15 to-dos when moving your business to a new location

Whether your business is big or small, the tasks you need to complete when relocating are the same. However, what you should bear in mind at all times is that this is a highly complex and demanding process. This means that you should arm yourself with patience and energy as much as possible. In order to give you a helping hand, Master Moving Guide is going to present you with 15 to-dos when moving your business to a new location.

There are many things to do so we made a shortlist to help you get organized

Here is the list of the 15 to-dos when moving your business to a new location:

  • Find a perfect location
  • Prepare your moving budget
  • Consider your employees’ needs
  • Check leasing options
  • Inform your employees about the move
  • Consider your options regarding your office equipment
  • Hire a reputable moving company
  • Get moving insurance
  • Order new signage and furniture
  • Acquire new brochures, business cards, and letterhead
  • Update your webpage
  • Inform your clients about the move
  • Let your clients know what is your new location
  • Inform IRS about the change of address
  • Update your business insurance policy
moving your business to a new location
When moving your business to a new location, make sure you find the perfect office space

Make sure you find a new office space before relocation

Before you start thinking about the moving process itself, it is highly important that you find a good location. Think about how much money you can spend on buying or renting it. Once you know this, it will be easier to find a suitable office space. It is also important that you find an office space that has a good location.

This is of vital importance, especially if your clients visit your office frequently. However, if you do not have a lot of time for this, you can always rely on a realtor. Once you find a new office space, hire a mover and start completing moving tasks.

Think about how large your moving budget is going to be

Another very important thing you need to do is to prepare your moving budget. If it happens that your business is large, it is probably a good idea to ask your accountant to give you a hand. They know how much money you have at your disposal and they will provide you with the best information. With this in mind, when you ask for moving quotes, you will know which moving company you will be able to hire. The good thing is that there are professional movers who can provide you with premium-quality services that are quite cost-efficient. You will have a reliable moving partner by your side and you will not spend too much money on their services.

calculating budget when moving an office
Calculating your moving budget is one of the crucial things

When moving your business to a new location, think about your employees

This is a situation that can be both favorable and unfavorable. For example, if you are not satisfied with the work of certain employees, this is a good chance to fire them. This will give you enough space to find new and better employees. However, you should also think about what to do in order to keep the employees you are satisfied with. In case you are not going to relocate your business too far from your current location, there is not going to be a problem. On the other hand, you will have to offer them a raise, or something else that will convince them to stay in your company.

Check what your leasing options are

If it happens that you plan to rent your new office space, you will have to carefully consider the terms and conditions. A majority of landlords prefer to sign multi-year leases. This means that they will probably offer you at least a 3-year lease. So, you will need to think about in which way your business will go.

In case you are relocating because you have outgrown your current office space, think about whether this is going to happen again soon or not. If it happens, you are going to need an even larger space before those 3 years pass and it will be a problem.

Person signing a document
It is highly important that you read the leasing contract carefully and that you are completely satisfied with the conditions

Inform your employees about your plans

Once you make all of the important decisions, let your employees know what is going to happen. This is highly important for them because they need to know whether they will have to search for a new job or not. The one thing you should avoid doing is letting them know about this a week or less before the moving day. Bear in mind that they also have families and that they also need to pay bills. Play fair and you will surely get the same in return.

Think about what to do with your office equipment

The best thing you can do when moving your business to a new location is to make a list of all of your office items. It is also preferable to check all of the appliances and machines in order to see whether they are in good condition. If they are, you will have nothing to worry about. In addition to this, you should also think about how to organize your new office space. Let some of your employees give you a helping hand and you will make a good plan. When it comes to relocating your office items, let professionals do that. In case some of those items you are not going to need for some time, it will be easy to find a decent cheap storage solution.

Make sure you hire a reputable mover to help you

Your moving process is going to run smoothly only if you have a professional by your side. This is of vital importance, which is why you should complete this task as soon as you find a new office space. The good thing is that professional moving guidelines are easy to find.

Mover carrying a sofa
If your office equipment is in great hands, there will be nothing for you to worry about

All you should do is contact Master Moving Guide and we will help you find the perfect moving company. Inform them about your moving needs and they will connect you with the best mover for your moving needs.

