Insureon Blog

New Office Checklist for Small Businesses

20. July 2016 08:29

woman unpacking boxes in a new office space

If you think moving to a new home is tough, wait until you move your business. The stress of getting everything to your new location without losing track of the people, papers, and property that keep your business running is enough to make you lose your cool.

We spoke to some people who’ve been there before. Here are their tips on how to make a smooth transition.

Scout Your Location

“One of the biggest decisions a small-business owner will have to make is deciding where their new office is going to be,” says Samantha Harnisch, the HR and office manager of New City Moving (@newcitymoving). “Location is crucial to a small business not only for branding, but also customer and employee accessibility.”

She adds that your employees are major assets and adding time to their commutes may cause complications in the long run.

For your customers, the complication may be finding you. That’s why business consultant Seema Alexander (@SeemaAlexander) recommends making sure signage is clearly visible to traffic. If you're not dependent on a steady stream of traffic, Alexander suggests scoping local spots for potential client meetings.

Get moving: Location matters, but so does cost. Unfortunately, many small-business owners pick a new space without knowing the true cost of their utilities. According to Alexander, they often base their forecast for that expense on the average of a previous tenant.

“At the end of the day, the true cost of utilities can only be determined by their usage,” she says. Play it safe and pad a little extra into your budget.

Assign a Point Person

CEO of Dishah Strategic Solutions (@dishahco) Amit Sharma says it’s important to “assign a dedicated project leader to manage the entire relocation process.”

Your point person doesn’t necessarily have to be an employee, but they should be someone you trust because, as Sharma notes, “The relocation relies on the organization and communication skills of the project leader.”

Get moving: Sharma adds that if your point person's responsibilities can't be temporarily reallocated, it might be worth considering professional move consultants.

Decide if You Need a Professional Mover

Think about your business for a moment. Is it a small boutique or a service-based business? Do you have inventory to relocate? What about specialized equipment?

“These are all things to keep in mind as you decide if you want to move your items yourself or put your trust into the hands of a third-party moving company,” says Harnisch.

Ultimately, this is a cost-benefit analysis. Paying a mover might be expensive, but so is replacing property damaged in a move – not to mention the potential downtime if the broken items keep your business from operating.

Get moving: Harnisch describes the decision to hire professional movers as “grueling.” But if you do go that way, she recommends researching movers via online reviews.

“Moving companies are high-volume, so you should see many reviews for a reputable company that has experience and can safely handle your items,” she says.

Minimize Your Downtime

The day of the move is where things really get complicated, mostly because you want your business to lose as little time as possible. Here are some suggestions to streamline the actual move:

Get moving: Your Commercial Property Insurance most likely does not cover your business items while they’re in transit.

“Standard moving services come complimentary with a very low-grade policy: $.30/lb per item," Harnisch says. "Therefore, it's always suggested for a commercial move to have a full-coverage policy in place for your relocation.”

Talk to your agent about the appropriate policy for your move.

As Long as You’re Talking to Your Insurance Agent…

Your Commercial Property policy is tied to your business address, so once you’re out of your old space, your insurance doesn’t cover you. Even if it did, a bigger space may mean your current Property Insurance no longer matches your business's needs. Review your options with your agent and update your policy right away.

Confused about why you may need more insurance? Check out “Size Matters: Factors that Affect the Cost of Commercial Property Insurance.”

Meet the Contributors

Seema Alexander

Seema Alexander is a business model strategist, transition coach, and speaker. She is founder of seemaalexander.com, http://www.TheTransitionLab.com, and the Life After Corporate Mastermind Facebook Group.

 

 

 

 

Sam Harnisch

A Chicago native and graduate of University of Illinois at Chicago, Samantha Harnisch has been with New City Moving since day one. She is a true believer that high-end customer service can be found in the relocation industry. Harnisch has invested great time and detail supporting the owner and aiding in growing the organization.

 

 

 

 

Amit Sharma

Amit Sharma is the CEO of Dishah Strategic Solutions. As a business strategy consultant and public speaker, Sharma has helped leading organizations in IT, retail, HVAC, hospitality, and various other fields to grow their business revenue and mind share with effective business strategies and implementation.

 

 

 

Tags:

General Liability Insurance | Property Insurance | Small Business | Small Business Risk Management | Tips for All Small Businesses

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