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Saving Hacks During Your Small Business Move

6 Money-Saving Hacks During Your Small Business Move

A business move can be a significant, time-consuming expense where numerous things can go wrong. Depending on the size of the office you are currently occupying, there can be a lot to relocate. Whether the furniture, computers and other equipment, such as phone systems which are either owned or rented, moving can be stressful and distracting.

Even during a move, companies must continue to provide their customers with their services and products. If you have forewarned clients about potential downtime, they may be more understanding. If that downtime extends beyond the expected period and impacts their business, they may be less forgiving.

Moving your business location should be treated as a project in itself. You need to reduce costs as much as possible and minimize downtime. Fortunately, there are several ways you can offset the impact of moving your office space while also saving money.

  1. Identify the Essentials

Over time, a business can accumulate a lot of items they don’t need. Obsolete stock, out-of-date stationery and broken or unused equipment are often found in many offices. Even inventory, which a purchasing department has overstocked, may not need to make the journey with you. 

Deciding if items are going to be needed or be of practical use in the future is the first step before packing. If staff are unlikely to use stored material, you may be able to give it to a good cause or sell it to another local business.

Clearing out unnecessary items helps the move run more smoothly, and it gives you more space in the new office. Moving companies often charge by weight; the less you take with you, the less you may have to buy.

6 Money-Saving Hacks During Your Small Business Move

  1. Make It a Team Effort

Depending on the materials you are moving, it is often possible to pack up your current office yourself. Staff love some variation to their working day; asking them to pitch in and help with the move can be fun and even encourage team bonding. It’s an excellent opportunity to give employees a perk—like buying them lunch to thank them for helping out.

This is also an opportunity for employees to pack up their workstations in the manner they prefer. If they have personal items on their desk, they may not want others to move them. Permitting an employee to unpack at the other end also allows them to personalize their space for a more pleasant environment.

Moving may be stressful for the company owners, but it can also be difficult for staff. A new location may be more difficult for their commute and impact their personal lives. If management can help them to make a smooth adjustment, it is beneficial for all.

Another factor to consider is that by not using professional packers, the company saves a substantial fee.

  1. Time Your Move

Moving companies tend to be at their busiest during the summer months, as dry weather and longer daylight hours mean they are in demand. As they get more job requests, they could raise their rates. If they also charge by weight, this could be expensive if you need to take heavy furniture, fixtures and fittings. 

If possible, moving during an off-peak time of year when the days are shorter and the weather is not quite as hospitable could save you money.

  1. Call Your Insurer

Remember to call your insurance company and explain the move. They will want to know where you are moving to, how you are getting there and what items you are transporting. Many businesses own computers, printers, scanners and other expensive IT equipment.

It’s possible your insurer will ask for an extra premium for the duration of the move, as they will be exposed to a higher risk for loss or damage of materials. While this may seem like an extra expense, it will come in handy in the event of an accident.

  1. Research Moving Companies Extensively

Resist the urge to go with the first moving company you find on an internet search. Instead, shop around for various quotes to get the best price for your company’s needs and look at online reviews. While a moving company may offer a cheaper price upfront, their mistakes and mishandling of items could cost you significant damages in the long run. 

In addition to quotes, ask each moving company their plan for moving your inventory, equipment and furniture. Many companies are happy to send a representative to your office to take stock of your inventory and show you the logistics of how they will move everything. 

Office equipment is valuable, and you only want to entrust your goods to a reputable company that will take excellent care of your items. Find reputable companies with experience in moving offices so you and your insurance company will know they’ll be in good hands. 

  1. Upgrade IT and Renegotiate Contracts

When sorting through inventory, it may be obvious what you need to throw out and which items are still in good condition. However, some pieces of equipment could fall between the two and may still be usable but past their prime. If this is the case, think about selling or trading them in for new equipment.

Computers and printers are some of the quickest items in an office to go obsolete, and moving offers the perfect time to upgrade so your business has state-of-the-art technology. This is also an opportunity to assess your relationships with suppliers and renegotiate contracts in your favor. 

Look for bulk suppliers, such as buying ink cartridges in bulk, for items that are used up quickly in the office. You can usually find suppliers that offer a significant percentage of savings for bulk purchases of paper, printer ink, IT equipment and other office staples.

Although buying new IT equipment and technologies can seem expensive, you’d be surprised where you can find affordable products, such as a budget-friendly printer for your office.

Final Thoughts

Moving your small business is rarely a straightforward task. Moving companies may be charging a prohibitive amount of money, insurers might add an extra premium and items can get lost or damaged. Costs can also come in the form of dissatisfied customers during any elongated downtime.

The difficulties of relocating staff could be as stressful as the cost in monetary terms, and it is vital to ensure a new office is a place where everyone feels they belong.

These steps can help to alleviate the problems that are often part of a big move. By involving staff in the process and using professional movers when needed, the transition could even be a pleasant experience.

 

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