25 Steps To Move A Business To A New Location
Moving your business without losing productivity can be a formidable quest.
Nevertheless, with proper planning and execution, you will move and still make a profit with it. Moving creates a fresh opportunity for advancement and improvement.
One of the ways that you might want to do this, is by branching out. Maybe you want to think about moving out into an office that’s perfect for the next stages.
Of course, you hope that you can make it work in a certain way, or you hope that things might be successful, but sometimes, you don’t always know exactly how things will pan out.
Despite all these uncertainties, one thing is for sure.
You’ll want to consider exactly how you can grow your business in a way that suits you the most using some expansion strategies. Or, in a way that gets your results.
There are three stages to moving your business.
The pre-move stage, the moving stage, and the post-move stage.
There is no clear line to differentiate each stage; they tend to overlap and can be different for individual businesses. Also, these stages are not absolute, you can run two or all of the stages concurrently.
The pre-move stage is when you plan the things that need to be done before you start moving at all. Activities in this stage involve getting the right reason to move, locating the right place to move to, and planning what to move and how best to move them.
The moving stage involves the actual movement. This requires packing, transportation, and unpacking the items you have moved. It should be noted that packing in advance can be placed under the pre-move stage.
The post-move stage comprises arranging your new location and creating awareness at the new location. It also involves setting up your new workspace.
This is certainly the case when you’ve been working from home for a long time!
Here are a few things you need to put in place to ensure you move efficiently. I will not dwell on the why but on the how.
Without doubts, the location of your business can also contribute to its success.
Here’s how you can do it.
1. Plan Your Movement
The first thing you need to put in place to ensure a successful movement is to plan.
It’s one thing to plan, it is another to prepare to succeed. One crucial step that leads to success is planning well and executing according to the plan.
Your plan should include all the probable circumstances and leave little or no room for improbable situations.
Note that your plan should be capable of managing unforeseen situations should they come up. Your plan should eliminate or reduce the emergence of problems or have solutions to business problems associated with moving your business.
When planning, plan as early as possible in the movement process. You should start planning from the very first day you know you want to move.
Also, ensure that all the parties involved in moving are included in the plans. These parties are your employees, your current and future landlord, your clients, and the people that will aid your movement.
2. Take Initiative
Many companies take too long to act. You’ve waited too long if staff members are stumbling over one another and can’t find a private space for a meeting.
It will be challenging to manage a problem-free transformation at that moment and make the move to a new location. Waiting until workers are seated in halls and inventory is stacked in offices is not a good idea.
Delays in addressing your space requirements might result in production errors, deteriorating customer service, and significant worker turnover. It’s a good idea to plan ahead for your area to accommodate your present needs and future expansion.
Keep a close check on your space needs, particularly if they’re shifting quickly, as they might be owing to expansion or the introduction of new product lines. Instead of waiting until a confined area is disturbing operations, begin planning your course of action now.
3. Decide whether you want to rent or buy a new office space
Do you need to buy a new building? Do you want to rent office space? Or maybe you are looking for a more permanent location where you can expand later.
If renting is an option and it makes sense financially, then go with it; if buying is better for your business long-term (or short-term if the economy takes an unexpected turn), then buy it instead of renting.
There are numerous things to consider, but renting may be a better alternative for you if you run a fledgling company with little spare operating cash or one that is expanding quickly and has undetermined future space needs.
Contrarily, purchasing is frequently less expensive than renting. It might be a particularly advantageous choice for more established enterprises with sufficient working capital and those with specific space requirements that necessitate costly modifications.
4. Look For The Best Place For Your Business
To start with, you’ll want to know what you need, and what kind of place you’re looking for.
As you’re doing that, you’ll want to consider the kind of places you can rent – such as a maintained office, or just a stand space for yourself.
Finding a good location to move your business to is a severe process. You have to be thorough so that you get a better place than where you are currently.
Better does not necessarily mean it has to be bigger in space, it might just be that it is cheaper for the same thing or well-positioned.
Generally, your location choice should be based on proximity to your input or output.
Your inputs are raw materials, labour, and other resources. You might need to move to a location close to the quarry or a warehouse of a particular commodity so you can reduce the cost of procurement.
Your proximity to your potential customers should also be considered when choosing a new location. You should move to the student area if your business deals in materials for students or you could move close to hospitals if you sell pharmaceutical products.
