Commercial Moves – Taking Your Business on the Road
Moving your household is one thing, but what about moving your home away from home…your office, or worse, an entire business? As with any move, planning a commercial or office move is the key to keeping the move on track and on budget.
Files
Now’s the time to review company policy regarding file retention. If you own the business, then now’s the time to make the file policy. Check with the IRS for guidelines regarding accounting and financial records before rendering them obsolete.
Client files and financial records should be destroyed rather than put in the trash. There are businesses that operate commercial shredders that can be brought to your location to handle larger volumes of paper.
You may be tempted to deal with shredding in-house, but remember, most shredders can only handle a few sheets at a time, must be emptied often and can leave a mess behind.
Check with movers to determine if files can be left in cabinets during the move. With smaller file cabinets, they often can, with the file drawers merely secured shut.
Employees
Appointing one person to handle the move is best for smaller companies, and they may delegate as necessary. For larger commercial move preparation, it’s best to break down the areas to make them more manageable, such as:
- Logistics
- Office equipment
- Computers
- Employee communications
- Mover expeditor
Employees are normally responsible for packing their own personal belongings for the move, and it’s best for them to remove their belonging prior to moving day.
Space Planning
And speaking of space planning, one of the most time consuming tasks in relocating an office or business is preparing for the communication infrastructure. This means the location of the electrical outlets, modem lines, cable connections and phone outlets. It’s best to address these needs in the new office well before the move, when access and additions are easier.
For smaller companies, allowing employees input on office locations, office equipment locations and more can make them feel more involved in the process, and get them on board with the move.
Details, Details, Details
Don’t forget the little things in moving your business, like telling customers where they can find you! Other details to remember:
- Letterhead and business cards will need to be updated with a new address.
- Post a notice at the business location well in advance with the moving date.
- Websites will need the new location information.
- Vendors, customers and business associates should be informed well in advance.
Bottom Line
Planning a commercial move involves so many details above and beyond a residential move. While it’s tempting to use your employees to move, it can make better business sense to use movers experienced in office or commercial moves, particularly if you consider the exposure to a worker’s compensation claim for an employee. Proper planning is key, as any time spent moving is time away from making money.
