Business Moving 101

Business moving is kind of like your regular old residential relocation except it’s on drugs. It’s more complicated, requires more planning, has more potential for catastrophic mistakes, and may just end up driving you insane. So it’s only natural that before you hire commercial movers Florida, you want to know everything there is to know about commercial moving.

We can’t really blame you for the curiosity. You’ve worked hard to start your own business and get where you are. You certainly don’t want to risk it all with a move that leaves you severely behind schedule, losing clients or needing new equipment. And you know what they say: knowledge is power! It stands to reason, therefore, that the more you know about business moving, the easier it will be. So let’s get down to business: this is commercial moving 101.

Meeting about business moving.
Let’s talk about business moving!

What is business moving?

Business moving or commercial moving is the relocation of any type of business. It could be anything from relocating an office to another state or city to expanding a call center and thus moving onto another floor. Unlike residential relocation where the process is more or less the same regardless of the type or size of the move, commercial moves can be very different depending on the type of business that’s being moved. Moving medical equipment, for example, requires a very different process than moving office supplies.

What types of business moving are there?

So what types of commercial moving are there anyway? Well, the typical business move is the relocation of an office. A variety of different businesses in different industries have offices for their headquarters which makes them very common in business relocation. But there are many other types of commercial relocation too:

  • corporate relocation of large businesses with hundreds or even thousands of employees and different types of facilities,
  • government moving which must be done quickly but carefully to ensure the continued and successful public service,
  • industrial relocation of workshops which often involves a lot of heavy machinery,
  • hospital moving of all kinds of medical equipment and records,
  • library relocation which can be incredibly difficult due to the sheer amount of books as well as the special care they need to be given to protect them, especially for the long-distance relocation,
  • restaurant moving which involves both a lot of fragile, easily breakable items and some heavy kitchen appliances.
Business Moving - Microscope.
Moving medical equipment is a type of commercial relocation.

And there are many more types of commercial relocation. Basically, there are as many different types of business relocation as there are different business spaces that need relocation.

What are the challenges of business moving?

Moving a business presents some unique challenges. To begin with, businesses use all kinds of different equipment. It can be bulky and heavy and often fragile which makes it difficult to move. And there’s also always a time constraint on commercial moving. Businesses cannot keep working while moving which means losing profit and clients. So business relocation must be quick and efficient. Finally, the sheer size of commercial moves can be a problem. Most businesses occupy large spaces and have a lot of equipment and supplies they need. This makes business relocation complicated.

Why might you want to move your business anyway?

Facing such a difficult relocation, why would you even move your business at all? Well, there are many reasons why business move. Your business may, for example, be expanding and in need of a bigger space. Or you may have simply found a space that suits your needs better. Maybe you’ll be paying much less for rent if you move. Or maybe it’s all about your clients. You’ll be closer to your existing clients if you move, for example. Or you’ll be able to reach more new clients in a new location.

Finally, let’s not forget that different states have different taxes for businesses. Moving to another state may, therefore, save you quite a bit of money in the long run.

When should you move your business?

Most businesses are unable to continue working during relocation. Even if you don’t close up completely, you likely won’t be working at full capacity so productivity and efficacy will drop. In order to avoid major loss of business, you must, therefore, time the relocation perfectly. In an ideal situation, you’ll complete the entire move outside of working hours, usually on a weekend.

Unfortunately, more often than not the situation is not ideal. In such cases, you want to schedule your move for a time when business volumes are low. That way, even if you lose some business, it won’t be much. Avoid moving during peak season at all cost. That is a sure fire way to lose money.

Empty meeting room.
Move when you don’t have a lot of work to do.

So when exactly should you move? That depends on the industry you’re in! A company that makes Christmas cards should aim to relocate in the summer. A travel agency that focuses on summer holidays should, on the other hand, move in winter. Nobody knows your business volumes better than you.

Why should you hire commercial movers for business moving?

When you’re moving house, you may decide to do it yourself instead of hiring a moving company. When it comes to commercial moving, on the other hand, DIY is not really a valid option. Especially when you run a larger business, there’s no question that you definitely should hire professional movers to handle your relocation.

Offices and businesses often have a lot of documents they need to move. These pile up and can end up being very heavy. The furniture, tools and business equipment can also be very heavy and bulky which makes them difficult to carry around and load into moving trucks. Finally, IT and industrial equipment are fragile and expensive. Damaging and replacing it can be a major loss for your business. Packing and moving a business is, therefore, best left to professionals who have the training and experience to handle it properly!

