Moving Made Simple

There are few things more complicated than moving, especially when it involves relocating your office. Finding a new home for all the wiring, phones, computers, office equipment, files (both paper and virtual), desks, chairs and everything else you need for your business makes moving your home’s sofa and dining room table seem like a breeze. However, with careful planning, it is possible to structure a relatively pain-free moving process for your business.

Here’s a framework you can use to get started:

Lay out a plan
Break down your move into a series of steps so they become doable tasks rather than one colossal undertaking. Then figure out the order in which each step should be taken, list the supplies you’ll need, estimate the costs, and assign each step to key people in your company or any outside professionals you need to hire.

Be sure to scout out the size, layout and storage space at your new office to properly prepare for the move. If possible, book exclusive elevator time at both locations for the day(s) of your move.

Time it right
Start drafting your moving plan at least three months in advance of the date so you and your partners, clients and suppliers have ample time to get ready. Consider moving during off-hours or traditionally slow periods to minimize potential disruptions to your business operations.

Stay connected
Avoid service disruptions and glitches by contacting utility and service providers (including those for hydro, heat, phone, Internet and fax) well ahead of time. Ask your new landlord about the existing connectivity and telecom specs at your future office to see if they mesh with your company’s needs and IT systems. Moving is an appropriate time to evaluate your internet connectivity needs – and potentially upgrade your connection type – so be sure to ask if a high-speed connectivity option like Fibre internet is available.

Bell can be a centralized point of expertise, offering many helpful moving services for businesses, including Bell Accelerated Installation.

Spread the word
Think about who else will be affected by your move besides service providers.

Be sure to notify – and submit your new contact information to – customers, partners, suppliers, couriers, Canada Post, Bell’s Business Directory, the Yellow Pages and Google Maps. You should also be prepared to change your office coordinates on your Web site, voicemail system, mailing labels, letterhead, email signatures, invoices and business cards.

Tips and tricks
Simplify things by putting a number on every box or moving container that corresponds with a numbered list of where it goes at your future office. Take pictures of each workstation (including phone, desktop, laptop, docking station, etc.) as a quick visual reference when you’re reassembling them in the new location. Use coloured stickers to easily reunite cables, wires, cords, jacks and other connectors with their corresponding hardware in the new office and pack them together.

Reap the financial benefits
Donating old office equipment and furniture may be tax deductible, as are some moving expenses. Get receipts from these donations and transactions for tax time.

Protect your data
To make sure no data is lost or damaged when computers and other equipment are moved, back up all your existing data on external drives or through services like Bell Total Protection.

Move to the cloud
Moving your office to a fresh location provides you with an opportunity to update the IT products and services your company uses. Moving is a great time to consider cloud-based services, which basically optimize and enhance the main features of traditional business software for online use. This means you can access them anywhere over the Internet, easily scale them up or down as needed, pay only for the amount of service you use, and enjoy sharing and collaboration features with other people from your company. Plus, program updates and data backup are automatic and real-time.

So, while you’re moving your business to some new digs, why not also move it into the cloud?