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Top 7 Considerations When Moving Physical Office Locations

Posted by Scott Resnick on Mon, Mar 11, 2013

Changing the physical location of your business is an exciting process. However, moving locations also means that you need to tie up a lot of loose ends, like, for example, alerting clients to your move and considering if you should keep your current business phone system. To make your move as smooth and pleasant as possible for both you and your clients, we’ve provided a list of the most important things to keep in mind throughout the moving process.

1. Update your address everywhere

You've probably already thought about the fact that you will need to print new business cards and company stationary to reflect your new address, but have you considered how you will notify your current clients and the general public of your move? It's important that you cover all of your bases when listing your new address. Your website, blog, social networking accounts, and all business directories (such as Google Places and Yelp) must be updated in order to ensure that your consumer base can find you.

Specifically, make sure you update your address in Google My Business, so that your address can be updated in Google Maps. Additionally, use Yext to control how your business’ information appears on various websites. It's also smart to include a special notice on your main webpage and at the footer of all of your e-mails announcing that you have moved and prominently listing the new address.

2. Purge what you don't need

Your move should be a fresh start for your business. There's no need to drag unwanted or old furniture and other items to your new location. With long distance relocations, it can be very costly and impractical to move all of your furniture to the new office. Because of this, it may be time to consider selling your old desks and chairs and updating your furniture. As an added bonus, this will really help to create an atmosphere of "new beginnings" to get you and your staff in the right frame of mind for the transition.

3. Consider upgrading your business phone system

Will you continue to use the same business phone system and service provider when you move? The layout of your new building can impact the way that the cabling and wiring must be installed, and a long-distance move could also mean that you need to change service providers and/or your phone number.

At this point, it may be prudent to think about upgrading to a more modern business phone system which utilizes VoIP (Voice over Internet Protocol) telephony and other cloud-based services. Hosted, cloud-based telephone services mean that you don’t need a tech team to reinstall new equipment like telephone jacks because your VoIP data is stored in your phone. When you move – or if you move again – you’ll only need to reconnect your phones to the Internet for them to function normally again. This will keep you on the cutting edge of technology, and will actually save you money on calls.

4. Double check your licenses and insurance

If you're moving to another city or state, you can't just assume that you can move your stuff into your new building and start doing business. Plan ahead and find out which business licenses or certifications you may need to obtain before you open your doors. Start applying for your licenses right away so that there is no lag time. This would also be a great time to call up your insurance agent(s) and find out if they need to walk your new building or make any adjustments to your policy due to the move.

5. Don’t forget to beef up your security

If your new location doesn’t have surveillance cameras or security, you should begin consultations with a reputable security firm before your move. You want to make sure your office space has enough protection to keep your workplace secure, and enough capabilities that let you monitor your office at all times.

6. Choose a scalable location

You already know that your business phone system should be scalable in the event of company growth, but your new office should be, too. After all, you don't want to be packing up your things and going through this whole process again in two years! Though your facility shouldn't be too big for your needs, it should be spacious enough to support expansion.

7. Involve your telecommunications team early on

Even if you’re happy with your current communications systems plans, you want to make sure that the systems in your new location are as good or better than those you have already. To do this, decide if you want to employ a cabling expert to suggest ways to use your space most effectively. Additionally, if you’re moving to a new city or aren’t happy with your current providers, start researching and contacting Internet and telephone providers. There’s no better time than a move to get started with a new company, and after you move, you want to make sure there’s no lag time between services. Finally, you want to start considering the audio/visual options that you want to have available in your new space. Whether you’re simply moving the A/V services you had at your old space or modernizing your capabilities, it’s important to plan ahead for the services you’ll likely use.

Moving your business doesn't have to be stressful. Make sure that you take precautions before moving, alert your customers to your new address, and make arrangements that let you grow your business. By adhering to these tips, your transition will go as smoothly as possible, and we expect that you’ll find yourself more organized and flexible than ever before. If you want a team on your side after your move, download TTI’s Commercial Moving Guide. The guide gives you helpful tips about how to set up your phone systems in your new location.

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Topics: Office Management, Business Phone Systems

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