Every move is stressful, but commercial moving could be even more complex than a residential move. If you are skeptical about this, just think about it – yes, you have more boxes and furniture pieces in your home, but you will have to invest more time in making a good plan for office moving. You will have to organize your team and hire office movers who are competent enough to handle the move that you are planning.
It is more stressful when some important documents get lost during the move than something from your home getting damaged. Of course, you would rather choose that nothing happens, so we are here to help you out with it! Our guide is made to help you with both, planning and executing your upcoming business relocation. If you would like to have a smooth-moving project, check out what we have selected for you.
Review your lease for a current office
Review your lease for your current office. Check your terms carefully to find out if you’re on the hook for a fee if something is damaged, chipped, scratched, or similar during your stay in the office or during the upcoming movie. Make sure you are not responsible for the possible damage during the move, otherwise you need to be extra careful if you don’t want to lose any extra money.
Even though you’ll be hiring professional movers to handle your office move, you can never be too careful about these things. And let’s be honest, you don’t want to waste any money that you don’t have to. It’s always better to be safe than sorry.
Inform your employees about the move
You don’t want your employees to find out about the move when they see local movers coming. Moving will affect them as well, not just you, so you should make sure to let them know in time about the relocation. After all, the change of address will affect the time they need to get to the job or come back, and they deserve to know ahead of time to organize that too.
So, have an all-staff meeting and inform all of your employees what is your moving plan. Also, make sure to send a follow-up email where they will have summarize of all the information you have shared with them.
Choose someone to be a project manager of this project
After you inform your employees about moving, you should choose a person who will be a project manager of that project. That person should be in charge to call local movers to get quotes and to pay attention that you don’t go over the moving budget, etc. This person will be there to keep things organized, so you should find someone who has good attention to detail. It will be way easier this way than having a lot of people involved because you won’t know what has been done and what needs to be done.
Pick a moving date
It’s not simple to choose a moving day for your business relocation, because you have to coordinate it in a way that doesn’t affect your working hours. If your business is working every day of the week, it will be even more complicated. Local movers might be able to help you move after hours, and in that case, you can choose any moving day. However, you should plan it and call professional movers in advance to assure that you will have it available. This is one of the reasons to start with planning your move at least a month or two before this date.
Research local office movers in your area
It’s not enough to type local movers near me to find reliable and experienced office movers you will trust enough to place your business in their hands. So, spend some time on the research, read some reviews, and try to learn as much as possible about local movers in your area. Once you start your search, you might feel overwhelmed with the number of local movers that will appear on your search, but take a deep breath – it’s not that hard to find local movers who can help you.
After you read about them, make sure to come up with a list of your requests so you can check with your office movers if they can meet them. And don’t forget to prepare some questions for them too. The process might seem more complicated than it is, but don’t worry, even though local movers don’t have the best reputation, there are still some reliable and professional movers who will make your moving experience smooth and stress-free. You just need to be careful. Oh, and don’t forget if your local movers are licensed and insured, because if not, that might cause more difficulties. When you hire licensed local movers, you will be covered even if something gets damaged along the way.
Determine a moving budget
After hearing a couple of moving quotes from local movers, it is a perfect moment to set the moving budget. Only after learning about the charges professional movers have, you will be able to determine how much should you spend on your upcoming service. Besides expenses you will have for hiring local movers, you will have some other things that you should consider, such as addressing some repairs, buying some new furniture pieces, transportation, and so on.
So make sure to come up with everything and create a detailed plan. Always leave some “rainy day” money in case something unplanned comes up. The better you plan the moving budget – the less stressful your move will be.
Book office movers early
Once you find local movers who can meet all of your needs and requests, you should book them immediately. Normally, you will need some time to think about moving quotes you have got, but still, make sure to call back your local movers as soon as possible if you want to assure the moving date that you have been planning. Reliable professional movers get booked up pretty fast, so don’t lose them once you have found them.
