Guest Post: Moving Your Business the Disruption-Free and Pain-Free Way

This week’s post is provided by Christopher Haymon from Adulting Digest, a site dedicated to helping folks make the most of their financial situation. It will deal with how you can move your business with minimal cost and hassle, which can be useful to publishers both large and small, as well as to others looking to take their businesses to the next level. If you like this post, go check out some more of his work at www.adultingdigest.com.

Relocating to a new office or worksite while still running and promoting your business is likely to be a mixture of excitement and stress. Being in a new and maybe bigger place is the exciting part. Actually making the move smoothly – without impacting day-to-day operations or inconveniencing your customers – is the stressful bit. Pulling it off seamlessly will take some doing.

In this mini-guide, we offer some suggestions on moving your business pain-free, without disrupting your day-to-day operations:

Talk to your employees about the move

First and foremost, consider having a team meeting about the impending move. Giving your employees some advance notice will make it easier for them to prepare for the change. Also, you may want to take their preferences into account. Do they have any specific needs or requests you can realistically cater to – like more room?

“Sell” the new office space

Nobody likes change – and moving is a big change. You may need to acquire buy-in from your employees for the move. Clutch says moving is a good experience for 68 percent of employees – but only if certain conditions are met. If you’re not moving to a bigger space, for example, or if it increases commute time, it’s not going to be a pleasant experience. Talk to your employees, reassure them, and highlight the perks of the new space if you can to keep morale high.

Create a timeline

Designing a timeline or moving schedule helps with organizing the move. You can allocate time for all the specifics, from packing to transportation, and still get all your day-to-day tasks done. It also gives you a fixed deadline to keep to, which can keep things moving along nicely. June Homes offers a list of planning apps that you could use to create a timeline and make the move easier.

Consider a staggered move (temporarily maintaining both business spaces)

A staggered move is moving in stages. It’s slow and steady, which makes it easier to organize. You could keep your current office or workspace open to avoid inconveniencing clients. It would also give you extra time to get yourself and your employees or colleagues settled in at the new space, without it
devolving into a circus routine.

Keep employees, customers, and suppliers updated

Be sure to keep everyone who does business with you in the loop about the move. You don’t want someone or something showing up at your old office after it’s closed for business, for example. If you are going to close down for a few days, let people who rely on you know in advance. That way they can plan around it. You could update your website or social media pages with move-related info.

Ask employees to lend a helping hand

There are going to be countless moving-related tasks to handle – like packing, arranging movers, overseeing the whole thing, security, inventory, and more. You could ask some of your employees to lend a helping hand if they’re willing. If you can’t supervise the move personally, you may want to ask an employee to be the moving manager.

Make advance arrangements for packing supplies

It’s always a good idea to arrange packing supplies in advance, especially if you have delicate items that require special wrapping. Place orders for boxes, tape, plastic bags, bubble wrap, cardboard, foam, and the like. Taking an inventory, visual or written, can help determine the packing supplies you’re going to need.

Hire a reputable moving company

Partnering up with a reputable moving company is important. Good movers will help you plan out the whole move, from inventory taking and packing to transportation and arrangement. Furthermore, you can rely on them to move your stuff without damage and on time. If you have the budget, you could outsource almost the entirety of the move to the professional moving team.

Scope out the new space ahead of time

Familiarizing yourself with the new space ahead of time can help in several ways. First, you will be able to plan the layout of your new office in advance, which would make arranging your furniture and other items according to your tastes on moving day a breeze. Second, it’ll be easier for you to settle in when moving day comes. Finally, you’ll be able to spot problems – like faulty elevators or bad lighting – and troubleshoot them beforehand.

Make sure the utilities and infrastructure are in working order

Nothing is as disruptive as wonky broadband or a busted electrical outlet. Before you commit to the move, you may want to personally check your new infrastructure for faults. If you haven’t signed up for a new broadband plan, you should do it early. Not all service providers offer connections at all locations. Setting your IT systems will also take time.

Moving at night may be the most convenient option

Moving at night is usually better than moving in the day. If you move during the day, you’d likely have to suspend operations for a bit, which will cause you to lose productivity. If you move during the night, you’d be done with your work for the day, meaning there would be no interruptions. For small offices, it takes less than 24 hours to move (when using professional movers). You could theoretically get it all done on a free weekend. Check local laws before executing a night move – it’s not legal in all states.

Consider making remote work arrangements

If your business model supports it, asking your employees to work remotely for the day from home is a great way to keep your business going. They could man the fort while you oversee the move. It would also likely be a more comfortable experience for everyone involved.

Moving to a new state?

Not all of our tips apply if you’re moving to a new state. It will likely take much longer – several days – to have your furniture transported, for example. It may be best to suspend operations for a week or two.

Some considerations to make:
Creating a moving budget
Signing up for moving insurance
Logistics planning
Storage
Address listing updates
Backing up important documents
Arranging lease

You will also have to register your business in the new state, which is always time-consuming. You could avoid lawyers and their hefty fees if you file the paperwork by yourself or use a formation service. Every state has different regulations around forming LLCs or corporations. Check the state’s rules before you proceed.

Conclusion

Planning is always your best friend when it comes to moving. Get organized, start early, and give it a few weeks to pull it all off smoothly. Remember, you don’t have to do it all alone – you can and should give some of your responsibilities to your employees.

Image via Unsplash

Published by J. S. Allen

J. S. Allen is a writer, linguist, historian, and nature-lover from Kansas City, Missouri. He is the author of the young adult series 'Sauragia' and the 'Woodland Tales' anthology for children, as well as several shorter works in various online and local venues. In between writing and publishing, he likes to draw, spend long hours outdoors, and read. His favourite authors include M. I. McAllister, Brian Jacques, and Alexandre Dumas.

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