There are many reasons why you would want to move your business. First of all, your business might be up for expansion and you might need a bigger space. Second, you might want to move to a better location (closer to your clients) or you may want an office location that’s more prestigious. Then, there’s the likelihood of a disagreement with your current landlord or a simple fact that you’ve found a cheaper office space elsewhere. Regardless of what your reasons are, here’s how you do it properly.
Set a date
The first thing you have to do when relocating your business is set the date for the relocation. In order for this to work, you need to know how long the preparation will take. The question of how much longer your lease last is crucial here and you need to have a date of relocation to offer both to your current landlord and the new one. Also, keep in mind that there are a lot of people who need to know the specific day of the relocation and the sooner you set the date, the sooner you can let them know. Speaking of which…
Let people know
There are a lot of people who need to know about this relocation. First of all, you need to tell your landlords (both the old and the new one). Second, you need to inform your staff, seeing as how they’ll be actively involved in the moving process. If not, they’ll at least be affected by it. Then, you need to inform your partners, suppliers and investors, each of which will be affected, as well. Lastly, you need to inform your customers, even if you provide an online service that has nothing to do with your physical location. Why? Well, because the process of moving itself might cause downtime.
Make a schedule
The next thing you should do is make a checklist of the move. Start with all those things that you should do immediately and then proceed to those issues that you should do months, weeks and days in advance. Then, there are those things that can be left to the day of the move. The simplest way to handle this is to download a template online and alter it so that it fits your move. The sooner you do this; the more time you have to ensure that everything is in order.
Hire necessary help
Chances are that you won’t be able to move on your own, which means that you’ll have to outsource a couple of tasks to various agencies. First, you need to talk to professional movers. Nonetheless, only a small portion of businesses (and even individual homeowners in the moving process) actually hire professional movers. Instead, in order to save money, they look for truck rentals and handle the packing/unpacking on their own. Other than this, you’ll also need a cleaning crew, both for your previous and your future headquarters.
Settle your debts
Finally, you don’t want to drag anything from your past (other than a record of great customer relations) behind you. So, pay all the bills and the last rent and try to leave the place as you’ve found it. One trick to help you do so is to take a photo of the office before you move in and examine it once you start packing. Needless to say, you should do this with the next place, as well. Also, cancel all your current subscriptions (at least those location-based) so that you don’t annoy the future tenant.
In the end, by taking the above-listed five-step approach, you’ll do this task systemically and minimize the chance that something might go wrong. Coordinating your move is a hard task but with enough strategy, focus and careful planning, it doesn’t have to take too much time or cause too much stress. In the background, it should be business as usual. Achieving this is easier than you think.