Moving to a New Office? Here’s Everything You Need to Know!

07th May 2018 office move

Moving to a new office is stressful.  You’re trying to get everyone there with the least amount of downtime for the business and the least disruption to your customers. Our Good Guys have a lot of experience helping move businesses and they have some great tips to share to keep everything as stress-free as possible.

Moving Large Furniture

Offices are filled with desks, filing cabinets and other bulky furniture that requires care when moving. While it is unsafe for employees to move the items, they will be needed for emptying the contents and securely packing them. Make sure filing contents are kept in order and well labeled, while also wrapping fragile items. Bookcases will also need to be emptied, and contents packed. Unbolt any pieces that are joined together, such as cubicles or cabinetry, as well as unbolting shelving. Be sure to lock, tie, or tape drawers closed for the move.  Blankets, shrink wrap, and moving cloths can also be used to protect larger office pieces.

For more tips on moving heavy office furniture – check out this article

Moving Office Technology

There are several things to keep in mind when moving your office technology equipment.

* Prior to any disconnecting or packing, back-up as much of your data as possible.

* Make sure service has been established at the new location; minimizing downtime is the goal.

* Have plenty of labels on hand, and use them once equipment has been powered down. Label each item for each workstation, identifying both location and function. Keep these pieces together for the move.

* Pack the equipment carefully. Rely on packing foam, Styrofoam braces, bubble wrap, shrink wrap, and an appropriate box size. It is possible to order custom-sized boxes and packing materials for office technology pieces.

For more tips on moving office technology – check out this article.

What Can’t Be Moved by the Pros

There are some restrictions to what commercial movers are able to transport. Many of the items are common sense, yet office properties might present addition restrictions issued by state or federal law. Some items include: hazardous materials, chemicals, perishables, weapons or ammunition, batteries, and plants. Cash, checkbooks, safes, and other financial valuables and files will also need to be transported by a manager rather than the moving company.

Keep Everything Safe for the Journey

Whether you’re moving to a new floor or a new state, you have expensive items that need to survive the journey. Here are some tips to make sure that happens.

  • Pack wisely. Plan on 1.5 boxes for each filing drawer. Too much weight and the boxes will split, but too little and they will cave or crumble.
  • Wrap large pieces of office furniture with blankets, sheets, or shrink wrap to prevent scratching or chipping.
  • Invest in custom packing foam pieces and boxes.
  • Color coding boxes or clearly labeling locations will reduce the amount of moving between spaces.
  • Using straps and cords to hold items in place during transport is a must.
  • Stack from floor to ceiling with heavier items on the bottom.
  • Stack like-sized and similar material boxes together of load integrity, but keep the bottom layer square and level.
  • Load heaviest and bulkiest items first and against the walls to distribute weight more evenly.

Does Your Moving Company Use Contractors or Employees?

Before hiring your moving company, be clear on whether they use contractors or employees. There are some potential problems if they choose to rely on contractors. Moving insurance-as offered by the company or movers- may not cover contract labor claims or damages. There may also be a lack of experience and training in contracted labor, as well as no background check on file for the individual. Concerns with the move may also not get addressed properly and timely or with the assurances originally offered by the moving company.

Ready to Get Started with Your Move?

The moving process is generally a drudgery, but timelines will make the entire process flow more smoothly. Begin looking for quotes at least six months in advance of your intended move date, but it is best to start the search and nail down finalities as soon as possible. The longer you wait, the less strategy and planning happens while prices often rise.  Schedule the move when it provides the least disruption for your customers or clients.

Realistically, it will take about four weeks before feeling somewhat settled in the new office space. If you have properly labeled everything, unpacking will be less chaotic and should move quickly. Having a layout map for the moving team will have all materials and furniture in the right space, and employees can begin to task of re-organizing. Having your IT services ready to go will help establish some continuity between spaces, and keep services functioning while the other details are figured out. The following will help unpacking go more smoothly:

  • Employees have their own, clearly labeled boxes to pack their own desk or office supplies.
  • Pack an essentials box. In this box, each employee should pack things essential to keeping on task and efficient during the transition and while the rest of the equipment or supplies are unpacked.
  • Label all elements of the move with both location and contents. Painters tape can be used to label furniture, while labels and markers can be used for boxes. Have labels clearly indicating the “who” and “what” of the box; the moving company will not be familiar with nicknames or office generic locations.
  • If possible, minimize the traffic in both the old and new space to avoid confusion and miscommunication when items are packed or unloaded.
  • Be sure all data and cable connections were tested prior to the move; this will help with unpacking office technology equipment and ensuring functionality.

We realize moving commercial spaces can be a big job, but Good Guys Moving is here to help. Contact us today to learn more about our services and get a quote on your moving project.