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.

When planning your office move near New York City, it is very important that your move be planned and executed by the professionals at U.M.C. Moving Co., Inc. By scheduling U.M.C. moving services, your business will be in safe and efficient hands so that there is very little down time that might hinder the productivity of your business. Here is a brief look at how scheduling your move with U.M.C. should be done:

To minimize any down time or possible loss of sales, you should plan your office relocation outside of your business hours. This will reduce the number of customers trying to contact the store, and it will ensure that there are fewer employees and customers that may get in the way of the moving process. With U.M.C., your move can be scheduled for the middle of the night, if that will affect your business the least. The options are completely open, as long as you contact U.M.C. to schedule your move well ahead of time.

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 have considered renting a new store space, there are a few ways to determine if this is the right time for a store relocation near New York City. Store relocations can make or break a company, and it all depends on where the company is moving.

As you can see in the short video, determining if this is the right time to rent may be based on where your customer base is and how much your company can afford to pay in rent. Many commercial rental properties charge based on square footage and the location. Determine how much space you need—this square footage may also aid in hiring your moving company—and where the right location is to reach your customers. Once you have located the right store space, and finalized your rental agreement, you can start making plans for relocation services.

As a business owner, there is a good chance that you have collected sensitive information about your clients over the years. In order to ensure the trust of your clients, while also organizing your filing system, you may want to hire a record retention service in NYC . By following a strict retention policy, you can make sure that any important documents are protected and organized. As you are going through the retention process, you will need to make sure that any documents pertaining to sensitive client information are fully secured. Here is an overview of how record retention can keep your confidential client information protected.

Keep information organized.

When your important documents are not properly organized, confidential information may wind up being stored along with public records and other non-sensitive documents. With record retention services, you will be able to keep all of your business documents and information properly organized. During the record retention process, a team of experts will carefully sort and file all of your paperwork.

Ensure proper security.

Keeping sensitive information at your business office could result in a security breach. To guarantee the absolute security and privacy of sensitive client information, you may want to invest in record retention services. With record retention, you will have the peace of mind that comes from knowing that your client’s confidential documents are stored in a completely secure facility. Depending on your business needs, you can also ask that your record retention pros keep track of any person who accesses your files.

Prevent fire or water damage.

Along with keeping your confidential client information protected from being shared, you will also want to ensure that your sensitive documents are not damaged during an emergency. A record retention facility will be fully water and fire protected, so you will not have to worry about losing important documents during an unforeseen accident. Overall, record retention is a fantastic investment in the security of your clients’ information.

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.