1. Start preparing early

Whether you’ve been considering a move for some time or you have to move suddenly due to circumstances outside your control, giving yourself as much time as possible before the move helps reduce problems. Relocating a company effectively can take months or even a year for larger moves. As soon as you decide to move, establish your moving date and a timeline leading up to it.

2. Choose the location carefully

The new location of your commercial lease space can affect your company’s profitability in multiple ways. Consider choosing an easily accessible location if your customers or clients go to your physical location to avoid losing clientele. Being on a busy street can also help you snag foot traffic. A convenient location within a short commute for your employees with a parking lot or easy access to public transportation can improve employee satisfaction, which keeps your staff motivated and productive.

Something you might not consider is the change in operational costs. It’s easy to compare the leasing costs of different spaces, but the location can also affect other expenses. You might get tax credits for locating your business in a certain area. If you purchase a property, the property tax rates will vary based on location and property size. Utilities and other expenses can also vary by location. Even your insurance can vary based on the location and the type of structure. Research how those expenses compare when looking at different areas.

3. Time it right

Consider how the timing of relocating a business could impact your company. The seasonality of your industry is an important factor. For example, a tax preparation company gears up toward the end of the year and is in full swing from January through April. Relocating a company during that time could affect your productivity and ability to serve customers. Timing your move to minimize the impact on customers and profits can help the relocation go smoothly.

4. Have a detailed plan

Breaking down the move step-by-step helps you identify and avoid potential problems. Name a moving coordinator to serve as the primary contact and manage all aspects of the move. That person can help break the move down into smaller parts and delegate responsibilities for different parts of the move. Make to-do lists with deadlines and the person assigned to complete the task. Keep all move information in a central location, so all people handling the move can access it easily. Regular meetings with the core moving team can also help keep things on track.

5. Set a budget

Commercial moving costs vary, depending on the size of the office and the distance of the move. It can also cost more if you have specialty equipment that’s difficult to move. The cost of the movers is the most obvious expense, but there are additional costs to budget for, including:

• Packing materials: If you’re handling the packing, you’ll need boxes, padding and other materials to protect your equipment.
• Legal fees: You might need help from your attorney to handle paperwork and lease agreements, which results in legal fees.
• Space preparation: If the new space needs modifications, such as renovations or updated data cables, you’ll have expenses to complete the work.
• Announcements: When you move, you’ll need to announce the change, which might involve running ads. You’ll also need to reprint anything that has your old address on it.
• Lost productivity: Workplace productivity may take a hit during the move. Even if you can move in one day, you’ll have prep time packing equipment and setup time in the new space. Lower productivity during that time can cut your profits.
• Furniture: A larger space or one that’s configured differently might require new furniture. If you’re expanding to a larger workforce, you might need additional desks.
• Signage: You’ll also need new signs for your new location, especially if you’re counting on foot traffic to attract new customers. Get estimates for the cost of new signs, and check the local regulations to determine if certain types of signs are restricted to avoid ordering the wrong type.

6. Anticipate the impact

No matter how carefully you plan your move, relocating a business interrupts work activities at least temporarily. Anticipating how the move will impact your employees and customers helps you minimize the effects. For example, if your team will be offline during the move, you might call your clients before the move to handle their needs before you go offline. Or you might set up a small team to work remotely and still field client calls. 

You can also plan the timing of the move to minimize impact. You might wait to pack your customer service department until last, so they can continue helping customers for as long as possible. 

7. Hire professionals

Hiring a professional mover lets you focus on running your business while leaving the packing and moving to the pros. Movers know how to prepare equipment and move it safely to minimize damage. They can also pack up your office and unload it at your new location quickly to minimize your downtime. Shop around for moving companies that specialize in commercial moves, and check reviews online to find a reliable company that’s efficient and careful. 

8. Notify all stakeholders

Being transparent about your move to everyone it affects can help you gain support. Your employees should find out first since it will affect where they work, especially if it’s a big move. You also don’t want them to find out from someone outside the company. Keeping them informed helps keep your employees happy and allows you to involve them to make the move smoother.

Your patrons also need to know you’re moving, especially if they visit you in person. Even if you help your clients virtually, the move can slow your response time or interrupt service for a short time. Let them know where you’re moving, when the move will happen and how it will impact them. Stay in communication with customers as the move gets closer, so they don’t forget.

9. Contact necessary entities

You may also have to update your address and information with various organizations. These notifications are often required to keep your business running. Some of the contacts you may need to change your address with include the following:

• IRS with Form 8822-B Change of Address
• Secretary of state to amend documents that establish your business entity
• City or county official who regulates licensing and zoning
• Banks, creditors and other financial institutions
• Utility providers for the old and new locations
• Vendors, suppliers and other businesses you use

You should also complete a change of address with the post office to ensure all your mail arrives at your new office.

10. Stay organized

A highly organized move lets you get back up and running faster in your new location. Start by taking inventory of everything you plan to move. Keep track of serial numbers and other identifying information in case you need to file a claim for lost or damaged items.

Have a labeling and tracking system for the items you’re moving. Ensure everything gets labeled and noted as you pack it. Using color coding can help ensure the items wind up in the right place when you get to the new location.

11. Expect hiccups

It’s impossible to anticipate every possible roadblock that can cause problems on moving day. Building in extra time and putting a buffer in your budget for your move can help account for any delays or costly issues. Announce your return to normal business later than you anticipate it will take to get set up in your new location. For example, if you think it will take a week after you move to get back to full speed, give customers a date two weeks from then. If you fall behind schedule, you’ll have that cushion, so your customers won’t be upset or notice delays. Being flexible and looking for solutions when problems arise can help you overcome those issues.

12. Market your move

Promoting your business in your new location can help you make up for lost revenue during the relocation. Get involved in your new neighborhood quickly to collaborate with other businesses and meet community members. Update your social media accounts and website with your new address, and post about your new location to get people excited about it. By promoting your move, you ensure everyone can find you, and you might reach new customers to grow your business.