PROFESSIONAL MOVING COMPANY FOR YOUR OFFICE RELOCATION?
When you’re moving offices, it may seem like you have plenty of hands on deck with your employees, but it’s also wise to hire professionals to get the job done. Office moving has more components to consider than residential moving, because you have to keep your business running at the same time. Here are some of the benefits of hiring professional office movers when your business is relocating.
You have access to all of the supplies you need.
When you try to move your office without hiring movers, there is a good chance you’ll be trying to pack things up in discarded boxes that aren’t strong enough to protect your belongings, and you’ll have to take carload after carload to your new location. That process is not only inefficient, but it can also leave your items vulnerable to damage. Professional movers have everything you need to get the job done quickly and the right packing materials to ensure your items are protected. They will get your office belongings to your new location in one trip with a moving truck, so your transition time to your new location is faster.
You will avoid liability issues that come from having employees move.
Chances are that your business insurance does not cover having employees do things that are not typical of their positions, such as acting as movers. If they become injured in the process, you could be facing significant out of pocket expenses and even a lawsuit. You also cannot hold employees responsible for any equipment they damage during the move, and your insurance may not cover the costs because unqualified individuals were moving it. Professional movers are bonded and insured, so you don’t have to worry about liability issues.
You can focus on your business.
Your business doesn’t grind to halt just because you’re moving to a new location. Let a professional moving company take care of the relocation while you continue to focus on running your business
Office Moving Tips
It should be the responsibility of each department or section head to have the staff follow these instructions in order to minimize loss of time in preparing for the move. Each employee should be responsible for his or her own preliminary packing for the move. To assist in this task, detailed instructions for packing and marking follow. Unless otherwise specified, packing and unpacking will be performed by your personnel.
One-piece recyclable polystyrene Rental Crates/or one-piece self-locking cardboard moving cartons will be available for packing. Be sure to receive training on the proper methods for packing and stacking Rental Crates or for assembling the cardboard moving cartons.
DESKS – It is necessary to empty desks. Paper clips, pencils and other loose items should be sealed in envelopes. Current working papers, letter trays, books and items on top of the desk should be packed in a carton. Protect all glass receptacles with paper or other material in the carton.
FILING CABINETS/UPRIGHT – These cabinets will generally be moved with contents intact. Tighten the internal draw to hold contents in place. Lock the cabinet if possible. If not possible, secure each drawer with filament tape. If locked, remove the key and pack in a safe place. Note: If the file has a punch-in lock and you do not have the key, wrap tape around the lock to avoid accidental locking.
FILING CABINETS/LATERAL – These cabinets cannot be moved with the contents intact. Pack all of the contents in cartons, and secure the drawers by locking or with tape as above.
BOOKCASES – All contents should be packed in cartons. After packing, remove the shelves and tape together. Remove the shelf pins and pack in an envelope.
SUPPLY OR STORAGE CABINETS – All contents should be packed in cartons. Lock/tape the cabinet doors.
COAT RACKS OR LOCKERS – Pack all contents, including hangers.
SMALLER OFFICE MACHINES, (scanners, printers, etc.) DO NOT PACK THESE MACHINES. Leave the machine on top of the desk or stand. Be sure the equipment has been serviced and all components disconnected. Small items, such as power cords should be packed in zip lock bags or cartons.
PICTURES, MAPS AND BULLETIN BOARDS – These items, if secured to the wall, should be removed. Tag each piece and leave against the wall. The mover will handle. Small pictures, etc., should be consolidated so as to fill a carton. Newspaper should be stuffed in empty spaces between the pictures.
SPECIAL EQUIPMENT – Certain types of equipment such as copiers or computer equipment require special servicing by the company trained personnel. These arrangements should be made directly with the vendor of each particular machine prior to the move date. Personal Computers should be backed-up and separate components should be disconnected prior to moving, by our IT Service Representatives. Remove loose wires and pack in box.
If special services requiring electricians, plumbers or machinists are needed to disconnect equipment, please notify your supervisor so that proper arrangements may be made. Internal servicing may be required and if not followed may void service warranties.
Moving cannot be held accountable for resultant damage if the above criteria are not met.
LIVING OR ARTIFICIAL PLANTS – Moving can move but will not be responsible if the plant is damaged. Employees should arrange to handle these items.
SECURITY FILES – All cabinets should be locked prior to and during the move. If security regulations require escorts, arrangements should be made with the Moving Project Manager.
PERSONAL ITEMS – will not be responsible for the transportation of these items. Employees should arrange to move their own.
Office Moving Tips to Prevent a Technology Nightmare
you’re starting to look for a new office space. Or, maybe you’ve already signed a lease. Congratulations! Office moving, expansion, or business relocation can be very exciting. But, it can also be your worst nightmare. That is, if you haven’t properly planned for also moving your technology assets.
