Relocating a Business Effectively, Part III: Moving Day and Getting Settled in the New Office
The following is the third part of the three-part series "Relocating a Business Effectively." You can view Part I here. and Part II here.
In the weeks and days leading up to the office moving day, a long list of tasks must be completed in advance. Ensure that the company has all the permits and licenses needed for the new location before moving, and prepare new stationary, security systems access, and computer networking in advance, if possible. Go online and utilize the US Postal Service's change of address tool, which will provide helpful options to forward mail temporarily, permanently, at the start of a requested date, or for an individual, family or business. A minor service fee may be charged, but the process is, overall, very fast. The moving day will also proceed quicker and be easier to organize if all boxes are color-coded to their specific room. Clearly readable labels are a necessity – print these for optimal viewing. Consider purchasing new furniture and have it delivered to the future office on or before the moving day. Decorating can do a lot to improve company morale, performance, and engagement, a fact which will be discussed further on.
Internet access remains an essential part of running most businesses, so call your current ISP and let them know what day you need internet access. The same can be said for companies, such as customer support centers, that rely on phone access. Knowing the available communications infrastructure at the new office cuts down on stressful, last-minute networking modifications. In fact, if the new facility does not easily accommodate the relocation of company technology, strongly encourage owners and the person in charge of the relocation to reconsider the move. Remember, as technology changes quickly in the modern world, the company may need room for future technological expansions. Old, dilapidated buildings may have a certain amount of charm, but often present considerable challenges when updating them for the modern workforce. However, updating the building might reward owners with large growths in the value of the property – making the property itself a business investment if purchased.
At the start of moving day, have a team of people head to the new location and turn on the power, air conditioning or heat, and check the security system. Instruct the movers to load and ship the electronic equipment first if you're doing a local move that requires multiple trucks or shipments. This equipment can be setup and installed by the team that opened the building. When the movers have cleared the old office, do a walkthrough to ensure that nothing has been forgotten. Hiring a cleaning service to deep clean carpets, wash walls and counters, and mop tile helps renters get a better return on security deposits, and speeds up the resale process for property owners.
Organizing the New Office and Decorating
Hopefully, during the packing process, the moving manager utilized an organizing method to help speed up the unpacking process. Unpack all items beginning with the essentials – computer equipment, any remaining security equipment, important documents and large file cabinets, and furniture. Document any damage to items that occurred during the move, and inform the moving company of the issue. They must document the issue on the Bill of Lading, a document that acts as the final receipt for moving services rendered, and should require you to save any damaged items as proof. Don't wait to notify them of any claims you might have, as a dispute most likely will occur with anything not appearing on the Bill of Lading at the end of moving day.
Always unpack and arrange the office's kitchen area first, if possible. This ensures chilled or frozen food, if transported, does not spoil and allows people to take a break to eat or drink – even on moving day. Transfer any necessary supplies to bathrooms, too, to keep them perfectly functional. Meanwhile, your head of internet technology should be busy plugging in computers, surge protectors, and phones, as well as installing software on any new computers. In accordance with their position, company heads should have their offices setup before others, unless they prefer to do so themselves. Encourage other employees to come into work to arrange their personal belongings at their new desks or cubicles.
Once all the large, bulky objects and electronics have been unpacked, consider turning an eye to the decoration of the new office building. Keep objects away from walls that need new paint, though it's usually wise to paint before the day of the move if possible. Afterwards, posters and artwork, for instance, can be framed and hung on walls. These decorations should be in accord with the company's image – for instance, modern and high-tech for a high-end software company, or vintage for a more old-fashioned industry. Not only do these features please employees, but potential and current customers who visit should be impressed. If your office's posh environs sells customers on the success of your business model, all the better. If the company lacks a creative eye, hire a professional decorator to best accomplish these goals, as movers won't, generally, be able to help in this regard.
The moving process can be a very long one, in many cases. When it's all finished, expect to pay in cash, though larger moving businesses may have credit card options available. Verify these payment options before booking a move. You might also want to explore auto transport options with other companies if you need to ship company vehicles across state lines or a distance of over 100 miles. Similarly to some moving websites, sites like CarShipping.com provide free comparison quotes from different shippers to save you money, and can help teach you the process of shipping cars. Always contact a professional business moving company when planning an office move, even if you don't plan on hiring one, as they usually offer free counsel regarding planning and executing company relocations happily.
