Moving Your Office: What to Know

January 28, 2016

So you’re moving your entire office because you’re outgrowing your current space. That’s great for your bottom line but how can you possibly handle a move of that magnitude? Not only do you have boxes of documents and paperwork, you have lots of big-ticket items such as computers, printers, cubicle walls, desks and chairs to haul. First off, you need to hire a professional moving company that has vast experience in commercial moving, as they have the know-how and resources to pull the move off seamlessly. Here’s what you need to know when moving your office:

It’s all in the Details

Make sure your moving company will handle what they say they will. This should be in the contract, but go over it just in case. Reputable moving companies may provide the following detail work for you:

  • Obtain necessary permits
  • Assign color codes to the new office so movers know where to place each item.
  • Create a floor plan and post it where movers can check it readily.
  • Secure entrances and elevators while loading and unloading.
  • Offer storage options and make arrangements for those items to be stored.
  • Clean up and dispose of any debris or trash left over after the dust settles.

Protect your Electronics and Other Valuables

As a business, you likely have several computers, scanners, printers, and more. These items not only represent a large part of your financial assets, they also contain highly confidential and vital information. Your trusted moving company may offer assistance with technology mergers if you so choose. This means they employ logistics professionals who can coordinate everything from storage strategies and technology merges to specialized integration and set up. The goal is a smooth transition from one place to another, so having a professional on your side to handle this aspect is priceless.

Ask Questions

Just like with a residential move, your commercial move should entail detailed questions so you’re never in the dark about what will happen. Make sure your selected company has experience with commercial moves, as these are vastly different from their residential counterparts.
Here are a few questions to ask:

  • How many years have you been in this business?
  • What specific experience do you have with office moves of my size?
  • Can I see some references?
  • Do you offer protection for loss or damages?
  • Will someone come out to inspect the old place and the new one to take measurements and go over logistics?
  • Are you licensed, insured and bonded?
  • Are you a member of the American Moving & Storage Association and the Better Business Bureau, and what is your rating?

Take Inventory

With moves of this size, it can be very easy for things to get lost between Point A and Point B. Assign your employees the task of inventorying everything in their individual cubby area or office. Have them provide that list to you so you can add it to your master list. Keep both an electronic and printed version of this master list. When you get to the new digs, you can easily check off what made it so you know you have everything you left with.

Don’t Risk Disruption

As you well know, time off means you aren’t making money. To prevent significant production delays and business disruptions, call the necessary companies to do the following:

  • Change company letterhead
  • Switch utilities, cable, phone, and Internet
  • Computer services
  • Vendor contracts

A smooth office transition is possible; you just have to know what to expect. A good moving company will sit down with you beforehand and go over all the details and logistics so you are well-informed. Call Moving Proz today to coordinate your office move.