Planning a business relocation project has a lot of moving parts. When you’re dealing with hundreds of planning decisions, some seemingly simple tasks are bound to get lost in the shuffle. Overlooking these easy-to-address items can cause significant problems for your organization down the line.
Business Relocation: 5 Things to Remember
1. ADDRESS CHANGES/MAIL
While ‘snail mail’ isn’t as prominent as it once was, your physical address still appears in many places such as legal documents, membership cards, marketing material and on your Google maps. It takes time to perform a large-scale address change. How will mail be delivered to your new location? How do you communicate the change to your constituents?
2. BOOKING A MEETING ROOM
Many standard meetings, like your quarterly board meetings, are booked months in advance. It’s important to review meeting schedules and make sure attendees know if they’re occurring in a new location. New meeting rooms should be included on reservation systems several weeks – or months – prior to your move so employees can book the right space.
3. EMERGENCY INFORMATION
Building managers are often responsible for evacuation plans and executing emergency drills. However, it’s a good idea to let staff know what to do in the event of an emergency on the very first day. At the very least, phone numbers and location of first aid/defibrillators should be communicated.
Communicating new building directions to employees is a given, but what about your visitors, clients and customers? Where do they park? Where do they sign in? Do they need a visitor badge or an escort?
5. VOICE MAIL/EMAIL SIGNATURES
Make sure you let staff know how to handle new information. Voice mail and e-mail signatures should be updated several weeks prior to the move stating ‘as of X date, my new contact info will be.’ After the move, update the e-mail signature to state ‘Please note my new contact info.’ Don’t forget to provide a date when it is no longer necessary to use this signature.
Looking for more tips and information about relocations? Download a free Business Relocation 101 infographic to get started.
Helen Dennis is the President and co-founder of 300 Decisions, a strategic, full-service business relocation management company specializing in helping organizations transition into new work environments without disrupting business operations.