You are also going to need a good moving insurance

Adding moving insurance is one of the steps you should not skip. It is of vital importance that you have some coverage in case some of your items get damaged, broken, or lost. So, when you get in touch with your mover, let them know that you want the best moving insurance. They are going to let you know which options are at your disposal and you will get to choose what suits you best. Once you sign the contract, you are surely going to feel relief. You will not have to think about their safety and worry whether they will reach your new office in good condition.

Remember to order new signage and furniture for a new office when moving your business to a new location

If you want your new office to be visible, you are going to need an attractive and effective sign. So, when you visit a certain office space, check whether there is enough space for that sign. In addition to this, it would be a good idea to take measurements and you will know precisely how large a sign to order. Also, think about whether you are going to need some new furniture items. In case you are not sure about this part, the best thing you can do is to take a professional with you. An interior designer is going to give you some good ideas, that is for sure.

You are going to need new brochures, business cards, and letterhead

In case your materials of this kind have the old address, make sure this is updated before you relocate. In this way, when you give these materials to your clients and potential clients, they are going to have accurate pieces of information. The last thing you want is for a new client to look for your office at the old address.

Feel free to complete this part and let your professionals deal with the moving process. You are easily going to identify and avoid cheap movers, which means that you are going to put your trust in a reputable mover who will complete all of the tasks properly.

Businessman holding a business card
It is very important that you update your business cards on time

Another important thing to do is to update your website and email signatures

When your relocation is over, make sure you put your new location everywhere so that your clients do not get confused. This also means that you should update your website and email signatures. When email signatures are in question, remind every employee who includes a business address in their email signatures to change this. In addition to this, you can also add a note to your website, such as ‘We’ve Moved!’. This is something that is going to be very effective because your clients are going to see the note first when they open your website.

Let your clients know what is your new location

In case you have arranged everything concerning your relocation, feel free to start talking about this. Whenever your clients visit your office, let them know that you are going to move. This should especially be the case with your regular clients. Let them know your new address and they are not going to be confused when they see that your office is no longer in the same place. Of course, if you use social media, it is more than advisable that you make an official announcement about your future plans. In this way, you are going to reach a great number of people, and a great majority – if not everyone – is going to be notified.

Feel free even to email or phone certain customers

You surely have some clients that have been putting their trust in your company for years. In a situation of this kind, it would be fair to notify them about your new location. They are surely one of the main reasons why your business is where it is.

You will show them respect in this way and they will surely appreciate this move. In addition to this, you can also include some easy-to-read directions. By doing this, they will know precisely where to find you the next time they need your services.

Woman in an office talking on the phone before moving your business to a new location
Remember to notify your clients about your relocation – you can do this even before relocation takes place

You should also notify the IRS about your change of address

What you should not forget to do is to notify the IRS about changing your location. This is not too complicated a task but it is mandatory. Otherwise, some documents may end up in your old office and if they do not get to your new address, you may have some problems. So, in order to avoid unpleasant situations, make sure you complete this task on time. Also, you may need to notify also your tax collector and zoning office. As you probably already know, this depends on where you live and what type of business license you carry. All in all, check all of this on time and there will be nothing to worry about.

Last, but not least – update your business insurance policy

In case your business was small before, you probably did not think about this part. However, this is a highly important thing and you need to check what to do. Namely, according to many insurance companies, a landlord may cover fire damage to a building. On the other hand, they are not going to cover damage done to your goods – computers, furniture, and other equipment. So, to be on the safe side, obtain business insurance from a reliable provider. In fact, this may be one of the conditions that your landlord requires. Make sure you deal with this and you will avoid stressful situations.

Rely on moving professionals when moving your business to a new location

Now that you know what to do when moving your business to a new location, wait no longer. You are going to need quite some time to complete all of the tasks. When the relocation itself is in question, rely on a team of professionals to give you a helping hand. In this way, you will have enough time to complete other tasks and you will relocate to a new office space stress-freely. Use this chance and you will be enjoying working in a new office before you know it.

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