Office moving can be challenging. If you are the “office moving coordinator,” you have many things to take care of to ensure that each employee is moved successfully. After you have decided to move and you know where you are going, follow these 8 steps to have a successful office move.
1. Start by getting at least 3 on-site estimates from local moving companies.
Office moving coordinators should always call and arrange an on site estimate with a local mover. Things such as number of rooms to be moved, number of flights of stairs, elevators, and the time of day your office needs to move will all influence your estimate.
2. Choose Your Moving Company Carefully
a) If possible, get a referral from someone you know about the moving company you are considering hiring.
b) Is the moving company familiar with the building you will be moving in and out of ? Do they know about any special circumstances associated with the buiding such as the managements requirements?
c) Be sure the moving company has liability insurance and worker’s compensation insurance. Some property mangement companies require these certificates prior to your move in date.
d) Compare pricing between the moving companies. Be sure you clearly understand all of the charges.
e) How does each moving company handle damage claims? Find out ahead of time what the moving company will do if something gets damaged or broken. Every company is different so compare each one.
3. Confirm your moving date at least 1-2 weeks ahead.
Call your local moving company and confirm your moving date and time. Also, find out how much time is required if you need to cancel or reschedule your move, and if there is a fee to do so. You will also need to provide addresses at this time.
4. Obtain moving boxes and supplies
Get organized about packing. Moving companies have a large variety of packing supplies available for your move. Many moving companies will deliver packing supplies to your office.
5. Prepare for your move
a) Have employees pack their desks. Office desks need to be emptied.
b) Employees should also pack lateral and wooden file cabinets.
c) Label furniture and boxes with employee name and office number.
d) Label new offices with employee name and number for placement of boxes and furniture. Supply your local movers with an outline of where furniture items should go in each room.
e) “System” furniture or “cubicles” may require additonal services to have them disassembled and moved prior to standard office furniture and boxes being moved.
6. Confirm payment method with your moving company
It is best to confirm payment and if any deposit is required when you schedule your move. This will give you plenty of time to work any details.
7. Two days before your move, confirm again your moving date and time with your moving company.
It is always reassuring to talk to your local moving company a couple of days before your move to confirm that everything is on schedule. If you have any questions, ask them now!
8. Upon completion of your office move, walk through your new office with your crew lead.
As the office moving coordinator, you should walk through your new office with your crew lead to be sure furniture is placed exactly where it belongs. It is always easier to rearrange something right then, rather than waiting until the next day. Also, ask to inspect the back of the truck to be sure all items have been unwrapped and unloaded.
Preparation and being organized are the keys to a successful office move.