Pack valuable documents on your own
Every office and every business has some irreplaceable documents and you don’t want to risk losing them. No matter how reliable your local movers are, you should still pack these on your own and relocate them that way. Things can get lost during the move, and why would you stress out about that when you can pack a couple of papers and move them on your own. Don’t risk it, when you can prevent it.
Start packing early
Regardless of how you are planning to perform this task, whether you will have a few people packing up everything or you are planning to ask all of your employees to pack their belongings, you should start early. You will need quite some time to pack everything safely, so if you don’t have the luxury of sparing that time – you should hire your local movers to help you with this. If you decide this doesn’t fit your budget, you should make a timeline for this task and make sure to stick to the plan. This is the most complex and the most time-consuming task you will have, so a good plan and organization are crucial.
Label the boxes
Speaking of packing, you shouldn’t skip labeling the boxes. This way you will speed up the whole process of unpacking and you will be able to get back to work sooner. There are many different ways to label the boxes, from color-coding, writing the content, or even labeling in numbers. For offices, you might want to try labeling in numbers, just to be able to determine if everything was moved by your local movers. Also, you should note if something is fragile, so your local movers can handle them properly.
Check with your office building if they have some special requests
Most of the commercial buildings have special requirements for your local movers. Those might be various, from asking for a certificate of insurance to allowing moving ins and outs at a certain period, or maybe they will ask your professional movers to cover the building’s property.
Make sure to check with your building management if they need your office movers to meet these and ask them for a PDF file so you can forward it to your local moving company. Their local movers will need some time to organize this and provide you with everything that you need. Especially if they have to prepare some paperwork for you.
Make a blueprint of your new office
Make a plan for your current office and your future one. See if everything fits in the same way it did in the old office, or some things need to be rearranged. If so, decide what will be put where. Your local movers can arrange large items of furniture within your new space, you just have to inform them about it on time. Arrange for phone and internet installation, utility services, and IT equipment installation. Confirm with your staff if they can do it on their own or you need to hire someone else. Some of these things can be done by your professional movers if you have opted for full service.
Discontinue services at your old office. If you are using security, cleaning services, or anything alike, notify them of your move so that you can terminate the service after your moving day. Why should you continue paying for something you’re not using? Cancel it on time. Notify your clients about your change of address. Create a circular email to let your clients know where they can find you in the future. Last but not least, hire a cleaning company to clean your old office once you move out. Some professional moving companies even offer cleaning services so you should check out with the company you picked. They can handle their task for you and take one thing off your chest. Make sure everything is set and ready for your moving in.
Check with your local movers what methods of payment they take
Things are a bit more complex when moving a business because oftentimes you will want to pay with your business card or maybe you will be paying with your owners’ credit card and he won’t be present. In situations like these, you will need to fulfill a credit card authorization form and your local movers will be able to charge the card.
Also, it’s always better to check what methods of payment your local movers are taking, so you can plan it. It is especially important to check if your professional movers are taking checks because that is usually not the case.
Tip your professional movers
If your local movers perform a job that exceeds your expectations, you should make sure to tip your team. Think about this when planning a moving budget. However, you should know that you are not obligated to tip your local movers, but it’s a nice thing to do when you are satisfied with the service provided. How much to tip professional movers? It’s absolutely up to you!
Marvel Movers is the best choice if you are looking for reliable local movers! We are here to assist with your business relocation regardless if it’s a small office downtown or if it’s a whole corporate building. Our customer support department will come up with a unique moving plan that will meet all of your requirements. Make sure to share a couple of details about your move and let us help you with everything.
There is no reason to worry about your belongings because all of our local movers are trained and experienced with different office relocations, so you are in safe hands. Our goal is to keep your items safe and sound during the whole process. Reach out to us and get your free moving quote today. We are here for you every day of the week, so feel free to give us a call whenever you would like. We are looking forward to working with you. Get your free moving quote today.