Whether a business is expanding or downsizing, moving it to a new location is no small task. Equipment and employees must be moved to the new location without interrupting the company’s productivity, work responsibilities, and cash flow. For those hiring a commercial mover or considering using a rental truck, here are some tips to make the process less stressful.
Notify Employees Early
Give employees at least a few weeks notice (ideally a month or longer) to grasp the impact of moving the business. They can be invaluable when it comes to creating checklists, as well as notifying clients, customers, and vendors. Employee involvement is vital to a smooth move, and it's important to give them advance notice to make personal arrangements for their commute or daily routine.
Give Special Attention to Electronics
Whether moving a few computers or hundreds of them, do so in an organized fashion. Backup all the data on each computer. Carefully remove cables and place them in plastic bags with numbers corresponding to each computer. Professional commercial movers may also offer additional packing equipment to move expensive electronic equipment safely.
Alert Clients and Customers Across Platforms
Update the business website, communication materials, social media platforms, and online databases. Inform clients of the moving date and new address of the business through a newsletter or social media update. Businesses with a storefront may want to create signage for the windows of the old location to inform customers of the change.
Retain All Receipts
Moving can be expensive. Keep all receipts for income tax purposes, including those from a commercial mover. All documentation is required to determine what expenses can be deducted from taxes or used for reimbursement. This also includes donated items, which can qualify as tax deductions when donated to charities.
Ask for Referrals or Check Online Recommendations
When hiring a commercial mover, seek local recommendations. Start calling companies at least two months in advance. Request price quotes and insurance options to cover all items and accessories to be moved.
Don't Forget Insurance
When renting a truck, accept the insurance coverage. Private insurance policies may cover rental car damage, but few will cover damages from an accident in a rental truck, which is classified as "equipment."
Moving any business poses a challenge, but planning ahead and addressing special moving situations can help reduce some of the problems along the way.