This post by guest blogger Erica Bell appears as part of our series Small Business 500.
Relocation is often the result of a company’s expansion or the end of its current lease. An expanding business isn’t a bad thing. However, once a business begins to grow, more office space is often needed. Whether you’re moving from a home office to a new workspace or relocating from one commercial building to another, choosing an office space for your business isn’t easy. Once you have chosen your new location, the move itself is the next bridge you’ll have to cross. Businesses make money when the company is up and running; therefore, since your whole business, or parts of it at various times, will be non-operational during the move, you want to make sure the process is as efficient as possible. Here are five tips to help you relocate your small business office efficiently and quickly:
1. Create a timeline for when packing and the move will take place
Now that you know where you are moving, coordinating a move can be a challenge with all the equipment and furniture contained within an office. Evaluate the current situation of your company’s office to see how you want the new office to be laid out and how you plan to make it happen within your designated budget. 4-6 months before the move, you’ll need to make sure employees are well aware of when changes will be occurring. Schedule time for updating the Internet and phone services and obtaining the necessary permits, licenses and insurance policies. The larger the office you have, the more time you will need to plan.
2. Allocate resources accordingly
From budgeting for movers and equipment transportation to making time for your employees, make sure you are putting your resources in the right places. Don’t be afraid to ask an employee or two for assistance.
3. Hire movers and cleaners 1 to 3 months before the move
Planning ahead is important as the transition from one office space to another should go off without a hitch. If you are planning to hire movers or a cleaning service to help with the process, now is the time to do it. Make sure you research the companies and go with a business that can provide recommendations.
4. Update your vendors 1 to 3 months before you move
You don’t want to be missing any important necessities when you arrive at your new office, so let your vendors know well in advance so they can make the adjustments to your shipping and billing address. If you’ll need new furniture or a sign, order it now so that it has plenty of time to arrive and be arranged before your business makes the move.
5. Update your website, letterhead and business cards 1-2 weeks before moving
During the final week, it is imperative that everything be in place so that once employees enter the new office, they don’t have to spend too much time adjusting and can get back to business. Make sure the post office and clients are aware that a move is taking place and when. Finish or reschedule any last minute tasks including vendor deliveries, client meetings, or interviews.
If you’ve planned well, the day of the move should be a snap. While relocating an office may seem daunting, making a checklist of what needs to be done can expedite the process.
The information and tips we’re sharing in this article are meant to be a starting point for your year-end tax prep, so you can be informed and feel confident when working with your accountant. Be sure to check with a tax expert in your country or region for any specific advice you need, as each business (and tax district) is different. As our lawyers would say: “This article is for informational purposes only. It should not be considered legal or financial advice.”