Moving can be a chore, but planning ahead may minimize disruptions and downtime.
Don’t Keep It a Secret
As soon as possible, notify your donors, vendors, suppliers, constituents, and any other individuals or businesses that come in contact with your nonprofit that you’re relocating. Send email messages, mail out postcards, and put up signs at your current location with the new address and the date of the move. You may also want to add the information to your outgoing voice mail greeting. Remember to file a change of address form with the post office as well.
A Good Time To Toss
This is a great opportunity to sort and organize, but don’t be overzealous. Check your document-retention policy before emptying your filing cabinets. Make sure a knowledgeable staff member is in charge and, if you can, spread the task over several weeks to make it less onerous.
Technology Double Check
Back up all critical files and store the data in a secure offsite location. Label cables and power cords before you disconnect them. And unless you have a knowledgeable IT staff person or volunteer, you may want to hire a professional to get your network set up and running again.
Schedule the move outside of your organization’s normal business hours and during a slower time of the year, if possible. Make sure you’ll have full access to both locations on the day of your move. Discuss service arrangements with the appropriate utility companies well in advance of your move. As a precaution, don’t disconnect phone and Internet services at your current location until you’ve confirmed services at the new location are functioning.
Your nonprofit organization must notify the IRS and the state(s) where you operate of your change of address. Different rules apply in each state, so be sure to check the appropriate rules.
Once you’re in your new space, send out a press release announcing the move — and reminding people of all the good work you do.