Furthermore, put in mind the opportunities you will have in your new location before you make your decision. Different places offer different opportunities.
This always starts with a property search.
Would you like properties with gardens or a plain area?
You just have to pick the ones most relevant to your business. The growth of your business must be taken into account too. You don’t want to move to a place where you will experience dwindling profits.
If you know searching for a new location will be a daunting task for you, you can employ a real estate agent or a broker to help you. Their findings will be based on the specifications you give to them and they will be subject to your approval.
Take a look at what’s currently available around you to help you find a place. Do you work with the internet, you will surely need a new location with good connectivity.
5. Explore Locations
You can narrow down place selections using your budget. Make sure to consider factors like client and supplier accessibility, parking and public transportation, ease of shipping and receiving, neighbouring services, zoning concerns, and capacity for expansion when choosing or opening a new business location.
Ignoring workers’ needs is a frequent blunder. Make sure to ask for location suggestions from the staff. Get their support for the transfer by taking them to potential locations.
6. Decide how to get a space
You can choose to move only part of your business, such as all of your employees or all of your equipment, then lease a new office space from a landlord who has space available nearby. This option could work well for small businesses with fewer than 10 employees.
You can opt to find a commercial property or real estate broker who specializes in helping entrepreneurs find office space they can afford and then manage the whole process from start to finish.
In this case, the landlord would provide all of the services (utilities and internet included) while you take care of everything else — marketing, hiring employees, etc.
7. Decide how to move your business
There are many different ways that a business can move, but most people choose to hire movers because they are familiar with the process and know what needs to be done before, during, and after the move.
8. Consider Your Budget
You’ll also want to make sure that you know what kind of budget you’re working with here too.
What’s your budget bracket?
Ask yourself how much money you have available. If it is not enough for everything on this list, then maybe there isn’t enough money left over for a relocation budget, either.
Before you embark on your project to move, you must consider the cost. Have an estimate of how much resources it will cost you. The resources you will spend include money, time, and labour.
Don’t forget about all of the costs associated with hiring movers; hotel rooms for workers during the move; temporary office space for working while things settle in at their new location (and beyond); etc.
You must make sure that all these resources are available for use.
The costs you will incur are a lease for your office space, payment for transportation (either for Transport Company or In-House Transportation), and interior decorators for your new space.
It’s so important for you to make sure that you create an office budget for day-to-day activities such as electricity, telephone, water, or other office supplies.
You should know what you can afford and plan accordingly. That way, it’s easier to find the right place.
9. Negotiate Skillfully
In order to obtain a favourable lease or purchase deal for the space, it is crucial to bargaining successfully. Additionally, make sure you have an excellent group of commercial real estate advisers by your side; as there are factors you should consider in real estate. An excellent business real estate lawyer is especially important.
You shouldn’t simply sign the lease that the landlord hands you. Examine all incidental expenses and obligations, including utility bills, property taxes, insurance, and upkeep.
Investigate a purchase thoroughly. This could entail acquiring assessments of the surroundings and the condition of the building, getting an appraisal, asking for a title search, and looking over vendor records like old utility and maintenance bills.
Additionally, give the bank ample time to analyze the deal before approving financing; this process typically takes 6 weeks or more.
10. Think about why you are moving in the first place
Once you have decided your options and how much money will be needed for each one, it is time to think about why you are moving in the first place.
Is it because of an increase in business? An opportunity for growth? A change in technology that makes moving easier? Are there any tax benefits from relocating?
Is there an opportunity for growth that doesn’t exist at your current location? Is there a better market out there, or do you simply want more space?
Whatever the reason, it is important to remember that moving is expensive. Don’t make any decisions without having some kind of plan in place for covering those costs.
11. Prepare a Catalog
Either you call it a list or you call it an inventory, just make sure you have a concrete record of what you are moving and not moving.
To make sure you do not miss any of your equipment, you should list all the equipment in the general inventory. To avoid mix-ups, you can sort the list according to the offices and departments of each individual.
If you are disposing of some of your equipment either for an upgrade or your new location might not need it, listing them out makes it easy for you to act on it.
For instance, you might not need standing fans in your new location because you want AC pre-installed. The list of the new equipment should be noted.
Taking a list also helps you to plan how and when to move items. Some items can be grouped so that you can move them together.
