With your office relocation in New York City beginning soon, it is essential that you have a clear plan in place. Moving companies can help with the relocation process, but you must also enlist your employees to help. By creating a cohesive team, your office relocation can go quickly and smoothly . Continue reading to learn other ways to make your relocation go as smoothly as possible.

Plan Your Relocation Early

Any type of move can only go smoothly with sufficient planning. You must make all necessary arrangements as soon as you know that your office will be relocating, and then finalize the details once you know the relocation date. Start calling potential office movers, packing up small items, and letting your customers and vendors know where and when your office will be moving. Set up the utilities at your new office, and notify other important personnel. Make a list of all necessary tasks and check them off as they are completed. This will help take a tremendous amount of stress off you and your office during this relocation.

Declutter Your Office

As soon as you know that your office is being relocated, start decluttering the office. Enlist trustworthy employees to help with the process. During your decluttering process, consider which files can be shredded or stored with a professional retention service. Examine old equipment, possible stock, and displays to see if they are still useable or should be donated or sold. Give your office a deep cleaning and decluttering to ensure that you have as little as possible to be moved during the upcoming relocation. This will keep your stress and relocation costs at a minimum.

Get Your Employees Organized

Hopefully your employees already have organizational skills and their desks are free of clutter. However, an upcoming relocation is the perfect opportunity to ensure that your employees are organized and ready for the move. Make sure they inform their clients about the move, make any necessary calls, and help with the moving process. With everyone cooperating, your office relocation will go smoothly.

With your business relocation coming up, it is necessary to tell your vendors, clients, and anyone else affected by the move near New York City. To make your relocation as smooth as possible for your business and those affected by it, continue reading to learn more.

As you can see in the short video, you should send out an official letter to your vendors and clients about three weeks before your move. This letter will detail the dates, details, and contact information for your vendors and clients. If their service is at all affected, then share the details of this information too. In addition to the letter, be sure to post information on your business website for other clients and vendors you were unable to reach prior to the move.

Important documents should be organized, filed, and cataloged before you place them into storage . Use this organizing opportunity to determine documents that you can discard and documents that you should retain in New York City.

Back up Documents Digitally

Before putting any important documents into storage, you must ensure that they are backed up onto a digital file. Your digital files should be well-labeled and organized within your computer system too. This backup filing system will protect your important documents in the event they become damaged or lost in storage. Ensure that your digital system is well-protected with password codes and other digital protection systems. This, in addition to a secure storage facility, will make sure that all copies of your documents are protected from potential thieves, as well.

Organize Documents by Need

As you prepare your documents for storage, take the time to organize your files by your frequency of need and their importance. This will help you find important files as you need them. For example, many tax files or employment paystubs do not need to be seen frequently. They are important and necessary, especially around tax season, but they do not need to be located toward the front of your filing cabinet or filing system. You can also use this organization time to determine files that do not need to be kept at all. Some important documents, such as credit card statements, are already kept online with their respective companies. You may choose to shred and recycle these files to create more storage room.

Catalog Your Filing System

In addition to organizing your files by need and importance, you should keep a simple catalog to help you find these documents. This catalog will be similar to a table of contents found in a book. Professional retention storage companies often have a barcode system to help catalog files and items. You may prefer to have a keyword system for your digitally-backed files.

Office relocations in New York City should be done with a clear plan in mind and the help of professional movers. Without these necessary components, businesses may experience a loss in sales, customers, and employee productivity. There are certain challenges—such as a lack of communication with customers—that can severely hinder a business going through a relocation. Continue reading to learn how to deal with some common issues during an office relocation.

Communicating with Customers

Communication is one of the key factors to make any business successful, and it is also essential to make an office relocation run smoothly. Customers need to know that their favorite store or company is not closing down, but is simply relocating to a better or bigger location. Give plenty of time to let customers know about the move and where the new location will be. Communicate the move in the store, through advertisements, on the company website, and through direct newsletters.

Minimizing Down Time

There is usually a period during an office relocation where employees may not be working, equipment has not been set up yet, and customers are not able to do business. This down time must be minimized as much as possible to reduce lost sales, upset customers, or employees unable to perform their jobs. A corporate relocation specialist is an integral component to minimizing this down time so that business can resume as soon as possible.

Planning the New Space

Another way to minimize down time and resume business is to have the new space planned out. Phone connections, electrical outlets, and other essential connections should be located or installed to ensure the move is done quickly. Before the relocation even starts, the new space should also be mapped out with designated spaces for the office furniture. Another potential solution is to relocate into the new space with minimal furniture. Either way, the professional movers should have a clear idea of where files, furniture, and other office equipment should be located.

If you are planning a corporate relocation in NYC, you will want to get in contact with the highly qualified movers that work for UMC Moving . For the past two decades, we have provided NYC businesses with high quality relocation services, and we can help you move with little to no interruption to your work routine. Our moving and storage resources will ensure that your belongings are fully secured and protected during every stage of your move.

