Checklist for Office/Business/Commercial Move
Moving your Office or Business can be more complicated (and even more stressful!) than moving your home and family. A thorough plan is indispensable, and a significant input to that plan is a comprehensive checklist. Our checklist will have some points that are highly relevant, others will be less relevant – you will need to make those calls based on your business and type of move. We are certain you will find this checklist a good starting point, and always welcome input or suggestions that will make it better!
Assemble a team – It would be unwise to expect one person to be responsible for planning the entire move. It’s much more effective – and less risky! - to build a team of key employees, appropriate to the size of your business.
Create a BCP - To help you lessen any risk of disruption in your day to day operations, you should create a Business Continuity Plan Neglecting this vital plan may lead to costly interruptions, and the possibility of failing to meet your service commitments to your valuable clients – either related to your move or another event!
Detailed plan for the new location – Familiarize yourself with your future site systematically, measure all the offices, storage areas, and any other areas you will be using to determine if your furniture and equipment will fit. Decide where everything is going and make a floor plan. Make copies of this floor plan for your employees and for the movers so everything goes smoothly on move day. For some businesses, this step can be a complex part of the move and it may be a good idea to hire a professional planner/designer.
Moving equipment and inventory – This is a great opportunity to get rid of old records and material! Each business accumulates stuff; old equipment, broken items, and papers that are no longer required. Why haul it along to put back into storage? Sell valuable items, recycle what you can, and dispose of the rest. While you are doing this, create an inventory list you can use to be sure everything has arrived. Don’t forget to clearly label items which are to stay, so the movers don’t remove any furniture or fixtures which belong in the old facility.
Include your technical staff – You must ensure that your phones, computers and other communications equipment are up and running quickly to reduce costly down time. Consult regularly with your technical staff and have them tour the new site to decide what they require and where they will put it.
Contact Utilities – Supply stop and start dates so that all utilities will be operating before moving day. Schedule any appointments which require your presence.
Remember the details – You will need to change your stationery, business cards, mailing labels, web site address.
Communicate with your clients – Explain the business reasons for relocation - your clients must know that you are moving, and be aware to the possibility (however small!) of a business disruption. You can use this opportunity to be creative about how you inform contacts of your change-of-address. A personal communication is likely advisable for the critical few who visit your office frequently! (and, by the way, this is a great opportunity to build an email contact program to keep in touch with your client . s!)
Arrange employee orientation – Before, during and after the move meet with staff to keep them posted on new services, the location of equipment, and security procedures. Make sure to get keys for those who will need them and establish parking protocols for the new location!
Meet with the movers – Keep in touch with your movers and other service providers as move day draws near and review plans with your movers as things change to prevent surprises! Waiting until the last moment to notify the movers about changes of plan will not make anyone’s work easier!
Arrange a walk through – On moving day, or just before, do a walk through at the new facility with staff, so they can see where their work spaces are, and where the equipment and supplies they require will be kept. If employees are able to get down to work without struggling to find their way around you will find it will be easier to get back into full operation.
Celebrate the Move – Welcome the staff and reward them for a successful move. Throw a party, congratulate everyone and thank them for their contribution
Moving an office or business demands thorough planning, clear communication and patience – seasoned with with a minimum of chaos. Contact Jay’s Moving we can help. Call 1(877) 715-7421