Businesses relocate for several reasons. It could be that they can significantly lower their operations cost when they move to another state. Another common reason businesses move is that the new location offers a better quality of life. It could also be that the current location has a grim future and is in a state of decline.
Whatever your reason may be for moving your business, it is important to be ready for it. Planning the move thoroughly can help reduce the risks of business disruptions. You wouldn’t want your services and commitments to be adversely affected by the move. Whether you are relocating to another city or state, planning your move can make it easier for everyone involved.
Plan And Set A Timeline
Create a schedule that includes all the important steps necessary for your move. Sit down with the essential people for the move and discuss the schedule. Do not be too tight and positive. Be realistic. Have buffers in case anything goes wrong, giving you time for corrective measures.
Discuss the services that you will need for your move. How many trailer vans will you need? What are the transport services that you will need? For instance, if you are in the construction industry, you may consider booking a transporter trailer for your heavy equipment and construction vehicles.
Assemble A Moving Team
To avoid miscommunications and misalignment, you must have a team in charge of the whole moving process. Assign a team leader who will oversee and manage the move. There must be someone from each department who is part of the moving committee. This will ensure that information will be disseminated in real-time to everyone.
Secure Your New Office
Before you make your move, it is important to secure your new site. Secure the lease and ensure that it has the utilities that you need: electricity, water, telephone lines, and internet connection.
Next, obtain all the information you can get, such as the floor layout and the electrical outlets’ location. This can help your team plan the layout in the new office and assign personnel into their cubicles. Identify the changes you will need to implement, such as temporary walls for meeting rooms, private offices, pantries, and break-out rooms. You may need to hire a contractor to do the necessary carpentry, cosmetic changes, and additional wiring requirements.
Set A Budget
Once you have identified the services that you need, set a budget for the move. This will include costs for the movers, trailer vans, and even the boxes you will need.
Choose Your Moving Partner
Hiring the right moving partner can help make your business move smoother. Choose a moving company that focuses on office and business moves. They will have the facilities that you need to move your business efficiently and your whole office. Avoid companies who will have to outsource their moving vans since this can add to your overall moving costs. Choose a reliable moving company that will not leave you hanging. Make sure that your moving partner is also fully insured. Accidents may happen, and it is better to be fully covered just in case.
Set the schedule ahead of time with the moving company so that you can book your preferred schedule.
Inform Your Clients
If you have ongoing projects with your clients, you need to inform them about your move. Assure them that your project timeline will not be affected and that you will still be business as usual. As a precaution, it will also be best to review your project timelines to ensure that important milestones will still be met.
Inform Everyone In Your Contact List
Inform everyone that you work with, from your suppliers, third-party contractors, and regular clients. Assign someone who will officially communicate your move. Make sure that they have the details on your updated contact information. This will help ensure that your clients will not jump ship even after your move.
Ensure That All Legalities Are Covered
Each state will have its own requirements for businesses before they can operate. You will need to ensure that you file the necessary formation documents to your new state. Remember that there will be different requirements for LLCs and corporations.
You will also need to update your governing documents. These are your bylaws if you are a corporation. This will be your operating agreement if you are an LLC. These documents must be changed and updated to comply with the requirements of your new location.
Moving, no pun intended, is a big step for everyone. Even a household move can be stressful. Business movements are even more challenging with so many at stake. It will be a busy period for everyone involved. Reduce the risks of issues and business disruptions by planning thoroughly.