Moving is right up there with death and divorce as one of the most stressful events in life. Moving a business is no less stressful, especially now that you have your employees’ well being and your company’s reputation to be concerned about.
So how do you plan for a smooth move, one that minimizes the impact on your staff and ensures that your business is up and running without skipping a beat?
Based on our vast experience helping businesses and organizations of every size relocate, we have found that two (and a half) fundamental strategies make a world of difference when it comes to relocation — no matter where in the world you’re moving.
Simply put, the more organized you are, the more organized your movers will be and the more time and money you’ll save. Think of planning your move like creating a blueprint for building a house. If you take all the necessary measurements and plan for where things will go, the builders can simply follow the plan.
Here are a few tips for an organized move:
- Take measurements of the new rooms — The last thing you want is to find out on moving day that your office furniture doesn’t quite fit in the new location.
- Note the differences in the shapes of the rooms — Compare the new rooms to current layouts so you can plan in advance for adjustments that might be needed.
- Create floor plans — Be detailed and specific for every floor. Include furnishings, plants, printers, copiers and other items.
- Develop a labeling system — Create label colors and numbers for each employee so the movers can easily identify where things go and who each item belongs to.
- Hold the elevators — Inquire about building elevator access, functionality and security in advance. You don’t want your movers to get held up by a lack of elevator access in the middle of your move.
- Make your move at night — If the move starts on a Friday afternoon or evening, there’s a good chance it will be done by Sunday.
- Allow time for troubleshooting — Moving entire networks to a new location will undoubtedly result in some new challenges. Be sure to budget extra time to resolve any outstanding technology issues.
Overall, being organized will help you think through all the steps required and better communicate with your movers. The easier the move, the less likely your business will experience any costly downtime.
Moving your business means more than just the physical move. You’re moving people as well as their computers and business files. It’s critical that you communicate with your employees from the very start to help them anticipate and prepare for the move.
A good place to start is to let them know the floor plan of the new location, as they will want to identify where they will be sitting. Provide a copy of the floor plan and the timeline of the move to each employee.
You can also support your employees by providing them with a list of requests in advance of the move. For example, they may need to box up some of their items or secure drawers in a certain way. Moving time is also a great opportunity for company-wide clean-outs, so be sure to bring in the trash dumpsters and let everyone know what day clean-out will be.
Stay in close communication with managers and supervisors to help handle any questions and concerns employees might have. The fewer questions and hold-ups on moving day, the better. All of your employees are essentially members of your moving team since their careful preparation will help the movers make sure everything goes smoothly.
Chances are, no matter how perfectly you’ve orchestrated your upcoming move, there will probably be unforeseen obstacles. Even the most minor glitches may slow your move down or bring it grinding to a halt altogether.
That’s why it’s always a good idea to anticipate all possible obstacles and have a good “plan B” ready at every stage of your office move. If the Internet isn’t up and running by Monday morning, what’s the backup plan? If there are business processes that usually happen early in the week, can you make arrangements for them to happen later? Obviously, there are always surprises and things you could never have anticipated. Just be sure to expect the unexpected and get creative instead of frustrated.
Most importantly, remember: you’re not on your own. To learn more about The Anchor Assist Moving Process, and how we help your business migration from start to finish, visit us online or call 414.355.MOVE (6683).