Keeping Your Business Running While Moving

We've had some great articles here about when to move. I discussed Hunting Season, when it's time to grow and knowing when to scale back. Sayeh shared some great tips on hunting for the perfect office while Andrea recently covered how to vacation from your job with as little stress as possible. So how do you keep your business running smoothly when going through a relocation? Or an upgrade in office size - or just simply moving across the hall?

I've talked to a couple businesses who have recently moved or are looking to within the next month (and being a serial residential mover myself...) have come up with a few great tips on keeping your business running smoothly even though your printer isn't hooked up, you lost your power cord and quiet possibly don't have your phone system set up and running yet.

First; look ahead and communicate.

Look ahead to the possible move date, consider large projects you might have going on. Try to schedule a move for a lull between client work or deadlines. Send out an email or letter to current and pipeline clients to keep them in the loop on the impending move. Warning them of the delay in response will keep their trust in you as a service provider. Communication is the key.

Second; cross the T's and dot your I's.

You'll need to alert the utilities you currently use (Internet!) of the move and schedule the hook-up for the new office on moving day immediately. Do you also pay for the heat or electric? Some leases cover those costs, make sure you know what the new lease will require and be ready to set up those services asap. Changing your address? File this now, you have a "start date" when you fill out the paper work - to be sure, start a day or two before the actual move as it takes the post office a few days to reroute. If you're moving across the hall - your Suite # still changes, don't forget. Then change your address on your letter head, order new business cards if needed and make sure your accountants or out of the office professionals are aware of the change coming.

Third; Clear your calendar.

You have a moving date circled on the calendar! You called your service providers to let them know you'll be stopping and then possibly starting the service in another location. You've filed your change of address forms. You're almost there. Now, clear 2 days on your calendar from meetings or conference calls. Moving out and then subsequently in to a new office will take some time. Settling in needs to be factored into the general move as well.

Four; Decide how to move.

If you're hiring an outside company to help with the move, just schedule and be there to let them in. Account for these costs - they can creep up on you. If you run a small business you might be asking your employees to volunteer their time to help with the move. Ask first. If this is the case, schedule the move for after-business hours and have a goal to move in one evening (or weekend day) and move in on another. You might need to rent a truck for the move, reserve the truck ahead of time. Consider the costs.

Fifth; Considering revenue loss or gain during a move.

Other businesses love to charge Businesses more money for their services. No matter what. It's like saying you're a bride to the seamstress. All of a sudden this simple dress is costing you $500 more than you were budgeting. Truck rentals for a business - more expensive. But if you're moving after business hours you can consider the move personal. Changing your address is just $1 online. However the added time for your accountant to make these changes and possibly alert clients - will cost you more. The loss of billable hours while moving (forecast this, it will happen) is costing you money. A moving company will cost more for a business and possibly the set up fees for utilities and internet (and the services alone) will run more than your average bill. As a rule of thumb - double your regular monthly expenses for the month of your move and cut your forecasted revenue or productivity by 1/3 that month. When it shows up that you didn't quite spend that much and were more billable than you thought - you'll be doing the happy dance. Not to mention your sweet new office. Icing on the cake.

Resources: Change of Address; IRS Change of Address; USPS

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