The Essential Moving Checklist for Your Business

Is your business moving locations? You’ll want to make sure all your boxes are packed… and checked.

There’s good news for you! We’ve got THE essential checklist for your business.

The Essential Moving Checklist for Your Business

First Things First

• Know your budget – Have a set budget for the cost of moving, monthly rent, etc.
• Know your timeline – Know when your current lease is up and when you need to move.
• Know your needs – Consider if you’re growing or downsizing, your ideal location, and your target customer.
• Know your deal breakers – Think about square footage, number of conference rooms, full kitchen, etc.

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Current Office Action Items

• Take inventory of your furniture. Make a detailed list or excel sheet of your current inventory. Think about furniture in your kitchen, common areas, conference rooms, and waiting rooms.
• Figure out what items need to be moved into the new office space. Get rid of items you can sell, donate, recycle, or trash.
• Look at business licenses. Know what forms you need to fill out if you are moving across state lines. Also talk to your broker or CPA about available tax incentives before you move.

How do I look for a new location for my business?

There are several things you need to consider while looking for a new space for your business. List out the reasons you are wanting to move. Consider long term growth for a 5 year plan. Know how much space you need in the future and plan for it.

Consider the following:

• What is your ideal location? Make sure you keep your client base and employees in mind. Avoid high turnover by understanding the commute of your employees when moving your business.
• Who is your target customer/client base? Think of highway access, parking, and ensure your new building makes sense with who you do business with.
• What do your employees need? With an increased emphasis on health across organizations, walkability is something to strongly consider. If you encourage your employees to get out on their breaks, look for locations that are close to walking trails, lunch spots, or coffee shops. Do your employees need more space? Think about their commute as well to avoid turnover?when moving your business.
• What kind of space/office do you need? Think about the flow of your day-to-day operations. What kind of layout works best with your business? For example, Chief of Staff KC made sure that we had plenty of interview and conference rooms for our clients and candidates that come into our office. Think about things like fast working elevators and accessibility for your customers and employees when you’re looking at spaces.

What should I do before I move my business?

• Communicate with service providers. Cancel any services you currently have that you don’t want at your new location, or simply communicate the address change.
• Set up Wi-Fi and utilities. Make sure everything is set up a week before you move into your new location so things run smoothly on the first day back.
• Work with a designer. Think through things like lighting, décor, and furniture. Ask them about options for sound proofing if needed. You’ll want things to be cohesive in your new location, so think about your brand and what makes the most sense for you.
• Set up signage before moving your business. Get multiple quotes from companies for your signs. You need someone who understands permits and regulations for your area. Coordinate with the previous tenants to get their signage removed if needed. Make sure your name is in the directory for your building and that your sign is visible. Give clear directions when you’re sending people after moving your business.
• Coordinate with your IT company. Make sure outlets are in the right spot. Have enough ethernet cables for areas you don’t use Wi-Fi. Have your IT company be with you on the days you are moving to remove and set up your equipment and technology correctly.
• Make a list of any items needed for your new location. Maybe you have more room in the new space for additional seating or need additional IT equipment.

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What should I do during the move for my business?

• Get at least 3 different moving companies to give you quotes. Figure out their process and logistics. Some are more white glove services and know the small details like keeping your monitors and equipment safe.
• Minimize interruption for your employees. Work remotely if possible and be sure to keep clients and customers updated with changes on social media, Google, etc.
• Change your address on your website, Google Business Profile Manager, and all social media pages like LinkedIn, Facebook, and Instagram. Don’t forget to change your address for any subscriptions or vendors like coffee, Amazon, water, paper shredder, etc.
• Communicate your move to clients and customers. Make social media posts and send out emails so people know what to expect. Update your business hours if needed.
• Prepare keys for your new location. Set up door codes, keys, or key fobs for employees so they can return to work when it’s time. Make sure you have your mailbox keys and any other keys you may need.
• Change of address at the post office. Set up your new mailbox and forwarding address.
• Communicate thoroughly with movers. Make sure the moving company you’ve chosen understands which items go where in the new location. We used different colored tape to distinguish which items would be moved on day one and day two of our move. Having a map of your space and labeling items can also be helpful.

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All in all…?

1. Know your budget, timeline, needs, and deal breakers.
2. Take an inventory of everything you have. Get rid of what you don’t need and make a list of things to buy.
3. When deciding on a new location, keep your client base, customers, and employees in mind.
4. Set up your utilities and Wi-Fi a week before moving.
5. Minimize interruption as much as possible. Work remotely if possible.
6. Update your address and business hours as soon as you move.
7. Communicate with employees, clients, and customers throughout your move.
8. Be prepared.

It’s important to have a plan in place and follow the correct steps to ensure your business is legally good to go. Here’s to a seamless move!

Written by Kendall Jackson

Marketing Specialist at Chief of Staff KC

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