Do you need to relocate your business? The thought of packing up everything you need to operate and moving to new premises can be worrisome. While a fresh start in a different location can be exactly what the business needs, whether you are expanding or simply need more purpose-built environments from which to operate, the move and ensuring everything is taken care of can be tricky for even the most organised people.
With this in mind, meticulous planning of the relocation process is not just crucial; it’s empowering. It not only ensures minimal disruption but also gives you a firm grip on the situation, allowing the business to keep operating smoothly. This proactive approach will prevent any last-minute surprises and instil a sense of reassurance during what will likely be a busy period for you.
The following tips can be valuable for the business change to ensure you’re at your best throughout the entire process.
Evaluate Your Business
Now that you have secured the new premises and know your moving date, you need to evaluate your business, your operations, and everything you own or need to operate. What equipment is vital, what can be packed away, can you sell anything and declutter? What disruption will be caused by the premature removal of different parts of your current setup and equipment? For example, can you have storage files moved early if they are not integral, as well as decor items? And leaving things like communication equipment, computers, etc., to the end will help you to avoid massive disruption.
Make A Detailed Plan
Stressing the need for a detailed plan in the relocation process facilitates organisation and reduces stress. A comprehensive plan, with steps within steps, ensures that every single aspect of the move is covered.
Using the information you gleaned from the business evaluation, put a moving plan into place that encompasses packing, changing over energy or communication suppliers, booking services, etc.
A detailed plan could look something like this.
- Sourcing packing materials
- Packing up non-essential items
- Dismantling of equipment
- Dismantling of furniture
- Booking end-of-tenancy business cleans
- Arranging and refurbishments to the new location/correcting any changes to your current workplace as per the tenancy agreement.
Once you have your plan, you need to give each task a deadline for completion. A successful moving checklist for businesses requires a military-like operation that overlooks nothing and has strict timelines that are adhered to.
Contact Service Providers
You need to contact all the service providers you will need for the move. This includes current suppliers, so you can close accounts or open new ones and ensure services are turned on and ready for the move-in date, e.g., gas, electric, broadband services, water, etc.,
if your landlord doesn’t take care of this for you.
Give them your moving day and book the date for your energy and services to be reconnected at the new location. Take meter readings for both properties to ensure you are not billed for what you are not using and that new accounts are configured properly and ready for you to move.
Book Professionals
Trying to do everything alone can be a recipe for disaster, and you need to source experts to help you with the move. Even if you only use them for specific minor aspects of the movie, you must ensure you have booked plenty of time to assist you in covering your bases.
This can include booking professionals to take care of the following tasks for you.
- Packing
- Dismantling equipment
- Relocation of large machinery and equipment
- Moving services
- Cleaning services
- Contractors for building or decor work
- Health and safety experts
- Delivery of new tools and equipment you will be installing
Book Storage
Self-storage units can be a valuable asset for business owners during a relocation. These units provide an off-site space for you to store all of your packaged equipment and accessories ahead of time, preventing your office from becoming cluttered. You can gradually move items to the unit until the moving day and then inform your removal company, if you’re using one, to collect them from the unit and transport them to the new location while you wrap up operations at the old premises. The flexibility and security of self-storage units make them a cost-effective and convenient solution for business relocations.
You can book different sizes and features for self storage to house a great many different parts of your business, and the beauty is that if you need anything or plans change, you can easily access it without it being in the way when you try to work through the upheaval.
Delegate
Emphasising the importance of delegation in the relocation process ensures a smooth transition and reduces the feeling of being overwhelmed. Successful delegation, with different employees taking care of different parts of the move, helps keep things moving as they should and ensures nothing is overlooked.
Discuss everything with your trusted employees, the ones you can rely on, to assist you in creating and compiling your detailed plan. Assign them tasks such as packing non-essential items, dismantling equipment, coordinating with service providers, and communicating with clients and customers. Ensure everyone knows what is required of them and what they need to move forward with limited stress and disruption to the services offered.
Wind Things Down
Now isn’t the time to go full steam ahead and take on more work or offer complex services, new product launches, etc. Now is the time to start slowly scaling back what you do, pushing back start dates, decreasing capacity and allowing your team to work below max functionality. Not only can this ensure no mistakes are made, but that their working week can accommodate the limited access they might have or a change in circumstances. Know when your changeover is happening, and don’t book in too much for this period to allow for an easier move for everyone.
Talk to Vendors
You want to talk to those you get regular deliveries from to operate so they can assist you in your move. Let them know when and where you will be moving to, whether or not you need to scale down, pause deliveries from them, and change what you order, frequency, or size for a short period so they can understand what is happening and help you out.
The earlier you do this, the better, as it will allow your vendors to make reasonable accommodations within their business to ensure your move goes smoothly and no wires are crossed.
Talk To Employees
It’s crucial to keep your employees informed about the move, what will happen, when it will happen, and what you expect of them. This open communication will make them feel connected and informed, fostering a sense of unity during the transition.
Discuss allowing flexible working options during the move, such as changes to usual working hours or times. Can people take holidays, or do you need them throughout the movie? Discuss the new premises and inform them of anything that will be different, e.g., parking, building access, other business presence if applicable, and how you want to deal with clients or store customers during the transitional period.
It is also essential to talk about redundancy for those unable or unwilling to move to the new location with you for any reason. Expecting everyone to move is unrealistic, and you may find some people can’t or don’t want to go with you. You need to have a plan in place for this to wind down their employment and hire new team members in their place. The further in advance you discuss this, the more notice employees will have to find alternative employment, and the easier it will be for you to bring new people on board and train them.
Inform Clients and Customers
You need to be clear and concise when relaying information to your customers and clients. Be open about your plans and any restrictions you might have to put in place until you’re through the main part of the movie.
Discuss what disruption will look like with them on a personal level and what they can expect. It might be that you need to be uncontactable for a day or so to allow you to focus on the end of the move; you might have reduced capacity, changes in team members dealing with them, etc.
The more they know, and the further in advance they are informed, the happier they will be as they will understand the scope of the project and what you are dealing with to explain any changes in services. Take care to send reminders reiterating these on a regular basis and preempting any issues people might have that you can combat before they become problems.
It can be a good idea to give everyone one point of contact for issues so nothing is missed, and you can direct everything through one channel.
Moving your business needs to be treated appropriately, and plans and directions should be implemented and confirmed as far in advance as possible. The earlier you tick off things, the smoother things will go, and the more in control you can maintain.