Moving to a New Location?

The logistics of moving your company to a new location can be fairly challenging if you don’t approach things with a solid plan. There’s a lot to consider; most notably how to get back up and running as quickly and efficiently as possible. We’ve gathered several handy tips to help you make the transition.

Start Updating Your Address

It’s amazing how many places your company’s address is included, and you’re going to have to change them all. Some, like certain bills, can only be changed after you make the actual move. But others can get taken care of now while there’s time to prepare.

Here’s a partial list of some of the spots to remember to update:

• Business cards, letterheads, printed envelopes, etc.
• Credit card companies
• USPS, UPS, FedEx, and others
• Vendors and suppliers
• Property tax forms
• Checks and invoices
• Your website and social media accounts
• Google and other search engines
• State business license offices
• Insurance companies
• Email service providers and employee email signatures
• Membership associations
• Inform your clients

Note that updating your address with postal and parcel carries might actually take a few tries to actually stick. So, you’ll want to maintain contact with your former facility owners who may continue to receive deliveries and other correspondence at your former address.

What Should You Keep?

Moving is a great time to process and get rid of clutter, but you don’t want to wind up needing to re-buy an item that you’ve purged. There are a few things you should usually hang on to, including:

• Organizational materials like bins, boxes, etc.
• Overstocked inventory
• Party supplies, paper plates, plastic flatware, etc.
• Rugs, curtains, and other decorative items
• Tools and cleaning supplies

What About Files?

There are a few guidelines for how long your company should hang on to files.

• Tax forms – seven years
• Contracts – six years
• Deposit slips and reconciliations – four years
• Expense reports – four years
• Purchase invoices – four years
• Accident reports – six years
• Settlement claims – ten years
• Personnel files of former employees – seven years

What Should You Get Rid Of?

• Obsolete technology – which should be recycled when possible or perhaps sold
• Old furniture, unless it can be sold
• Old signage
• Outdated publications, catalogues, directories, brochures, etc.
• Old holiday decorations

Social Media is Handy for Selling

Don’t underestimate how much social media can help make your move easier (and maybe put a little extra cash into your accounts).

• Make things easier on yourself by listing unwanted items that can be sold on a platform like Facebook Marketplace or Craigslist
• If you don’t find a buyer, you can always donate

Get to Know Your New Space

Take a detailed assessment of the new space you’re moving your company into, noting the square footage and amenities. It’s important to let your employees take a look at the new location too. This will give you and your team time to pre-coordinate how the new space will be designed and set up.

• Get access to the new location as early as possible to start prepping before the actual move
• Get your projects or major renovations planned and executed before you move in
• Determine whether or not you have enough room for all of your existing furniture and/or equipment

Delegate Specific Assignments

Before the packing and moving has commenced, it’s a good idea to assign specific areas of packing/unpacking to specific employees. Many companies find that things tend to get left packed up for quite a while after they’ve moved into a new building because no one understands it as their responsibility.

• During packing, label your boxes by person and room/area
• To help prevent things from disappearing, have the same individual organize, pack, and unpack an area for better tracking
• Unpack vital functions first so day-to-day work can progress
• Assign a timeframe for the rest of your materials to be unpacked

But Not Limited To

As you plan your move, there are going to be many more unique items you’ll add to your own list. Although it can be stressful, remember that it’s an opportunity to refine and improve everything about your company from top to bottom. One box at a time, one room at a time, one file cabinet at a time, you’ll be honing your processes and enabling your company to run more smoothly. A worthy endeavor.

Sources: Premier Van Lines, Consumer Reports, Small Business Trends, IRS, et. al