Here on the Budget Trucks Blog, we have written a great deal of advice about moving to a new home. Today, we are covering tips for when moving to a new office. When it is time to move your office, everything must be planned and organised in advance. Careful planning is the key to a smooth and successful move with little downtime and the least amount of hitches. Here are 10 tips for moving your office.
- Create a Moving Timeline
The first order of business is to make a timeline for moving everything in your business. Depending on how many employees you have and how much there is to move, it can get quite complicated. However, making a timeline and list of everything that needs to be done will help simplify things so you always know what’s next. Laying out the moving plan just as you would a business plan, will help you stay on track and work efficiently through your move.
- Allocate the Resources for All Tasks
Besides assigning tasks for the move, you also need to assign tasks to keep business going as usual during the preparation for moving, the move, and while getting settled in the new office. Allocating resources also means budgeting for the move and making sure that each employee has the necessary supplies and equipment during the move.
- Consider Upgrading Equipment and Furniture before Moving
The less you have to move, the better. If it is time or near time for new furniture or an equipment upgrade, then why not make the changes before you move? This will prevent further depreciation and will eliminate the expense of effort of moving the furniture pieces and equipment. It also means that your staff can likely stay in place longer, working through the move.
- Plan for How Will You Transport Your Data
For many businesses, your data is the most important asset. Be sure that all of your business data is backed up and secured before the move starts. Make sure each computer is backed up properly. Cloud backups are the best for a move so that there is no risk of hard drive backups getting damaged or lost during the move. Even though protecting your business data might be costly, it is not as costly as losing all of that data due to cutting corners during the move.
- Hire Cleaners Months in Advance
Cleaning up before, during and after the move are going to be very important. Reducing clutter before and during a move helps to make things more simple and less complicated. Have each employee and staff member remove clutter and unnecessary items from their office or desk. Hire a cleaning company well in advance and have them come before, during, and after your move is complete.
- Reserve the Moving Truck in Advance
As part of all the careful and advance planning for the office move, hire your moving truck or van in advance. Advanced planning and reservations will help ensure that you find the best deals and special offers for your move. It also means that there is less chance that the size truck you need will be unavailable.
- Label Your Boxes and each Room You Pack Up
Moving Labels Photo Credit: Pinterest
Careful labeling and organisation while moving is essential. Your future self will thank you when you are unpacking each office and everything is organised and labeled properly. It saves time and helps you unpack and set up the new office quickly and efficiently.
- Update Your Vendors 1 to 3 Months Before the Move
If you have overlapping time at both offices, it makes it easier to continue to receive your mail and deliveries at either location. However, in most cases, you want your mail and deliveries to arrive at the new office so that is less that you will have to move. You also don’t want your mail or deliveries arriving after you have left, so be sure to update your vendors and contacts with your new address anywhere from one to three months in advance. When you notify them, give them your moving date so that they know when to start using the new address. Of course, you should always leave a forwarding address at your old office and change the address with the post office and local delivery companies. You customers and clients should also be notified of your move. Send out postcards, emails, and social media posts to alert everyone.
- Update Your Website, Business Cards, and Print Collateral 1 to 2 Weeks in Advance
Make sure that all of your business cards and print collateral are all sent to the printers one to two weeks in advance. This way, everything will be ready to distribute once you have moved and there will be no down time between communicating the new address. There’s nothing worse than having to cross something out and hand write new information on a business card or similar collateral exchange. That being said, when you know you are moving, discontinue ordering those print materials with the old address and contact information so that you don’t waste any money on printed items with the old address. Try to keep your same phone number if possible so that you won’t lose any business from clients and vendors who have the old number. As for your website and social channels, those should be changed and updated as you move since that is in instant, digital change. When you update your profile information on each channel, be sure to post an update about the move.
- Plan Operations for Moving Day
If “the show must go on” for moving day, be sure to plan operations for that day so that you won’t lose any business and everything can run as smooth as possible. If some staff will be located in the old building and some in the new, make sure that communications are set up and jobs are assigned.
Moving Simplified Photo Credit: Pinterest
Moving an office can be a big job for the entire company. However, not everything has to be high tech. Take, for example, the image which brings the idea of using paper towel or toilet paper rolls to keep all of the computer cords and wires neat and orderly. You can even label them on the outside of the roll. When you plan everything ahead of time and take advantage of moving tips, you will find the job much less daunting.
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