Preparing for a business move can be a daunting challenge. However, with the right planning, tools, and resources, you can make your office relocation without losing your company’s productivity.
To help you get ready in handling every aspect of your business move, here’s what you need to know from the very beginning.
- Make an announcement
Whether you make an email, a newsletter, or a brief video, it’s important to tell your employees that you’re moving. The announcement, for instance, should include all information that you know to make. From the new office name, address, and moving dates to the justification for the relocation and what the employees should do, everything should be discussed with them thoroughly. If you reassure your employees with a master list of to-dos, be sure to distribute them on the announcement day as well.
2. Hire movers early
Remember, moving a business office needs much time, energy, and equipment. It’s, therefore, a good idea to get a full moving estimate and hire professionals like Movers NYC a few months before the big day. By this, you can prepare all the details of your move without rushing things out. Make sure the one you choose has valuable experience in a commercial move. To make a sound hiring decision, ask recommendations from other people in your network who have a previous moving experience. Also, check the movers’ license and insurance information before hiring.
3. Create a moving committee
Again, a business move can be a tedious undertaking. That’s why it’s best not to do everything alone. Come up with a moving committee that will be responsible for all moving-related tasks. This may be composed of employees from different departments who will take responsibility for planning, organizing, packing, unpacking, and new office designing. To get more helping hands, you can open up this idea to your supervisors and by doing so, make sure you already have an outline of duties to be accomplished.
4. Take a visual stock of everything
The planning process can start by taking a visual inventory of everything that should be moved to your new office location. Your inventory should include the following:
- The number of manuals, contents of work stations, and file folders that need to be moved
- The products and inventory to be transferred to the new location
- Special considerations when moving large items such as furniture and equipment
- Cubicles that should be disassembled
- Electronic devices and equipment such as computers, wall monitors, printers, and many more
5. Get hold of moving boxes
Like any other move, you also need to pick out moving boxes for your office relocation. Although this task may seem simple and straightforward, you should do it months in advance to ensure a seamless process going forward. Remember, there are a variety of options to choose from in the market and to arrive at the right box decision, you have to consider some factors such as your timeline, moving workforce, budget, and inventory.
If you’re moving to New York City with the help of movers, you can ask them to supply heavy-duty boxes. Most moving companies NYC offer packing services at a reasonable price.
6. Pack properly
Replacing valuable can be more expensive than packing them up properly during an office move. Hence, it’s essential to follow proper packing procedures to ensure full protection of your office items while in transit. Use bubble wrap and packing peanuts to wrap fragile possessions such as computers, monitors, and other electronics. Place these things in specialty boxes to avoid breakages or damage. Furniture, on the other hand, should be covered with moving blankets to prevent dents or dirt. Make sure to use packing tape to seal and label the boxes.
7. Schedule client meetings and deadlines accordingly
Give yourself and your business enough time to prepare for the move. This means not having client meetings and deadlines at least three days before the moving day. After all, no one in your office doesn’t like the idea of meeting clients or having some reports to be done while your workstation is being packed. Once you have your moving day scheduled, mark it on your calendar and plan your meetings and deadlines appropriately.
8. Inform customers and the public at large
When moving business, you always place signage at your old office to notify the customers and the public and help them find your new location. Remember, a notification from them beforehand can be an indication that you’re well-organized. When it comes to your loyal customers and suppliers, you can inform them about the relocation by sending change-of-address cards.
Right planning and preparation are crucial when you move your business. By keeping these things in mind, you can be able to coordinate everything and make this transition completely headache-free. With the help of your employees and a reliable mover, you can make your office relocation a considerable success.