Approximately 660 companies moved 765 facilities out of California in the past two years. These included manufacturing facilities, data centers, research hubs, software & engineering centers, and corporate headquarters. They're not alone, either.
Whether your company is moving across the globe or across town, it helps to have a plan in place. Otherwise, you could struggle to maintain productivity throughout the process.
Planning on relocating your business soon? Keep reading for our business moving checklist! With this checklist, you can ensure a smooth move before getting back to business.
1. Set a Schedule
The first step before the big office move is to set a time frame. You should start this planning process three to six months before the move.
How big is your current office?
This can help you determine how many days you'll need to move.
Make a list of everything you need to do before the trucks arrive. This can include packing, contacting certain people, and rearranging meetings if needed.
During this time, make sure to review your lease. If you intend on leaving early, you might lose your deposit. Make sure to review any move-out details, such as what happens if something is damaged during the move.
After reviewing your lease, set a moving budget. Setting the budget ahead of time will help as you move through the rest of this business moving checklist. Otherwise, you might not realize you've overspent until after the move.
2. Assign Tasks
Get your staff involved in the move as early as possible. For example, you can create a move committee to help you keep everything organized. This will ease the transition for the rest of your staff as well.
Have the committee review the tasks you'll need to complete before the move.
Don't take the stress on alone. Instead, assign tasks to each member of your moving committee. That way, you can help one another and continue your day-to-day office operations.
Have a member of your moving committee create a new office plan and layout. Planning this step before your move will make move-in day a lot easier when organizing the office.
Then, you won't have to worry about impeding business productivity.
As you approach your business relocation day, you might start adding new tasks to the list. Make sure to assign these tasks, too. Otherwise, you might find yourself juggling too many responsibilities when the move rolls around.
3. Make Internal and External Plans
First, create an internal communications plan. This will keep your entire team up-to-date about any moving plans throughout the moving process.
A big move can feel difficult for your employees.
Keeping them informed will give them time to adapt to all the big, upcoming changes.
Then, create an external plan to keep clients and suppliers up-to-date. Keeping suppliers and clients up-to-date will help you keep your business moving forward even as you transition into a new space.
You should also contact:
- Your landlord and/or property manager (to give them official notice)
- The IT department
- Partners, affiliates, suppliers
- Banks and financial institutions
- Clients and partners
- Any professional organizations the company belongs to
- Stationery services
- Foodservice and water bottle companies
- Telephone company
- Service providers for the photocopier/printer
- Insurance companies
- Your internet service provider
- Any accounts departments
4. Hire Shippers, Movers, & Packers
The moving services industry includes 16,822 businesses throughout the country. Before you try moving your company, contact shippers, movers, and packers ahead of time.
Hiring the right team of movers can take time. You'll also want to consider whether you're moving locally or internationally. In some cases, you might need intermodal transportation to make your move easier.
You might want to make a list of things to do when you move to a new state as well.
Planning during the months before the move will give you time to explore our options.
Develop a list of different options. Then, investigate them thoroughly. Check online reviews, get quotes, and compare their services before you decide who to hire.
5. Pack Ahead & Stay Organized
Try to pack little by little as your business relocation day approaches. Number each box. Then, create a digital list of what's in each box, so you can keep track.
That way, you can access any materials you might need before or after the move without opening every box.
Packing ahead of time will also let you give the movers an accurate number of boxes. This will help you get a more accurate quote. That way, you can make sure you're sticking to your moving day budget.
6. Necessary Set Up
Two weeks before the move, make sure you've finalized all plans with your moving committee. Review your business moving checklist to ensure you're on track.
Then, order the keys and access cards you need for your new office ahead of time. Now they're ready to hand out the day of the move.
In order to avoid productivity issues, confirm a team will set up your internet and phones as soon as possible. You'll also want to confirm computers and IT services are set up beforehand as well. If you don't have an in-house team for this task, hire professionals to help.
Before moving, make sure to back up all important documents and data in case anything is damaged during transit.
7. Make the Move & Settle In
Now it's time for the big business relocation day!
During the day of your move, make sure everyone's areas are defined. Make a new phone list for your team. Don't forget to wrap up your old lease and transfer your insurance, too.
Update your website and send out a press release to make it official.
7 Items on Your Business Moving Checklist You Can't Forget
With this business moving checklist, you can organize a smooth move for you and your team. Otherwise, you might find yourself scrambling, which can harm productivity.
Searching for a new office? Explore the Real Estate and Startups sections of our Bootstrap Business blog for more great tips.