Another importance of listing is that it helps you keep track of what you have packed and what goes where when you are unpacking at your new location.
12. Have A Schedule
You will need to create a timeline to work with.
This will be the agenda you will follow as you move. Your schedule will tell you what you should do and when you should do them. You will need to keep track of your progress this way.
This helps you to know if you are lagging behind or if there is any bottleneck that requires adjustment.
13. Allow Yourself More Time
Transitions frequently linger longer than anticipated. Businesses frequently underestimate the amount of output loss that occurs during a move, and renovations frequently cost more than anticipated.
Many times, businesses underestimate how disruptive the change would be. Before a transfer is complete, things may not be running smoothly for weeks. Other people need months. Having some time management skills will help you in this phase.
Priorities must be set right to ensure there is a seamless transition from your current location to your future location. You know what is essential to your business and what is less essential.
While the less essential things can be moved anytime, you must ensure the most essential are moved quickly according to your preset plan. For offices that rely on the internet for operation, you can’t allow the server to be down for long.
As soon as you pack it, transport and reinstall it immediately at your new place.
That is the essence of giving higher priority to departments that majorly affect other departments because once they are not working, every other department won’t work too.
As soon as you get to your new location, you have to set up crucial departments first. More attention and resources should be dedicated to this crucial one so that others can get to work as they settle in.
15. Find an accountant who can handle all of your finance during the process.
Find an accountant who can handle all of your tax and legal needs during this time (and beyond) especially if you are moving out of a geographical location into a different one. It is one of the ways to over financial problems in business.
You need a CPA or attorney who will help you navigate the many challenges that you will face as a new business owner.
Ideally, they will be able to assist with your tax returns, consult on financial decisions, and potentially represent you in court if necessary. They should also be familiar with the local laws and regulations that may affect your business.
16. Notify Your Environment
One of the impacts of moving business is that you might be withdrawn from the market of the current location. This also means you are being introduced to a new location.
So to reduce the adverse effect of the former, inform your clients about the movement to build trust with them & increase your chances of having them patronize you in your new location.
You must let the general public know that you are moving or have moved, and also, hold a press conference, radio and TV broadcast, and newspaper publication. You can make announcements by email, and postal mail. Make sure to email several departments within the clients.
Through social media, you can communicate with a larger number of people from different locations; that’s one benefit of having a social media platform for your business.
For example, the impact on your website’s rankings can be enormous. Many people don’t consider the impact relocating has on so many different things. Both offline and online, you will be required to update your company’s details.
Put a “we have moved” sign at your previous location indicating your new address and contact. At your new location, ensure you put signages at strategic locations so that people can notice and locate your business with ease.
Ensure you update your address on your social media platforms and your website.
Apart from your clients and the general public, you will need to officially notify your banks, post office, Tax commission, and the organizations you subscribed to their publications for a change of address.
17. Determine who will be moving with you
Get everything ready for the big day – including making sure your employees know what is coming up and when their jobs will end so they can plan accordingly.
It is important to find out how many people will be moving with you when it comes to packing up the office and getting ready for relocation. It is also important to know if everyone will have their desks or if everyone will share one large workspace.
If everyone has their own desk space, then it is easy to pack up all of their belongings into boxes ahead of time so that they are ready when they arrive at their new home base in another city/state/country/etc.
You can check out tips for moving your employees to another location for more details.
18. Get Some Packing Tools & Skills
Part of the planning includes having the correct provisions at the time of need.
Some tools for packing and moving include pens and markers, boxes, labels and stickers, seals, furniture sliders, file jackets, packing tapes, and other packaging tools.
Having these provisions handy will make moving easier and you will reduce the chances of mix-ups.
Also, utmost care must be taken at the stage of moving because you cannot move everything the same way. The group of delicate and fragile objects should be handled with care.
You should get the proper box sizes for the different sizes of items you have. For breakables, you will need a bubble roll so the items do not break, for heavy objects, heavy-duty boxes should be used.
When arranging, heavy boxes should be placed at the base of the load and not where they can crush the light objects.
Breakables should be placed in such a way that they do not carry excess loads and are not prone to fall.
19. Plan For Transportation
This is the means you want to employ to transport your wares from your old office to the new one. This may include the choice of route, and mode of transport either railway, road, or air. To save yourself from the hassle of moving, you can trust the experts from movers Houston.
