Practical On Moving Your Office

When it comes to managing a small business in the process of expanding, moving is certainly an action that will need to be taken from time to time. The office a firm begins in, when that business is successful, will rarely be large enough throughout the years of increased traffic, demand, client volumes and more, and shifting the entire framework to a new building can be a serious stressor, especially for entrepreneurs who have never gone through the process before.

However, by following certain best practices and making sure that all of the aspects of the move are planned out ahead of the scheduled start date, this can be a relatively straight forward and stress-free activity.

Here is a comprehensive list of standard considerations that every small business owner should remember before making the big move to a new office:

Time Line: Makesure that you have a workable timeline with everyone.  Coordination through communication should be your mantra. You need to make sure that your phones, Internet access and equipment are ready and waiting to be connected well in advance. I can’t tell you how many times we receive a call- “We just moved into a new space and we need to hook up our phones now!” . To what? Did you order services? Do you have connectivity? Don’t wait until the last moment!

Money: Budget is a major factor in any move, and the first step in planning is to evaluate how much money can be spent on the project. Transportation, professional assistance, new setups, office adjustments and many more aspects should be considered. As many entrepreneurs already know, the move has to be done in such a way that minimizes the overall expenditure, as failure to be extremely diligent with budget allocation can spell disaster down the road.

Exit plans: Before making it into the new environment, small business owners should ensure that all of the items they wish to be moved are taken into account. Equipment, desks and other furniture, office supplies, kitchenware, modems, computers, decorations and lighting fixtures are just some of the items that might need to be safely relocated.

Carry or replace: While composing the exit plan, entrepreneurs should compare the costs of moving certain items to the expenditures that would be necessary to replace them in the new facility. For example, a large sofa might cost far more to move across the country than simply buying a new one locally in the next location, and this type of thinking can add to the cost-efficiency of the overall project.

Entry plans: Who will be waiting at the new location for the movers? When will the various persons tasked with moving new items in be arriving? How will any reconstruction or building processes be taking place? These questions should be answered before the move begins, and entrepreneurs should always ensure trusted members of staff are acting as the leaders throughout the exit and entry procedures.

Delegate: Although this is not necessarily a bad problem, the average small business owner – especially when new to entrepreneurship – tends to be less proficient at delegating tasks. This cannot happen when relocating, as it will simply lead to too much stress placed on leadership. Every employee should be involved in the move, and setting up a comprehensive list of tasks and placing certain responsibilities on various staff members can have a positive impact on the overall success of the relocation.

In today’s highly technology-dependent marketplace, business owners must ensure that they are covering all of the IT needs associated with the move as well. Here are several considerations:

Ready to go: Once the physical move is completed, the speed with which employees can get back to their normal jobs is critical. Having all of the communications and technology capabilities set up in the new location before the first full day of work will maximize productivity.

Ask for help: Setting up an office IT and communications frameworks is difficult enough. Moving that entire set-up to another location can be complex and potentially impossible without the right expertise. Entrepreneurs should not hesitate to ask their chosen service provider to take care of the IT and communications side of the relocation.

Insurance: Make sure that you contact the office of the building that you are moving to and get a copy of their insurance requirements. Make sure that all of your vendors  file their certificates of insurance with the landlord per the requirements. Make sure that you have copies of their insurance on file.

Occupancy License: Check with the local city government for your occupancy permit. Make sure that you have paid all of the license taxes and fees.

Cancellation of utilities at your previous location: Make sure that you cancel any services at your previous location! You are still liable for them even if you are not using them! Phone, electric, Internet, gas – just to name a few.

Moving

 

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About Vic Levinson
Telecommunications and IT professional with over 20 years experience in Business Telecommunications. Specializing in voice over IP (VoIP) for business: hosted VoIP, business VoIP phone systems, SIP providers, carriers, T1's - the works. Founded Prime Telecommunications in 1993 and providing business communications solutions. Cloud Applications- everything from hosted network security, hosted Disaster Recovery, hosted printer management, data centers and colocation solutions for businesses.

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