There are a million things to do when planning an office move. But before you pack away the furniture and other items, take the time to formulate an effective, friendly moving announcement. Your customers and employees should not be the last ones to know about your business relocation.
Learn how to keep them in the loop with a timely social media post and personalized emails. Our experienced team of business movers in Montgomery County, PA, have also put together some tips on when and to make the announcement.
Timing Is Crucial for a Business Relocation Announcement
There are many factors that impact the timing of your commercial move. These include financial stability and seasonal considerations. It’s important to consider the cost of moving and to deal with a reputable vendor when it comes to getting your inventory and office equipment into your new location quickly.
Keep in mind that there are also unforeseen costs that will arise, such as transitional operational cost and permit fees. That’s why it’s a good idea to assess your financial situation and ensure that you have a solid moving budget.
Avoid penalties by scheduling your move around the expiration of your lease or the sale of your existing property. This helps you avoid any potential penalties associated with your existing lease. Additionally, you can include important dates in your moving announcements.
You can also consider how seasonal conditions may affect your move. For example, you may want to time your move to coincide with a slower period, such as right after holiday sales. If you have plenty of time to plan a move, avoid extreme weather conditions by scheduling the move in the spring or summer.
Communication and Planning: A Critical Step
There are three stages to the moving process, as follows:
- Tell the Key Players: Inform clients, suppliers, and other business connections about the move and assure them that you’ll minimize the impact on their operations.
- Tell Your Employees: Keep employees in the loop throughout the planning stage. Don’t let them find out from someone else.
- Transition Phases: Ideally, your moving plan starts months not weeks before moving day. Work with your commercial movers to create a detailed synopsis of the preparation, moving, and post-move phases.
What to Include in Your Office Relocation Announcement
Give employees and clients time to prepare by announcing your move sooner rather than later. This will help your employees make necessary arrangements to work in the new location. It will also give clients plenty of time to work around any moving events that impact their operations.
When possible, meet people face to face to provide the news. This can help establish the importance every individual plays in your business. When speaking with employees, remind them to keep an eye on their email for further details regarding the moving announcement.
What should you include in your relocation announcement to employees?
- Moving time and date
- Why are you changing locations
- How employees will benefit (more space, closer to local amenities, etc.)
- A clear timeline
- Directions and parking information for the new site
- Who can answer questions?
Before typing an email or social media post, reach out to staff members at all levels of the organization to avoid confusion and negativity.
Moving Day Announcement to Clients
Don’t forget to communicate just as clearly with your clients. Again, face-to-face communication is always the best practice for important announcements, such as a move. However, that’s not always practical. In that case, you should consider scheduling video conference calls with key vendors and clients.
You can skip some of the office moving details that you’ll include in the employee announcement. Moving day announcements to clients should include your new address and contact information as well as important details on how the move may impact their interaction with your team.
Contact Hughes Custom Logistics
Still unsure how to get the ball rolling? Let the experts at Hughes Custom Logistics help you! Contact our commercial office movers in Gainesville today!