Moving Business Premises? Here’s How to Do It Fuss-Free

Switching Offices

Author: Chrissy Peters

man moving moving box into room from outside

Around 48.4% of companies moved at least once in the last decade according to a study by Priceonomics, with growth being the main reason for switching offices. Unfortunately, moving is considered a moderate distraction by 45.3% of respondents in the same study, chiefly because it is so time-consuming. Whether to gain more traffic, improve labor supply, or attract clients, moving premises can become a hectic and stressful affair. The good news is there are things that you can do to make a removal easy-going and manageable.

Plan Ahead of Time and Check that Equipment Fit

Switching offices to a new location is very disruptive. Thus, it is vital to arrange it at least 6 months in advance before the day of the removal. Inform your employees of the move as it will also affect their lifestyles. Consider relocating when things are less busy at the office or during the weekend. Once a date is set, prepare a detailed timetable and budget that will include the costs of hiring packers, movers, and transportation. If you intend to subcontract the entire process to a moving company, shop around and get quotes for the best offer.
One of the financial considerations of running a business is keeping your books in order for the tax authorities. Luckily, relocation can be treated as a business expense. For enterprises that outsource accounting and finance operations, your accountant will include the full expense from company taxes. Transport, packing, loading, unloading, and brokerage commissions are deductible items for a corporation and Limited Liability Company (LLC). If your business is a sole proprietorship or partnership, you can write off all moving expenses provided that you moved at least 50 miles away and worked at least 39 weeks in the new location to be eligible for the deduction according to the Internal Revenue Service (IRS).
In addition, before relocating, visit the new site and make a configuration plan for your equipment. Identify the location of power sockets, phone lines, windows, and equipment. By doing this exercise, it will help you determine if you need to rewire for extra outlets or add new hardware. Draw up a detailed scheme that shows where equipment and furniture will go. Run the plan with your moving team or staff so that everyone knows their role and where things will go on the day of removal.

Guarantee Business Continuity

Not to be missed in your moving plan is the continuity of information technology (IT) and telecoms systems. If it will take a day to pack up your furniture, supplies, and equipment, you might also need the same time to unload, unpack, arrange, and connect them. Your IT and telecom equipment are critical in minimizing disruptions so you might consider removing them last or leave a computer behind till the last day to connect with customers.
Beforehand, inform clients of the move by sending emails, short message service (SMS), or letters. Don’t forget to update your website of the new address and the date of removal. A display sign at your old location indicating that you have moved and giving your new address/contact details is also helpful to avoid losing potential or current clients.
Moving business premises is not an easy task, but might be necessary if you’re expanding your activities. To minimize downtime, planning at least 6 months in advance, preparing a detailed timetable and budget, and building in contingencies to minimize disruptions help in the transition.

Chrissy Peters - Guest Blogger

About the Author:

Chrissy Peters

Is a freelance writer and editor, having previously worked in the home care industry for a decade.

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