Advance planning is a MUST.
Don’t think that office moving is as simple as packing up your belongings and carting them to a new location. It is much more involved than that. Ideally, planning should begin as soon as you get the idea that relocation is on the agenda.
Get your IT provider or department involved at the beginning.
This is ESSENTIAL. Whether you have an in-house IT department, or hire a managed service provider, technology relocation is not a simple process. Many moving companies do not want to be responsible for handling or setting up computers, servers, and other expensive or delicate pieces of technology. Instead, let technology experts do the job. But, they need to know far enough in advance to plan properly.
Evaluate the new site for necessary upgrades.
If another company’s office is moving out of your new space, don’t assume that means it’s all set as far as technology is concerned. The existing hardware and plugs may not be up to date or even what your technology needs. Unfortunately, tenants vacating the property may also be spiteful or careless, ripping things out as they go. Additionally, landlords almost always demo plugs and network connections as they make a suite ready for new tenants.
Update your address.
Of course, you’ll remember to let your clients know about your new location. But, what about your IT service providers, such as your internet company? This is one of the most common mistakes we see in our business. And, it can be one of the most time consuming ones to fix. Many business owners don’t realize that it can sometimes take 60-90 days for your internet provider to update the service address. That’s a long time if you want to keep your business productive and functioning efficiently.
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Set a Budget & Manage your Moving Costs with this FREE Moving Office Budget Template
The ability to identify, control and manage your moving office budget is a critical part of organising an office move. This free guide is an interactive template that lays out all the possible office move costs for you in a logical way so you can update the expenditure as your office move progresses.
setting a budget is one of those tasks we are loathed to do. But as painstaking as the task may seem, it is really important to map out your relocation expenses so you can see just where your money is going. Our Moving Office Budget Template will make the task of setting a moving office budget simple and straightforward, and help you build a budget that actually works.
The ability to control and manage your moving office costs is a crucial part of organising a successful office move. Using the Moving Office Budget Template will help you to:
Find out how much your office move is going to cost you
Set a realistic budget for your relocation – and stick to it!
Ensure your office move is executed on time & within budget
Control & Manage your office move costs easily
Keep your Office Relocation Team to task and on target
Produce an up-to-date cashflow forecast for your office move
Compare & Analyse quotes and estimates for the move
Setting a Moving Office Budget is not about being good with figures (and let’s face it, most of us aren’t!). It’s about being organised, and keeping on top of your moving costs so you don’t spend more money on your office move than you really need to.
How much is our office move going to cost?
Of course, the first step is to find out what expenses you’re company is likely to incur during an office move. The Moving Office Budget Template identifies all those costs for you in a simple, easy-to-follow format. So all you need to do is get estimates for each cost item and you’ll soon get an idea about how much your office move is going to cost you.
Use Your Office Move to Declutter Your Workspace
Preparing for an office move is a large project and should include an office move checklist. A major task on the list is packing. If you look around your office right now, odds are good that many of the items taking up space are not necessary for your daily work. This is a great opportunity to declutter so that you can start packing those less essential items. The less you need to move, the easier the move will be.
Start with your desk. Throw away or recycle any papers or files that you no longer need. Toss out old notes stored in your drawers, broken office supplies, share items collected at past conferences with colleagues and donate unopened holiday gifts. Don’t get caught up in thinking too deeply about this process. Instead, set a timer for 15 minutes and quickly sort through each drawer, throwing things away, adding items to a donation pile, or leave only those items that should be kept in the drawers. Once you have finished sorting, then you can safely pack items appropriately.
Focus on your supply closets. As you review the contents of your office supply closet, make note of those frequently used supplies like reams of paper and extra file folders as they will definitely need a spot in your new office. Closets are easily cluttered so this is the time to be ruthless as you’ll only want to move items that are actually needed. This is the time to get rid of ink cartridges for a printer you no longer have or outdated brochures that are no longer relevant. If you are struggling, set a timer as you did for your desk, and make piles to discard, donate, or recycle.
Target office storage spaces. You may have a storage room in your office and it is probably where all of the items that you didn’t know what to do with ended up. Many of these items won’t be needed in your new office space! Donate obsolete computer equipment, old printers and copy machines that have long since been replaced. Be critical of any office furniture that has been stored here as well. If there is not a specific space for it in your new location, donate it now so you don’t bring the clutter with you.
Organize your files. Before you just toss all of your files into a box, be critical about what needs to be moved and what can be archived, shredded and recycled. If you haven’t been keeping up with yearly filing cycles, this is a good time to get the process back on track. Go ahead and take some time to review your files – there’s no point in taking a box of files that are ready to be shredded!