For instance, will you use a semi-truck or a trailer, or a mixture of transport modes? Do you want express or standard shipping for mailed items?
Questions like these should be answered depending on your business need.
20. Move Your Operations
When you’ve made your choices and you’re ready to settle in, you need to actually go through the moving process.
It is not time for you to pack all your things. There are two processes of packing. The first is packing in advance and the other is packing as when due.
The equipment and, material that you will not need for work during the movement should be packed in advance.
Affected are the likes of old files, and equipment that you do not use for day-to-day activities. For the equipment and materials you use daily, you will pack those on the day you are moving.
You could get a trailer from Southern Trailer Depot inventory to ensure your packing is spread over time and it will be easy to move. So, the items you have packed in advance can be arranged in the new location before the rest are moved.
Additionally, you should pack related things together.
As with the group listing, when packing, ensure items that are related are packed together.
You could pack pens, staplers, and pins in the stationery box, then file and paper into a different box.
To make the packing easier, let your employee pack their table or workspace. When they are done, their package should be labelled accordingly.
The label should also include their department or section needs. For example, a label could be “Operations Department/Abc/Stationery” or “HRM-Miscellaneous.”
This means that you’ll need to get everything organized and arranged ahead of time.
You might also need to look into van hire if you don’t have one. Or maybe you want to get the movers in if you have a lot of stuff to move. Just make sure that you’re ready to get in on the day your lease starts.
You don’t want to pay for space you haven’t started using.
21. Clean Up!
Get a cleanup crew both for your new place and your old place.
The crew may be your in-house employees or professional cleaners. Most of us just clean the place we want to get in and leave the old place unkept. The cleaning crew would make your new office conducive and fit for use.
They will get rid of dirt in and around the office. For the old place, they will help you clear out stuff that you didn’t take along with you to your new location. They might help to recover missed items too.
22. Reduce Downtimes
Finally, you then also need to make sure that you’re going to be able to get set up and running properly.
You should plan and execute your move to reduce or eliminate downtime if possible. Some physical objects may affect your online presence.
For servers now, moving them may cause some downtime, so you should plan to move them at times the downtime would be minimal. Moving should be planned toward the off-peak time when there is less to do e.g. holidays, weekends, or nights.
Because moving offices can be quite a lot of work. And you may not be able to afford any downtime during the move.
If you can do so in a quiet period, this is often best.
But at the same time, you may find that you need to get everything in place and organized as soon as possible so you can work.
This means you need your plans and designs together. You also need to get your employees, support staff, and freelancers to get ready for the new change, so you can just get to work ASAP!
For more hands-on freelancers check out services offered by explicit success
23. Place Fresh Sign Orders And Any Equipment Or Furniture Required.
Depending on the industry you’re in, an eye-catching and functional sign can significantly increase your business’s visibility.
You might need to place a new order for signage before shifting to a new workplace location. Plan out when and how you’re going to install it.
Additionally, you should assess the new area to see if the work requires any new furniture or supplies. You may wish to order these products in advance of the relocation because it can take weeks or months for them to arrive.
24. Purchase Fresh Letterhead, Pamphlets, and Business Cards
As soon as you move, make sure to update your company’s letterhead, brochures, business cards, and other marketing materials with the new address. You should also ensure you choose the right supplier for these things.
You definitely don’t want your outdated address to appear on printed brochures. This could mislead customers and clients and give your company a sloppy appearance.
25. Make sure everything is ready to go
Once you have determined everything you need to get ready for a move, start packing up all of your essential documents and records into boxes that can easily be moved around by hand without breaking anything.
This will also help ensure that when it comes time to move, everything is ready to go. After this, you can go ahead to schedule a date with your new landlord so they can give you an estimate on how long it will take them to finish building out your new office space and when they expect things like utilities, internet connections, etcetera.
Once that is done, zoom! You are good to go!
Congratulations! you have gone a long way to be here.
You may not always be able to find out the best ways to enjoy your successes, nor when to start making changes in terms of direction.
When you first start out a business of your own, you won’t always know which new location you’re going to take or an action plan for your office relocation.
But like human beings, businesses move too. There are loads of reason why a business move from one location to another.
Whatever your reasons are, I hope you found these tips helpful. Having read this, I hope you will take all this into account when you move.
Let me know what you think.