Moving, in general, is tough but moving your company is a whole other ball game. There are a lot of necessary, as well as legally required, steps. Read this essential guide to moving your company to make sure you have everything covered before the big day.
Protect Your Belongings
The last things you need when you’re moving your business are costly repairs or replacements. Make sure your companies’ belongings get there in one piece by following these suggestions.
- Use the right service for what you’re trying to move.
- Oversized or heavy objects may not belong in a moving van. Consider renting a heavy-duty pickup truck from companies like Flex Fleet so they can be hauled safely.
- Pack things up neatly.
- Have cords and wires wrapped properly for safe storage.
- Use bubble wrap, packing paper, or other materials to wrap and secure breakables, especially electronics.
- Have employees collect any personal items they keep in your building so you aren’t responsible for them.
- Make sure all paperwork is accounted for and transported appropriately.
- Get insurance on expensive or hard to replace items.
- Make sure all data is backed up somewhere online before computers are disconnected and moved.
A little pre-planning can ensure a smooth, safe, journey for your companies physical property.
Plan Your Exit
You’ll need to properly clean out and prepare the space you’re currently in so it’s ready for new occupants. Many of the tips and tricks you use for moving house can be applied to moving your company as well.
- Let your clients know in advance that you’ll be moving, and how that will affect them.
- Clean out those office fridges.
- Get the utilities shut off, or transferred into the new resident’s name.
- Clean the building, especially bathrooms and high traffic areas.
- Decide if there’s anything that can be gotten rid of before the move.
- Do any necessary repairs, especially if you were renting the space.
- If you’re letting employees go, make sure it’s completely handled before you move.
- Make sure nothing belonging to your company or its employees is left in the building. Especially any sensitive materials.
Don’t get so caught up in where you’re going that you forget to take care of where you’ve been. Forgetting any of these steps could lead to problems down the line.
Keep Track Of What Needs To Be Done
With so much going on, it’s easy to forget something important. Make a checklist and cross tasks off as you go. What needs to be done will depend on what kind of company you have, but here are a few ideas.
- Assemble a planning team.
- Contact your state’s business division and let them know you’re leaving.
- Check on the status of your lease if you’re renting your old building.
- Lockdown your moving date.
- Check zoning restrictions on the new place you’re moving to.
- Attain appropriate licensing and permits to work in your new location.
- Contact your new state’s business division and let them know you’re coming.
- If your business name includes the name of your previous location, you’ll have to rebrand and make sure it’s updated on all legal forms.
- Contact the taxing authority in your new state to get your tax situation updated.
- Keep track of your company’s moving expenses, they can be tax-deductible.
- If you’re going to be hiring in your new location, post notices online in advance so you can have employees start on day one.
- Have security keys, parking passes, and badges made for new employees.
Being able to see each task written out and marked off will help keep you organized and give you peace of mind.
Design Your New Space
You’ll want to get your new space set up as quickly as possible so you can get the business up and running. Make a plan in advance to speed things up.
- Decide what flow you want for the room.
- Determine where seating, desks, or other employee spaces should be.
- Find the best spot for electronics like computers and printers.
- Decide where your biggest objects will go first so you can plan around them.
- Make a plan to get the computer and IT systems set up.
- Update the building as necessary.
- Schedule your internet and phone installation.
- Make sure you have appropriate lighting.
- Purchase any office supplies you’ll need.
A bit of preparation can help you get your new building up and running quickly once the move is complete.
After You Move
Everything has arrived and is in its place. The first day in your new space is approaching. It’s time to check a few last-minute details.
- Test your phones, computers, company networks, printers, and all other day-to-day necessities to make sure they’re working properly.
- Check one last time that your contact information is current. Confirm that all listings, paperwork, and cards contain your new address and phone number.
- Make sure all supply cabinets are fully stocked.
- Confirm that your team has proper identification or keys to enter the building.
- Send out notifications reminding all employees what day and time the business will be opening. If they need to bring anything special, like new hire documents, remind them so the first day can go smoothly.
- Have a meeting with management and team leads to discuss the opening procedure and expectations.
- If new employees are going to begin training, make sure the trainers are prepared and have what they need.
- Notify your clients of your opening date and time.
- Double and triple-check that you’re ready to open for business.
- On day one, have a brief meeting with the full staff to outline your goals and expectations. Address any concerns or questions they may have.
- After the first week or two, have another meeting to discuss how things are going and course-correct if necessary.
Once all these steps are complete you can settle into your new routine.
You have enough stress without making moving more complicated than it has to be. Just relax, follow this essential guide to moving your company, and the process will be over before you know it.