Moving Your Business? The Details Worth Planning Early

Moving is a real excitement, but before you know it you’re up to your neck in boxes to pack and rubbish to throw away. There are also a million and one small things to do such as changing your address and notifying people.

Now imagine doing all of that while trying to keep a business running. Moving your business to a new location can be exciting but also very stressful, especially if you have to move into a bigger office, move your shop to a better location, or even move your business from home to a dedicated workspace.

There are customers to consider, equipment to be protected, employees to be managed and as little interruption to the business’s day to day operations as possible. The good news is that you don’t have to worry about everything the week before you move. If you start planning a few things in advance, it can make the whole moving process so much easier.

Start Planning Before You Start Packing

Packing up all of your belongings is often the most exciting part of moving. It feels like you’re finally making progress. Before you start filling up the boxes, though, it’s best to make a list of everything that needs to happen before you can move into the new place.

You need to know when you can access the new property, when you need to leave the old property and whether there will be any overlap between the two. If you are renting commercial premises then check the lease for details on notice, cleaning up after yourself and returning the premises to their original state.

You’ll need to make a decision about whether you can continue to operate your business during the move or if you’ll need to close for a period of time. If possible, avoid moving during your busiest time of year. For example, moving a retail store the week before Christmas would be very stressful.

Check That the New Space Is Actually Ready

This is another simple but extremely important point. Your new office or shop may look perfect on the surface but is it actually ready for you to move in? Take a closer look at the practical things.

Are there enough electrical outlets for all of your equipment? Is the lighting adequate for your needs? Does the heating and air conditioning work properly? Will your internet provider be able to connect you prior to your arrival?

If you are moving into a workshop or commercial property, there may be many other things to consider, such as machinery, special equipment and even the electrical supply. For many of the above items you may need an electrical maintenance service. This could be for the purpose of checking existing electrical installations and identifying any maintenance issues, or for the purpose of carrying out any necessary work prior to your occupation of the premises.

All electrical installations and alterations must be completed by appropriately licensed professionals and meet the requirements for your business activity. It is much better to sort out problems while the building is empty rather than trying to sort things out once you have moved in.

Decide What You’re Taking With You

Moving is also a great opportunity to take a good, hard look at everything that your business has accumulated over the years. There is probably a lot more stuff in cupboards and storage rooms than you think.

Go through your furniture, equipment, inventory, paperwork, supplies etc and make a decision on each item. Will you be moving it, selling it, giving it away or disposing of it in an environmentally responsible manner?

There is no point paying someone to move a broken printer that has been sitting in a corner for three years. You may even use this opportunity to clear out some of your older stock. Perhaps you can hold a clearance sale before you move, rather than having to move it all. Note down the value of any valuable equipment and take photographs of items prior to packing, especially if you are using professional movers.

Think About Storage Before You Need It

In some cases, the date you have to leave your current premises is different to the date you can move into your new premises. In many cases the current premises need to be left before the new ones are ready. Alternatively, the new premises may be smaller than the current ones and you have no idea what you are going to do with all your current stock and furniture.

Temporary storage is always an option. Depending on what you are moving, there are many different options for business storage. You may just need to store some extra stock for a short period of time, or you may need to store furniture, files and equipment for longer.

Before selecting a storage unit, you need to consider how often you will need to access the unit, what security measures are in place and whether the storage unit is suitable for your goods. 

Check the rental terms, insurance cover and any restrictions on the items you can store.

Ensure any important documents or sensitive business records are stored safely and can be accessed when required. The last thing you want to do is to find out that the one box of important documents that you need is at the bottom of 40 boxes of Christmas decorations.

Don’t Leave Your Internet and Phone Services Until the Last Minute

Most businesses can’t afford to lose internet access for even a day. You may need to process payments, communicate with your customers, manage appointments or access important files.

Contact your internet and telephone providers well in advance of the move to find out what services are available at the new address and how long it will take to have them installed or transferred.

Find out if you can keep your existing phone number(s) if you have a landline. You may also need to think about other equipment that relies on the internet connection such as security systems, payment terminals, printers etc.

For businesses that are primarily online then a backup connection may be worth considering for the move. No one wants to be the first person in the office on the first day in a beautiful new office on hold with the internet company while customers are calling with queries.

Let Customers Know You’re Moving

Customers do not like to be left in the dark about a move, especially if you are based in a shop or you have clients visiting you on a regular basis. Let customers know about the move in plenty of time. This can be done via your website, social media, email signatures and online directories.

Update your website, social media, email signatures, etc. as soon as possible. You could also put a notice up in your current location as well as update any printed material such as invoices, packaging, business stationery etc.

You may also need to update printed materials, invoices, packaging and even business stationery with your new details. You will need to let customers know if there are any changes to your opening hours or services.

Don’t forget to update your new address everywhere. It is easy to miss one of the places that you have updated in the past. 

Keep Important Records and Equipment Safe

While moving furniture and boxes is a big part of moving a business, there are other items that need to be transported with care such as financial records, customer information, computers and other equipment.

Backup all your files on your computers before you pack them. Label all equipment and cables so that you can easily reconnect them when you arrive at your new location.

Store sensitive paperwork in secure containers and restrict access to confidential information during the move. If you have valuable or delicate equipment then it is worth checking with your movers as to whether they have any experience in moving such items. Ensure you have adequate insurance cover for your property while in transit and temporarily stored.

Give Employees a Clear Plan

Let your employees know the move date and what you expect of them on that day. Your employees will need to know when you are moving, whether there will be any changes to their working hours and where they should report to work on the first day in the new location.

You may want to assign roles to people for packing up certain areas of the office, for organizing supplies etc. Make sure employees are not asked to do any heavy lifting, electrical work or other tasks that require professional assistance or special safety precautions.

It is also a good idea to discuss with employees any changes to their commute or workplace that may occur as a result of the move. Communication is key to ensuring that everyone is on the same page and able to settle in as quickly as possible.

Plan for the First Few Days in the New Location

This is something that is often forgotten as people focus on getting out of the old location. Think about what you will need on the first day in the new location. You will need things like computers, payment equipment, phones, essential stock, cleaning products, office supplies etc.

These items should be packed separately and clearly labeled so that they do not get lost in amongst the rest of the boxes. You will also need to test all of the equipment before you reopen for business and make sure that customers can contact you.

You may also need to arrange for cleaning, waste collection, installation of signage and any final safety checks. You may also need to arrange for cleaning, waste collection, installation of signage and any final safety checks that may be required.

Moving a business is a big undertaking but can also be the start of something great. It may mean more space for customers, a better location or even just a better workspace. Don’t get so caught up in the excitement of the new premises that you overlook the practical details.

Start planning early, ask any questions that you have and make sure that you have arranged for any services that you will need. Plan realistically, allowing for some delays and remember that you don’t have to unpack everything on the first day. Personally, I would make sure that particular box was one of the first things through the door!