How can you prepare for business moving?

When it comes to moving, and especially business moving, preparation is key. If you get organized properly in the weeks and even months leading up to the relocation, you can complete it smoothly, quickly and with minimal loss of productivity. Thus, proper organization and preparation will make all the difference when the time comes for your business to relocate.

Create a timeline or schedule

A moving schedule is the best place to start. When you first decide to relocate, you should set an approximate date for the move. Don’t worry if you’re not entirely sure about the exact day right from the start. It may change a bit throughout the move due to your own business volumes or the movers’ availability. But an approximate date, or at least a latest possible date for relocation, will help you create a timeline.

Timeline on a white board.
Create a timeline for your move.

You can then work backward from there. A week or two prior to the move, you want to have everything you aren’t using on a daily basis packed, for example. You should hire movers at least a month or two in advance. Your timeline and schedule will get more detailed the more you work on it and the closer the move gets. Try sticking to the plan as much as possible. But remember to also stay flexible in case something doesn’t go quite according to your timeline.

Make a detailed to-do list for business moving

With so much to do, a detailed to-do list is vital. Start by writing down the major tasks:

  1. informing your employees, business partners, utility providers and clients of the move
  2. hiring movers
  3. transferring utilities
  4. packing
  5. setting up the new space

You can then break these down into smaller, more specific tasks to make it easier to keep track of what needs to be done!

Delegate the work

You won’t be able to do everything yourself. So it’s important to delegate the tasks to your partners and employees. Think of them as your moving team. You’ll all have a much easier time with the move if you share the work! You may also want to organize weekly or bi-weekly meetings to check up on each other and keep track of the progress.

People discussing business moving.
Create a moving team to help you out.

Take inventory

Before you move, you should know exactly what you’re moving. So take inventory of everything your business owns and plans to move with. Don’t forget any old documents you may have put in storage either. This will help you both with knowing how much you have to pack and being able to check that it arrived safely when unpacking. You may also want to take this opportunity to throw out old equipment and supplies. It will make moving easier and cheaper. And you can then upgrade to better tech in the new space.

Pack what you can

While it is best to let professionals pack your office up, you can help out by packing the little things you don’t use all the time. Here’s what you can pack yourself:

  • confidential documents
  • personal items you and your employees keep at work
  • potential uniforms
  • the communal kitchen

Aim to have your own packing done at the latest the week before the move!

Hire the right movers for business moving

Perhaps the most important decision you will make in regards to moving your business is who to hire to help you with it. The right (or wrong) movers can make all the difference in your moving experience. That’s why Best Movers in Florida is here to help you choose. The commercial movers we recommend are always trustworthy and reliable so you can be sure that you will be happy with their service!

Notify your customers, business partners, and utility providers

Your move is not going to affect just you and your business. It affects everyone who does business with you. So make sure you inform your business partners and utility providers in a timely manner. Finally, your customers are probably the most important part of your business. They should know that you’re moving so they can keep doing business with you. So make the information about your move public too!

Set things up in your new space

In order to speed up the process of getting back to work, you want to set the new space up in advance. Make sure you have electricity, running water, internet and anything else you need set up before the move.

How can you keep your business safe on moving day?

With doors wide open and people coming and going all day, your business will be vulnerable on moving day. You should, therefore, do your best to protect your office during the move in any way you can. Professional movers will go a long way in protecting you from damages and losses, but having one of your staff in the office during the day can help protect any confidential or proprietary information from potential security risks.

What do you do after the move?

The most important thing to do after the move is pick up where you left off. With the right movers and good organization, this should be the easy part!

Tidy office.
Set your new office up and go back to work as soon as possible!

Take inventory (again)

Before you make your interior office design dream into a reality, you want to take inventory again. That way you can check if anything was lost or misplaced during relocation as well as find out if you need to replace anything that was damaged. In case there are any issues, consult with your movers on what to do next. Their moving insurance should cover you in case of any losses caused by the move!

Get back to work as soon as possible!

When it comes to business moving, the goal is always to get back to work as soon as possible with minimal loss of profit. If you have the opportunity for it, keep your doors closed while you set your new space up so that you can get back into the saddle with a fully operational office. But if you estimate that your losses will be too great that way, remember that you don’t have to be at full capacity from day one in order to be in business. Start by setting up and reopening the most important, customer-focused parts of the business like customer service. The rest will follow!

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