Moving your place of business can be an exciting and/or stressful time. In fact, any move, whether it be office or personal, tops the stress charts. There are ways you can maintain productivity and save yourself stress when moving your business to a new location.
Communication is key. Make sure everyone is on the same page pre-move. Most employees will pack up their own work-space; everyone should know the game plan including the date of the move and scheduled duration to set up.
All employees should know what to take and what to leave behind as moving is a key opportunity for “Spring Cleaning”. Save money by not moving unwanted items plus proper procedures for discarding equipment, furniture and files should be clearly outlined.
If possible, bring blueprints or diagrams of the new space for all employees to view as this will help them know what to expect. Also, it is important that everyone understands how much room they will have available in the new location so they will know if there will be enough space for their current items. Your employees will be more independent with their part of the move if they know what to expect before the big day.
Take time to construct a universal checklist with input from key staff, including IT. Liberally budget time for important tasks and IT, per the Golden Rule of “expect the unexpected”.
Moving time is also a great opportunity to upgrade. This can be from screens to furniture to software. If you invest time for IT to set up, you’ll save money in the long run by having the upgrades done in advance and ready to go.
This goes hand-in-hand with checking your insurance coverage, especially for computers. If you hire a moving company, double check their coverage as most go by weight, and may not cover certain things like artwork.
Email and call key clients and business partners with your new address and availability during the move. Also, make sure your website, business cards, stationery and other collateral have the new address and/or phone number printed and switch them out early.
Concerning computers, a double back-up is suggested, one for employees and one for the person in charge of moving. If you have an IT person they can handle this task but if not, store data on a set of DVDs, external hard drive or on flash drives/portable storage devices for all and store in a lock box.
Consider moving over a weekend as there will be less stress from being non or only partly operational and there will be more time for any unexpected kinks that could severely affect productivity.
Budgeting is key, with not only actual moving expenses but remember payroll could increase as employees may have to spend extra time assisting with the move.
Planned properly, moving your business to a new location can be a smooth process.
If you need assistance with business services, especially during a move, hire a professional.
Concentrate on what you do best, and let ShaBro help you take care of the rest!