After you have completed an initial consultation with our movers, you will be assigned a project manager. Your project manager will determine which relocation services will be needed for your project. Our team will pack, label, and ship all of your important office furniture and supplies. We will also be able to thoroughly clean your old office space after your move. Relying on our quality moving resources will help you reduce your stress and stay within your budget during your relocation.

During a corporate relocation, you will have the choice of moving your office furniture or upgrading to brand new furnishings in your new office. A team of movers can help you transport your furniture out of your current office space with ease. Working with moving companies near NYC will take the stress out of your corporate move. If you have decided that you are not going to use your furnishings at your new location, you may want to ask your movers about your office liquidation options . Read on for an overview of the steps of office liquidations.

Review your lease.

When you are considering an office liquidation, you will need to start by reviewing the terms of your lease. In the NYC area, many commercial leases require that the facility is completely cleaned out and cleared of all furnishings before the new tenants arrive. If you need to have your old offices completely cleared after your move, you may want to plan out an office liquidation procedure to help you offload your unwanted furniture.

Relocate and move belongings.

Before your movers come to liquidate your unwanted furniture, you will want to make sure that the belongings that you want to keep have been moved to your new location. Since an office liquidation involves the moving out and disposal of all furnishings and items that are in a building, any objects that are left behind will be gone after the procedure has been completed. Once you are finished with your move, you will be ready to start the liquidation process.

Dispose of unwanted furniture.

The final phase of an office liquidation is the disposal of all unwanted furniture. Your movers will arrive as soon as your move has been completed. All furnishings and other items will be placed in garbage compactor trucks for disposal. After your office liquidation is finished, you will be able to rest assured that you have fulfilled the terms of your lease.

A corporate relocation in NYC can be a savvy decision for your business. When you are gearing up for your move, you will need to make sure that your customers are aware of your relocation. In this video, you will receive tips and information about how to spread the word to customers. To raise awareness about your relocation, you will need to determine the precise date of your move. Next, you can send out an email or newsletter to your clients.

With services from a corporate relocation specialist, you will be able to have a smooth and seamless transition into your new office space. Your movers can help you pack and ship your office equipment, and they can also help to clean out your old office space.

When choosing a storage facility for your business , you need to look for the one that specializes in corporate moving and storage. These facilities can offer secure business record retention near New York City, as well as other services that a business or corporation may need in storage. Here are a few essentials to look for in your business record retention and storage facility:

• The storage company should have a significant amount of experience. With several years of experience and dedicated employees, you can be sure your business’s important documents and storage will be well-handled.
• A company that specializes in only corporate relocation and storage. Business record retention, corporation relocations, and more are very different from a personal household’s moving and storage needs. You need a company with intimate knowledge and experience of working solely with other businesses.
• There should be sufficient security at the facility. The important documents your storage facility is storing should not be easily accessed by anyone but your company. The storage facility should have high-tech security and technology that fully protects your items in storage.

Developing a retention policy may be difficult for some business owners. They may not know what is important to keep and what can be thrown away. Thankfully, there are a few important documents that every business should keep in their retention process near New York City. Continue reading for a list of the important documents you want to keep and make sure are stored safely.

Corporate Documents

Businesses need to keep the official documents that mark them as a legitimate business. These documents would include incorporation materials, as well as the corporate rules, constitution, and any other important documents from official meetings.

Licenses, Copyrights, Etc.

If your business has licensing or insurances that qualify it for business, then you must retain these files. These documents are essential to your business’s function because customers will most likely want to see copies of them. The same goes for any patents or copyrights that protect the business’s or employees’ inventions or work. By including these documents in the retention process, the business’s or employees’ rights are better protected.

Tax Records

It is an accepted rule that most tax records should be kept for up to seven years. By retaining these files, your business can be prepared in the event of an audit or claims issues. If you are ever unsure of what to keep or how long to keep it, then ask your tax specialist or record retention service for more information.

Receipts

Keeping receipts is essential for businesses. These receipts—purchase and sold receipts—can help during tax season or in the event of an audit. They can also help if there is ever a disagreement between a business and a vendor about services rendered.

Property Documents

Some property documents may be necessary to keep on a business’s property, but others should be safely stored away with a retention service. Any important documents involving mortgages or lease information can be retained with the rest of your business’s documents.

Before you start your relocation in New York City, you should figure out an estimate of your moving costs . By determining the general cost of your corporate relocation, you can better plan out your company’s move.

Watch the short video for some tips on how to estimate relocation costs. The most important suggestion is to call multiple moving companies. Make sure the companies you call are experienced in corporate relocation and offer the services you require. Get all of the estimates in writing and start comparing. Do not choose the least expensive or most expensive option. Look for the services your corporate relocation will require and choose the moving company that is most qualified to offer that.