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Moving Day

Published Monday May 7, 2018

Author ANNE SAUNDERS

Expect the unexpected. In fact, plan for it when relocating a business, say several experts.

For Pearla Phillips, owner and CEO of Fit Body Transformations, the unexpected took the form of damaged flooring that arrived as she was refurbishing her new space at the Carriage Towne Plaza in Kingston last year. Thanks to a good relationship with her bank, she was able to order new flooring without having to wait to be reimbursed for the damaged batch.

She advises companies budget for a move with some contingency. “Your bill is going to be more than you think it’s going to be,” Phillips warns.

Plan, Plan and Plan Some More
The NH Liquor Commission has renovated or relocated 27 stores in the last five years, relying on a Construction Committee that meets once a week to manage all the projects across the state.

For most small businesses, that level of staffing to oversee a move is not possible. Larger businesses often hire a professional project manager, says Michael O’Shaughnessy, a consultant and commercial sales manager for Gentle Giant Moving Company in Nashua.

But regardless of who’s in charge, the need to consider all those issues—from IT to marketing—remains. Building flexibility into the plan by allowing overlap at the new and the old location can be critical.

“Timing with contractors can always change,” says Joseph Mollica, chairman of the NH Liquor Commission, which is why his mantra is “planning, planning, planning.... Having been a small business owner, the tough piece is just to make sure you’re prepared mentally for the move,” he says. “It’s not an easy process.”

Include Moving Company in Plans
O’Shaughnessy recalls a Massachusetts company set to move over Columbus Day weekend, unaware that a bridge the trucks would have to cross was being closed down for repairs that weekend. O’Shaughnessy, whose company works throughout New England including NH, advised them to shift the date to avoid the additional costs for a 40-mile detour.

Lining up a moving company ahead of time and including them in the planning can help in instances like these, he says. “Don’t wait till the budget is spent to pick a mover,” he says.

Know Local Regulations
Mollica, who, prior to taking over as chairman of the NH Liquor Commission, was a restaurateur, says he’s been caught by surprise by local zoning regulations. “Visit those town halls,” he advises, and get to know local laws and zoning regulations that may apply to your new location.

Before The Move
• Let your customers and current landlord know your intentions as soon as possible, even if the moving date remains unclear. Set a target date, but remember it may change.

• Make arrangements for new business cards and signage well ahead of time. If there are new accounts to set up for internet, heat, electricity or phone, do it well ahead of the move. Phillips says she was surprised to learn that substantial deposits would be required in several instances.

• Identify a moving company and get advice from them on how best to prepare, including a potential tutorial for staff who will be packing their offices. Discuss your target move date with the mover.

Moving companies will understand if it needs to get pushed back, but some seasons are busier for movers than others, O’Shaughnessy says. When it comes to specialized equipment, or things like copiers under warranty, consult with the company that sold or leased the machinery. They may want to prep the equipment or move it separately to ensure it arrives safely.

• Reserve elevators or loading docks if necessary. Check with building owners at the new and old space about certificates of insurance and how they apply to moves and the potential for damage.

During the Move
• Label, label, label. A moving company typically offers a system for numbering and/or color-coding boxes and furniture.

• A business can make the move go even easier by taping sketches outside each office so movers know where to put the desks or other furniture so they align with outlets and jacks. Commercial moves are not typically done for a fixed price, O’Shaughnessy says, so anything that makes a move go more smoothly saves money.

After the Move
• A moving company can conduct a walk-through and provide a small crew after a move to rearrange furniture or make other adjustments after moving day, but the better the planning, the less that will be necessary and the lower the cost, O’Shaughnessy says.

• Phillips of Fit Body Transformations says she needed to make some adjustments to the new space even after the move. Rather than rush a grand opening, she waited. She was able to make connections in Kingston and invite more people. “Allow yourself to be in your new space for one or two months before you do your grand opening, “ she advises.

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