Moving an office is complicated. With so many things to do, it’s easy to overlook smaller, yet vital, tasks. To keep your office move on track, make sure you have a checklist of essential tasks to help your office move and use the following checklist guide that will ensure nothing is left undone.
Clients and Customers
It’s a good idea to let your customer base know about the move first, preferably at least a month before the move is to occur. Provide information on the new location, either by sending out a formal letter or an email with a map enclosed or attached to everyone in your company database. Or, in the case of a retail shop, place a map and notification sign on the front door and provide a small flyer with each purchase. Post the information on your web page with easy-to-follow directions and any particulars that will keep your customers coming back—this could include a “move-in” sale or an official opening party.
You should also let your clients know if you'll be closing at all during the move or reducing your hours—this will be a critical notice to ensure customers aren't frustrated if your door is locked. Knowing ahead of time when you'll be open for business will save you a lot of phone calls from your clients and prevent them from going to your competitor for service. In other words, let your customers know your plan for serving them during the transition.
Service Providers, Vendors, and Government Agencies
Notify services and vendors that your company uses on a regular basis. It may include a printer company, courier, office supply store, or internet service provider.
Banks and Insurance
Banks will require notification early—you’ll need to change the address on company checks, then have the checks printed and notify credit card companies and any other financial institutions or service providers. You may decide that your company would benefit from transferring business accounts from one bank to another or from one branch to another—speak with your bank representative about services available in the new location/neighborhood.
Insurance companies also need to be notified early. They’ll need to assess the new space and provide you with a new estimate, if applicable. This is a great time to speak with your insurer about moving insurance and what you’ll need to ensure your office is protected.
Change Incoming Phone Messages
Along with updating company information and marketing materials, there are other ways that you can ensure the public learns of the upcoming move. Add a notification to the answering machine/voice mail service stating the date of the move, where you’re moving, and how this might affect service. Be sure to provide contact information for those clients who may have specific concerns.
Have employees also change their direct office voice mail line with information on the move and the new address. Again, it’s an easy way to remind contacts of the move and inform those who are not in the contact database of the change.
Change Your Signature Line
Adding a notice in the email signature line for all employees ensures that every email that is sent out will remind the receiver of the upcoming move. This is a great way of reaching individuals who are not in the company contact listing.
Stamp Outgoing Correspondence
Purchase a red stamp that states “Note New Address”—these stamps can usually be purchased at an office supply store. Stamp updated letterheads to ensure that recipients are aware of the address change. Note that this notification step may not be applicable until after the move is complete.
This should be the first utility you contact about your move—you want to make sure your business remains open during the move or that there is as little disruption as possible. Let the phone company know when the move is and ask that phones be installed and ready to operate in the new location the day before your move-in date. This ensures that the system is up and running on your first day in the new location.
Ask the company to set-up a call-forwarding system effective the day of your move. If your company is changing phone numbers, then request that an advisory be added to your old number letting callers know of the phone number change. Once you’ve moved, it’s a good idea to call your old number to ensure that the service is in place. Also, ensure that your new business number and address are updated in the next telephone book and directory.
Post Office, Email and Social Media Accounts
Notify the post office of your move and arrange to have the mail forwarded for a few months after the move. As noted previously, add a move notice to employee signature lines prior to the move and following the move as well; post-move the signature should ask the recipient to note the change of address and contact information. Regular courier companies that pick up and drop off parcels at your office should also be notified of the address change and any changes to services.