For most Plymouth businesses, the largest concern about moving an office is not the moving process, but how the move affects normal business operations. While relocation is unavoidable, with some efforts, it can be done without a large disruption in service and without customers noticing a large gap in service.

Consider moving outside core hours

The majority of office relocations in Plymouth occur on evenings and weekends. While this does involve a later relocation and an additional cost for business, many consider this a worthwhile trade off with the single lost work day from a Monday to Friday work week. For businesses where time and customer service are important requirements and ready availability is crucial, the added cost is well justified.

Build in a contingency day wherever possible

While thoroughly planned moves are the goal, delays do happen. Last minute move schedule planning can cause a stressful disruptive gap in service to the business. Building a little leeway and planning for a delay in the move actually absorbs a lot of unexpected delays without causing a disruption gap in service.

Phase the move if a full shutdown is not realistic

Not every business can afford to shut down for a weekend, but some operations can do a phased move. This would relate to relocating departments one at a time while others continue normal business operations. While this is more complicated to coordinate, it is a good option for businesses where full closure for relocation is not an option.

• Decide early whether an evening, weekend or phased move suits you best
• Agree a realistic downtime window with staff and clients in advance
• Prioritise reconnecting phones, internet and key systems first
• Label and colour-code by department to speed up unpacking
• Have a clear point of contact on moving day for any last-minute issues

Communicate the plan clearly to staff and clients

Things like uncertainty create more disruption than the actual move. If the staff is clear on when they have to clear their desks, where they are moving to, and when they will return to work, they will cause a lot less disruption. If staff knows timing and communication are key, they will tell their clients there are short disruptions due to the move (preferably with a way to contact them if needed during the move). A temporary notice on the website and voicemail with the move dates and estimated return to service will help people get in touch while the staff is available.

Protecting confidential documents during the move

While house and business moves both involve filing cabinets and boxes, business moves deal with boxes containing client information that must remain confidential and secure. This means that business moves have a stronger focus on the use of sealed crates and a documented chain of custody for sensitive information, along with securing the document shredding process. A brief record of the transport and confidential material security process may be needed to demonstrate due diligence if challenged at a later date. Due to the sensitive nature of business moves, it’s important for the removals staff to be aware of where the company’s confidential materials are in the crates, so that those crates don’t get mixed in with other company crates. It is a risk minimization strategy.

Work with a removals partner who understands business moves

Business and house moves prioritize different things. Business moves focus on IT, documents, and getting the business operational as soon as possible. A removals company in Plymouth with commercial move experience is more important compared to a company that takes primarily domestic moves when it comes to selecting a business move partner. We would be happy to answer any business move related questions you may have, just give us a call.