We were recently taxed with the burden of moving offices. Moving office is like moving house. Not only are there months of preparation before the definite move, there is bound to be confusion and nervousness. Maintaining a steady flow of business during the tumultuous days is a sure challenge, especially if you’re a start-up that’s already operating at full-capacity. Yet, with the correct tools, a good moving checklist, and some forward thinking, you can minimize disruptions before, during and after settling into your new business location. Here are some helpful tips we discovered during our move:
Set a Budget and Logistics Plan
After securing a proper location, you need to set a budget. Moving fees can be staggering when not properly managed. The costs of relocation will vary based on design specifications, building size, the amount of boxes and duration of the move. Do you have tenant costs, like rent and utilities that need to be covered? Any redesigning taking place? Once you estimate the price, keep it in the back of your mind. If the cost is reasonable, the advantages of hiring professional movers go without saying.
Determine existing inventory. Consider how much stock you need to move. Keep an accurate log of everything you have. Box up superfluous supplies early, and toss anything deemed unnecessary or obsolete. The movers will appreciate the effort.
Create a Timeline
Now what should be done and when. Consider your slowest months. The best time to move is when work orders are less frequent. You can also shorten impending downtime by planning ahead; know which departments should be up first at the new location or keep some employees working throughout the entire process. According to Cheap Movers Altanta, most commercial movers are able to complete business moves in a single weekend, including packing and unpacking. If you plan on having employees pack up their desks the Friday afternoon before moving weekend, you can have all the crates moved and set-up again for work on Monday morning. Here, planning, communication, and labeling are key!
Cloud-based solutions keep business flowing. If key members of the workforce can access critical information and orders even when you’re in the gray zone between one office and the next, work disruptions are mitigated. Above that, prioritize your IT systems: the hardware, software, installation and maintenance. Arrange it so IT is the first thing set up so employees can get your office vitals back online.
When moving important files and documents, consider the risk of damages being incurred to these papers. Photocopying the most sensitive or essential papers in case one set gets misplaced or somehow destroyed could save your later on. The other eco-friendly option is scanning the documents then uploading them into a cloud-based dataspace.
Talk to and enlist the help of employees. Give them roles or duties to fulfill. Make sure you have leaders for separate teams so that you are not managing everything alone. Communicate, too, with suppliers and customers. Send email newsletters or other forms of advertisement to loyal business partners, banks, agencies and customers to inform them of the move at least 2 weeks prior. Also arrange to have mail forwarded from the old address, just in case.
Staying ahead of the game is important to succeeding in your business. Moving is no different. Strategizing and dividing up tasks can reduce the anxiety that comes from boxing up goods and starting up in a new place. Remember that the best part has yet to come: the moment when you rip the first strip of tape off a cardboard box and begin customizing the fresh space.