updated - October 18, 2019 Friday EDT
Have you been tasked with overseeing the move from one retail space to another? This is often the time where office managers and administrators essentially put a year's worth of work into a few short weeks.
To help you during this process, here are some of the most important (and oft-forgotten) things you need to do when moving from one retail location to another.
Prior to the Moving Day
1. Ensure the lease is signed, official and fair. Make sure to have someone with experience in this area read it over for you. Also, look for tips from a trusted commercial real estate blog to learn the red flags you should look out for. These blogs contain useful tidbits that may save you a lot of money and headaches.
2. If possible, establish a moving committee made up of department heads such as IT, accounting and HR to ensure everyone is on the same page.
3. Decide whether or not a third-party move management consultant is in the relocation budget. If this is in the budget, that can really simplify things and they can take care of many of the next steps for you.
4. Contact the new building to confirm location and specs for your new signage. You may also need to source a vendor and installer for your signage.
5. Establish a communication plan to announce this move to your customers via a press release, social media posts, or e-blasts.
6. Arrange for all printed marketing materials such as brochures, letterhead, and business cards are re-ordered or replaced with the new address.
7. Ensure all online touch-points are updated. This includes your website, all staff email signatures, social media accounts and your Google listing. Failing to do that last step can really cost you foot traffic and hurt your SEO.
8. Notify the IRS of your move.
9. Do a formal change of address with the post office.
10. Contact all telecommunications providers (phone, internet) to arrange the change of service and arrange any required pre-move assessments they may need to do. Also, look for new opportunities for better price plans.
11. Notify the Franchise Tax Board, the Employment Development Department and the Secretary of State of your move.
12. Ensure you have an elevator booked, if necessary.
The Day of the Move
1. Color code your boxes and equipment by department, if necessary.
2. Collect all previous employee keys, key cards, and parking passes. Distribute new ones when on site.
3. Ensure heat and air conditioning is working for the move.
4. Communicate a clear plan to all employees.
5. Change locks and access codes at the new location.
6. Survey and audit all equipment post-move to ensure no damage was done.
After the Move
1. Hold a meeting to update the staff on the new evacuation procedures for the new building.
2. Distribute welcome packages for employees that may include items like new department phone list or maps showing the layout and locations of departments.
3. Confirm the transfer of your insurance to the new location, while confirming the lease was terminated at the old location.
4. Complete and send any warranty information on your new furniture, fixtures, and equipment.
They say that failing to prepare is preparing to fail. Hopefully, this list can help you prepare as much as possible and help you ensure the move is as smooth and uneventful as possible.
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