Everyone dreads having to move, whether you’re leaving your personal residence or a business. When it comes to a business move, it’s important to make sure that clients are disrupted as little as possible by the process. Thus, organization is important. Think of moving as an opportunity to start fresh with your business, or even a chance to rebrand and network with new potential customers.
Paying attention to both the physical and nonphysical aspects of transporting business essentials safely will mean a less harried, more productive and rewarding experience for you and your team. Here’s a quick business relocation checklist that will make sure you have all of the bases covered.
The Non-Physical Move
Some components of your move are not physical items, including virtual files, email addresses and other important matters.
Telephone & Email
If you have a small business, particularly a home business, clients probably call and email you a great deal. Email addresses can change with service providers, so, depending on how far and where your new location is, you may have to alert clients of a new email address. The telephone should be the absolute last thing you move from the old business location. You want clients to be able to reach you until the last possible moment.
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Of course, keeping your contact information as similar as possible is best for your clients. However, if you are forced to change points of contact, make sure that the company has the information finalized before giving it to clients, especially in official documents such as a postcard or flier.
Backing Up Computer Files
Transporting your computers can be tricky, so you’ll need to make sure that everything on your hard drive will remain safe and accessible in the new location. External hard drives are necessary when moving everything, so don’t trust your computer (particularly if it’s old) to retain everything. When you’re getting ready to disconnect the office computers is not the time to neglect the importance of backing up all your business’ files.
Sharing News on Websites or Postcards
Your company’s website is a great way to share the news that you are relocating the physical address. Some companies send out special fliers or postcards with the new information, but make sure that information is correct before the company invests money in hard copies.
The Physical Move
Finally, it’s time to pack up your physical office and take it to the new location. Staying organized and thinking ahead will help.
Give Your Staff the News
Your employees will be delighted to wear jeans on the days spent packing everything into boxes. Plus, telling the staff is also a good way to spread the word throughout your community that the business is relocating.
Make a Foolproof List
Your team probably makes use of informal “to do” lists fairly often, but moving checklists should be as comprehensive as possible. Include information such as supplies needed, reminders to update various contact information and telephone numbers for moving companies.
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Label All Boxes Clearly
Whether the company has hired someone to transport everything, or your staff is moving it all, labeling each box with the necessary information is important. If you know where everything should end up, the unpacking process in the new location will flow more smoothly.
Packing Computer Cables, Monitors and Keyboards
Your computer equipment and accessories should be handled with extra care. Unplug your computer cables, wrap them carefully so they won’t tangle, and put them into clearly labeled bags. Keyboards and computer monitors should be wrapped in something soft, such as a blanket, to protect them during the move.
Other Electronic Equipment
Printers, fax machines and other electronic devices are sensitive to moving as well. Loose parts, such as lids, should be taped down. Don’t forget to remove the ink cartridges from the printers. If the devices are still under warranty, you might want to consult the manuals that came with them.
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Insuring the Moving Truck
Insurance policies for the moving truck are important whether you, a team member or a moving professional is driving. If you hire movers who bring their own truck, your business could be responsible for damages if the truck gets into an accident and the moving company is not properly insured.
Driving a Moving Truck Safely
Whomever is driving the moving truck should take a test run first and get accustomed to mirrors, seat options or other factors. Large trucks frequently must follow guidelines not applicable to cars, so pay attention to truck signs, weigh stations (if applicable) and other considerations.
Depending on the size of your company, the packing and unpacking may not happen in one day. Similarly, if you move into a smaller space than the one you left, it might be useful to consider storage. Offsite storage can be a good option during both residential and business moves, particularly if your team is overwhelmed at the idea of doing it all in one day.
Remember, moving your office equipment is important, but your safety and the safety of your employees matters most when it comes to relocating a business. Planning ahead will mean the difference between a painless, efficient move and a series of office disasters.
Garret Stembridge works for www.extraspace.com and knows a bit about the perils of moving your business, as many Extra Space Storage customers rely on them for auxiliary space during a move, such as the self storage facility in Capitol Heights, with hundreds of storage units.
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- 10 Ways to Make Moving Less Painful
- Healthy Cubicle, Healthy Workplace, Healthy You
- 4 Ways to Save Your Business Money
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