Moving Your Business

by Anna Haley

It's time to relocate your business. That's the one thing you've decided for certain. Now what? As with any project, large or small, it is essential to build the right team. No one person can handle a corporate move alone. Your relocation team is in place and you are ready to begin the planning stage. Planning is a crucial part of moving. The more planning that can be done initially, the better. Determine your target relocation date, but be reasonable. Determine your financial flexibility, including "hidden" costs. Determine what fixtures will remain and what will follow you. Establish a date to notify utilities, clients, vendors and the post office. Remember, cost, time and quality are interweaving factors to the success of your relocation.

If space had been a motivating factor for moving your business, calculate the amount of space that best fits your needs. If you are expanding, be sure to account for future growth.

Will you lease, buy or will you build? Benefits and burdens accompany both options. Determine your financial flexibility before you select your location. Research the tax credits or costs involved. If you are moving into a new area, it may be necessary to obtain a specific license or permit for your business. Perhaps you are deciding between building and remodeling. Rarely is any existing space a turn-key location. Wiring, plumbing, HV/AC and windows are common items requiring repair on older buildings. Look at the exterior of the building. What landscaping and signage is needed? Of the work required, can any be performed in-house or will you need to solicit bids and work with outside sources? That determination will affect your timetable and your budget.

Select a location that is convenient. Easy access is important to vendors, employees and customers alike. Delivery and storage needs are sometimes overlooked by companies until it's too late. Does the new space fit your needs? Internal and external security is a factor, as well, especially if you conduct business during evening hours. Parking is another matter not to be overlooked. Be aware of the fees, walking distance to the office and security concerns your customers and employees will encounter.

Now that you've selected your location, established any remodeling needs, secured the financing or leasing (including an "exit" plan) and adjusted your timetable accord-ingly, then the real fun begins. Reconvene your team to design the layout of the new space. Keep the workflow of your organization in mind as it is an important factor in the layout design. It is important to optimize the new workspace. Technology is another important consideration. Tiffany Talbert of Turner Construction, who recently completed a major relocation for their organization asserts, "I couldn't have done it without my Systems Engineer." Plan the location of the phone system, computers, printers, copiers, conference rooms, break rooms and the postage meter. The IT department needs a secure location for the system server. The Accounting department needs the same level of security. Consider the new location as a fresh start on efficiency.

Finally, it's time to turn your attention to your existing location. You have to decide what is essential and what is clutter. Call a recycling company and have bins place on-site. Arranging this near the initial stages of your move will offer employees ample time to determine what is viable and obsolete. Encourage employees to remove personal items from the office until the move is complete. The potential for damage will be eliminated.

Select a mover specializing in office relocation. Several items to consider when selecting a mover are: do they take the time to explain the process to you, will they disassembly/reassembly any furniture, do they offer packing training for employees, and, of course, price.

Communication is the key to the success of any project. Notify employees weekly of the progress of the relocation. It will eliminate questions, confusion and speculation. It will better prepare them, and you, for the big day of the move.

Anna Haley, is the IT and Data Manager for Ingram's Magazine. She can be reached by e-mail at data@ingramsonline.com or by phone at 816.842.9994.