Office Moving 101 doesn’t have to be a tedious task. I’m sure were all familiar with the huff and puff of changing phone numbers and updating business cards, but there are a few handy ways to make the transition go smoother. Here we put together a guide on how best to move offices.
That photo above is the new board room for Corporate Zombies at 300 Convent Suite 1330 in San Antonio TX. As you can see the current condition of the room leaves much to be desired which is common of a move.
Step 1 – Alert Everyone
The first step is to update all online and social profiles, the best place to start is the company website. There should be clear warning to all visitors of that you will no longer be servicing guests at your location. Information about the new location should also be posted along with the address and a photo of the building.
While there may be some concern about people visiting an empty building remember that these days people need something to key into their address books or calendars. Try to envision the changes as though you were a customer or patient. If someone planned on doing a walk-in appointment in the next month or two and needs to know the new location, not having an address may be enough for them to avoid your business altogether.
Another added bonus about these warnings is that while your business cards and brochures may now be out of date, anyone holding one will have easy access to check your site online and learn of the changes.
Take a deep breath what’s on your business card? Is there a linkedin profile, email list, or Google Plus profile? In that case you should update those too with the new location information. Sending out a polite word to email subscribers will let them know ahead of time to be on the lookout for your new change. Other good tidbits could be a chance to show off your new location or simply rengage an older client.
Step 2 – Porting Phones
Office Moving 101 constitutes that phone systems be ready and operational the day you move into a new building. Depending on your setup you will want to notify providers more than three months in advance as some numbers can take time to port. If you are already to late to notify your phone provider in a timely manner you may be able to use a SIP gate to temporarily transfer you numbers in time for the move. Please contact your local provider for more information.
This is really where marketing lines shine. While every office needs a reliable system for outbound phone calls with a ID’d number tagged to the business, no one ever said there was something wrong with forwarding numbers. Ifbyphone provides low cost marketing lines that can allow you to track and measure your call flow from both traditional advertisements and digital media like the website. Reports can also be generated in Google Analytics so you can tell where phone calls may have originated.
Another added bonus is that with marketing numbers if you didn’t like your phone provider and are no longer under contract you can break away and switch to something more reasonable. All the while your main marketing lines will not be affected. Simply login to your account pannel and forward the numbers to their new destination.
Step 3 – The Physical Move
Agh the Office Moving portion that is the least favorable. Movers can be expensive and oftentimes reputable companies can be hard to distinguish from one another. Before hiring a mover find our what where their business license originated and how many DBAs the company may own. I happened to stumble upon one that obtained a new DBA each time the company went in flames on Yelp.
The next thing is to consider downloading. Getting rid of things is good for a company and I recommend taking to the time to consider what is absolutely essential. For example is that computer that never works really worth paying a mover or asking an employee to haul halfway across town? In many instances it may be time to replace these older units as there usefulness may already have been met. Newer computers can also have productivity advantages as well, and usually have better anti-virus support.
Don’t forget to call up vendors and see what is covered under your agreements. Often times the coffee machine, water dispenser, and other managed items cover one move per year. In fact attempting to move them even under a licensed mover with insurance can void your warranty with the vendor and result in penalty fees. So make sure to look into covered services.
New equipment purchases could also prove cheaper when the purchase is foregone until the location is ready, with free delivery. I happen to find Amazon Prime the best avenue for free deliveries. I’ve ordered desks for $40 with free delivery, and had the luxury of throwing away older equipment that would have been expensive to move and probably scratched a little.
One Last Thing
Moving offices is never easy and while I have probably offered some useful tips I am sure more is bound to spring up in the process. Let us hear about your office nightmares, or triumphs when moving. The best could be entered to win a free iPhone or iPad!