Create a timeline
Organizing a move can be a challenge with all the equipment and furniture contained within an office. Evaluate the current situation of your company’s office to see how you want the new office to be placed and how you plan to make it happen within your designated budget. 2-3 months before the move, you’ll need to make sure employees are well aware of when changes will be occurring. Schedule time for updating the phone services and obtaining the necessary permits, licenses and insurance policies.
Everyone at your company plays an important role in making sure that the day-to-day transactions go smoothly. Now, you can use their talent to make sure that the relocation goes off without any problem.
Start by having a meeting to inform everyone about the future move. Be sure to include people from every department that can help pass down information to the rest of the employees. During this meeting, you should provide a timeline of the move that details each task that must be accomplished.
Purge Non-Essential Items
A business relocation is an ideal time to eliminate unnecessary items that take up valuable space. Purging is also an effective plan for helping your business move to a smaller location.
Pick the right time to move
Moving can be a long and stressful process, so it’s important to keep the timing of your move in mind. So if there’s a special time of year where you see less business than usual, that could be a great time to move. Plan to relocate during that time to minimize interruptions to your work.
Hire professional movers before the move
Planning ahead is great as the transition from one office space to another should go off without a problem. If you are planning to hire movers to help with the moving process, now is the time to do it. Make sure you hire a licensed and insured local moving company.
Communicate with your clients
If you will be moving during a work day, inform your clients so that they know you won’t be available. Set up an email responder telling what dates you’ll be out of the office. If you have a contact number, include it in the message so they can use it if something urgent comes up. If you won’t be retaining your old contact number, provide your new number and extension in this email, and also include the building’s new mailing address.
Update your vendors a month before you move
You don’t want to be missing any important requirements when you arrive at your new office, so let your vendors know well in advance so they can make the adjustments to your shipping and billing address.
Move in phases
Packing up ahead is one of the best ways to reduce stress on your moving day. Encourage staff to pack up their non-essential items first, reference materials, office supplies, decorations and clean out their desk areas several weeks ahead of the move. They should do this when they have some downtime, long before the move the moving day. That way, you can avoid a situation where hours are lost on packing, sorting and throwing away items all in one go.
The Best of Plans Can Still Fall Short
Even after thorough planning, a business move is likely to be more complex than you think. Our professional movers at Poughkeepsie, NY has experience with business relocations and other moving services. Contact Your Hometown Mover today to create a plan that takes the stress out of moving your business.