Are you in the beginning stages of moving your business to a new location? That can be quite a task. Whether your business is small and home-based with very few employees or a thriving corporation with numerous employees, relocation to a new office space is never without stress and road bumps.
Getting through this ordeal requires an excellent checklist to keep you organized and on track. It will help streamline the process so your thriving business can stay caught up amid the inevitable upheaval. Here are 11 items to have on your checklist.
1. Find the New Office Location
Maybe your rent is going up $500, and you can’t stay anymore. Perhaps the location is not working out for your particular business. Whatever the reason, if you find yourself in a position where moving office locations is the best option, you’ll need to start looking for that new location immediately. It can take some time to find the right place.
If your business is not home-based, it will likely be up to the HR department to work on finding a new office space. You might have a few or several of your employees help with the process and have them scout out some top-contending locations. Have them weed out the less-than-ideal spots and narrow it down to some exceptional spaces so that you can make the final decision.
Suppose your employees don’t have the necessary experience to scout out a new office space. In that case, you may be better off hiring a professional real estate agent to help in your quest to find the perfect space for your business.
2. Choose a Location Meets Top Priorities
Before locking down a location and beginning the big move, ask yourself what needs are a priority for your business. A location can make or break a business. A visible location would be best if your type of business relies on foot traffic. Think about your targeted demographic and which location would be best suited to reach them.
In some industries, locating your business near other like-minded companies may make sense. For instance, a finance-focused business might thrive best within your city’s financial district. A restaurant may be best along a street full of eateries.
You also don’t want to neglect the needs of your employees. Is the new space easily accessible? Is it going to be a long commute for the majority of them? If so, that might mean some significant turnover is coming. Is there parking available? Make sure the new location you choose meets your business’ main priorities and needs.
3. Look into Your Leasing Options
If you are renting your new business space, ensure you clearly grasp the commercial lease’s terms and conditions before signing it. Assess all your lease options with each landlord you meet.
Do they require you to sign a one-year, two-year, or three-year lease? Does the lease’s timeline work for you and your business? Is there a chance your company will add more employees throughout the next year and outgrow the space before you hit the three-year mark? These are critical scenarios to consider before signing a lease.
4. Formulate a Moving Budget
Moving can get pricey. Is your business equipped to handle the monthly payments and moving expenses? Things to work into your moving budget include:
- Packing and moving companies
- Storage services
- Moving supplies
5. Keep Your Employees in the Loop
Try to avoid springing the move on your employees at the last minute. Please keep them in the loop and show them that you value them enough to let them know what is happening. Inform them that your company will soon move to a new business space. This will help them feel involved and mentally prepare them for their future.
6. Organize a Plan for Transporting Technical Equipment
If you have a lot of technical equipment and servers, assemble a team of IT professionals to move these items. Having a plan in place will ensure the process goes smoothly. They can plan what to bring to the new location and what to eliminate. They will also be able to list which items you’ll need to replace once you move to the new location. Put someone in charge of ordering and scheduling delivery for any new equipment.
7. Hire a Reputable Moving Company in Utah
If it’s in your budget, hiring a professional moving company with good reviews, a good reputation, and experience in moving businesses will make everyone’s life easier. Your trusted moving company will safely transport your office equipment, furniture, and belongings to your new location. You will not regret hiring a moving company. Just make sure they have experience and a good reputation for helping relocate businesses.
You may want quotes from at least three Utah moving companies to compare before hiring one.
8. Plan For Your Storage Needs
If you’re downsizing your office, you may need a storage unit for extra equipment, supplies, or backup furniture. Many full-service moving companies offer packing, unpacking, storage, and moving services. Find a company that provides the services you need most.
9. Keep Customers and Clients in the Loop
Remember to inform your customers about the move. Let them know about the move before it happens so they aren’t blindsided when they see a ghost town at your old business one day. Utilize social media, emailing, calling, and snail mail to send notices about your relocation. Make sure to include your new address in the message.
10. Order New Supplies
If applicable, get ahead of the game and order your company’s new business cards, brochures, letterhead, and any other marketing materials you will use with your new address. Once you move, do everything in your power to ensure all your employees are only using the latest materials and that no materials with your old address go out into the public anymore. You don’t want your business to look inept, and you don’t want to confuse your customers and clients.
11. Update Your Company Website and Email Signatures
After you move, remember to update your address on your company website and any social media pages you may have to reflect your new address. You may also want to put a note such as “We’ve relocated!” so the change stands out to onlookers. Remember to update email signatures if they contain your business address.
Congratulations on exciting new adventures for your business. Planning a move can be overwhelming, but the above checklist will help keep you organized and on task. When you get to number seven, we hope you keep us in mind to help you with all your relocation needs.
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Infographic
Relocating to a new office space, whether for a small home-based business or a large corporation, can be stressful. To stay organized, it’s essential to have a checklist. Check out this infographic for items to include on your checklist.
