Moving your business can shut down your operations. Having a plan to make the transition as smooth as possible could save you a lot of money and pain. The more time you spend planning your move upfront, the less time your business will be down.
Donate Office Equipment and Items You have Outgrown
Let me put it this way- tax breaks and savings. You don’t want to pay to move equipment and paraphernalia you aren’t going to end up using. This is the perfect time to donate old phones, copies, PC’s, office furniture, and printers. Why pay to move them when you can get a tax break and donate them to a registered charity?
Do Not Wait Until The Last Minute
Start packing early and on a regular basis. If you have a large inventory, going through it can add several weeks to how long you think you need to pack. Depending on the size of your operation and nature of business, hiring a moving company is a great idea.
If You Are Hiring A Moving Company Call at least one to two months in advance if you are planning on hiring a mover. Make sure they have proof of insurance and shop around to get multiple price quotes.
Mark Your Boxes – Number Them If You Hire A Moving Company
Not only does this keep your inventory organized, keeping records like this will be critical in making a claim if the moving company loses anything during the move. Don’t just mark boxes on the tops- take the time to mark sides so you can locate items more quickly if you need to unpack something before you move (or immediately after you move.) If you just mark the tops, you will find it harder to locate items quickly. If you have hundreds of boxes, it pays to have a numbering system to avoid losing things on the move – this is particularly important if you hire a moving company. If you number your boxes with a brief description of what is inside them, and the moving company loses any in the move, you will have an easier time making a claim.
Computer Systems and Peripherals
Start by removing all the cables for the equipment and put them together in a bag. Label each bag with which computer they are associated with. You need to be sure to remove cables so that nothing is damaged on the computers. Pins and contacts are easily bent if a cable gets snagged or pulled during a move, so avoid costly damage by stripping your equipment down completely before moving.
Computer Monitors and Towers
Use bubble wrap and thick blankets for equipment like monitors and flatscreens that could easily be destroyed. You do not want the screens to ever come in contact with tape either. Data loss can cripple your business and cause liability, so consider if it is possible to remove hard drives and transport them separately. Online backups and disaster recovery plans should be in place before a physical move. What happens if you lose this equipment?
If you rent a truck – opt for the insurance coverage. Your private insurance may cover rental CAR damage, but a rental truck could be a different story. If you use a moving company, be sure to ask about insurance coverage options to protect your belongings. You should also ask to see the moving company’s proof or worker’s comp insurance. If you inadvertently hire “day labor” or the truck company does not carry insurance, you could be at least partially liable for moving related injuries to workers.
Tell People And Update Your Contact Information
You will need to update your address on stationery, business cards, and your website. The most important (and usually the easiest and cheapest) thing to update first is your website. As with personal moves, you will need to notify the post office, your creditors, bank, etc. If you bill clients, be sure to tell them clearly to update their contact information for you, so payment is sent to your new address. You should also spend time searching for your business online by name – you may find your business is listed in referral directories that will show old contact information that will need to be updated, too.
Tip: Make a list of everyone you do business with and everywhere you advertise, so you do not forget to update something critical.