues and keep costs down.
- Avoid moving during important dates for the business. To prevent major business disruptions during the move, don’t schedule it for the day you have a major meeting or event.
- Plan a budget. With any move comes associated costs of hiring movers, setting up new equipment and furnishing the new office space. Consider the type of budget your small business has for the move and plan accordingly.
2. Assign tasks and set up a move committee
Setting up a move committee could be a useful next step in the process, as you can delegate tasks to employees and share responsibilities.
The move committee can help establish the type of equipment and transportation needed to make the move successful. Have the committee review all the tasks and assign roles as needed.
3. Hire movers and cleaners
If your small business has budget to hire professional movers and cleaners, then take time to research companies. Part of the research can include getting quotes and comparing services across moving and cleaning companies. You may want to lock in movers and cleaners far enough in advance of your move to ensure they’re available for the moving date.
Before the movers and cleaners arrive, encourage your employees to clean up and pack their desks or offices. This will give them the opportunity to get rid of things they no longer need and have the privacy to pack up their personal belongings. For small businesses that don’t have a budget to support movers or cleaners, enlist help from reliable people who are physically capable to lift and carry boxes up and down stairs, including people on staff or close friends and family.
4. Notify stakeholders of your office move
A move does not just affect your employees. It will affect vendors, suppliers and customers associated with your small business. Therefore, it is important to provide all stakeholders with the news your business is relocating. Share the new address, phone number and date of move. If the business relocation will cause disruptions of service or changes in product offerings, then let any customers or suppliers know.
5. Setup IT equipment in the new office
To ensure business operations experience little to no downtime, plan to setup IT equipment like internet and telephone services at your new office location. Contact your small business internet provider to learn what equipment can be relocated compared to what equipment may need be retired or replaced.
Get your IT specialist or an experienced IT technician involved with planning the move. Their expertise will be key to help transition equipment like printers, computers, servers and modems. You should also backup all data systems and store copies off-site and/or in the cloud. This will ensure you don’t lose any important information during your move.
Set your small business up for success
Though moving to a new office can seem daunting, early planning and a supportive team can make the move easier on all parties. Set up your small business for success and minimize any potential pitfalls during your office move by following these steps. For more resources, check out the CenturyLink Small Business Hub.