Moving offices can be an exercise in frustration. If done haphazardly, you can mess up your workflow and annoy your customers.
Things go missing and people lose track of their work. Make your move easier by following these tips.
1. Let your customers know
Once you have decided to make the move, be sure to let your customers know. Nothing hurts your business like having customers show up to our old premises, only to find that you aren’t there.
Your customers have a relationship with you and they have come to trust. Reward that trust by keeping them informed.
Letting them know about your plans is a sign of professional courtesy. Your customers will appreciate the gesture.
If you don’t deal with customers directly, because you operate entirely on the internet, you should still keep them informed.
2. Choose a good moving company
It is a good idea to hire a full-service moving company. They will take care of all the packing for you as well as loading, unloading, and unpacking at the other end.
Get three quotes from different companies and do your research. You want to find a company that can guarantee you perfect service.
In order to get an accurate quote, have each moving company send a representative to your office so they can judge the scope of the work.
You should also ask around with the people you know to see if they can recommend someone. This is the best way to make sure you get a moving company with a proven track record.
3. Update your profiles
If your business is like most others, you will have your contact information all over the internet. You will need to update all of this when you move.
If people are still trying to get in touch with you from your old contact information, it can make you look very unprofessional.
Don’t forget about email and physical letterheads. Your business address is probably in a lot of places that you didn’t even think of.
4. Set up communications first
Before moving into your new premises, you will want to make sure that all of your telephones and internet are set up and ready for use.
It’s no good moving into our new office, only to find that nobody can get any work done because the internet doesn’t work. If the phones don’t work you may miss out on a lot of incoming calls. Missed calls mean lost business.
It is a good idea to set up all your communications in your new premises a few days, or even a few weeks before you move out of your old premises.
If you have more than twenty employees, you will find it a lot easier if you just hire a professional to move all of your communications. They know what to do and can get it done more efficiently than you.
You should also look at setting up call-forwarding. This will save you a lot of headaches.
5. Put one person in charge
It is always a good idea to have a designated manager for any project, and moving is no different.
Choose a reliable person to be in charge of overseeing all of the packing and moving. This way you only have one point of contact for the move.
You don’t want to have to chase up boxes with ten different people. Moving is already stressful, don’t make it worse by closing your eyes and hoping for the best.
Have the dedicated manager draw up a moving schedule. It should contain a list of all boxes and items to be moved, and a timetable with every step of the move clearly defined.
If you use an experienced manager, your move goes from being a major hassle to a walk in the park.
6. Plan ahead
It’s not unrealistic to start planning your move several months in advance.
For the smoothest possible transition, make a blueprint of your new premises and mark in all the spaces where everything will go.
Take into account all of your printers, faxes, computers, tables, and everything else you have. You may also want to mark in each person’s work area.
The more detail you include, the easier it will be on moving day.
7. Move on the weekend
You want to make your move as easy as possible. It should have the least disruption to your business as possible.
One way to make the move easier is to have your staff pack up their own desks after hours. This means there will be less packing to do on the weekend and each staff member will take extra care with their own stuff.
If you absolutely cannot do your moving over a weekend, then try to pick a day that will be the least disruptive.
Choose a holiday or a weekday at an off-peak time. The goal is to have the least disruption possible.
8. Label everything
The last thing you need is to go hunting through boxes to find a stapler or and ink cartridge.
As typically happens, you will get everything packed up and ready to go, only to find that you need something from one of the boxes. This can be very frustrating if none of the boxes are marked.
Make sure to label all your boxes. It is a good idea to keep a spreadsheet of all the boxes. Label each box with a number and in your spreadsheet record all of the contents for the corresponding number.
This is more work than you probably want to do. But it is worth doing. Keeping track of all your items will save you a lot of time and frustration in the long run.