The commercial moving process is much more complex than a residential move. This is due to larger equipment and more items. It is best to interview several companies and get comprehensive quotes. They should conduct on-site assessments to survey the relocation site and provide accurate estimates. Then, they can make sure everything is planned properly.
1. Preparation
A commercial move requires a lot of planning and preparation. Whether you’re moving offices, a retail business, or a warehouse, there is a lot to consider and get done. A comprehensive list of tasks and a timeline will help you avoid costly mistakes and stay on schedule throughout the process.
Start by notifying your employees of the upcoming move. This should be done as soon as the decision to move is definite. Ensure that your employees understand the reason for the move, and schedule in-person meetings or online webinars to address any questions. It’s a good idea to downsize your office before the move, so that you don’t have to bring everything with you.
Work with a reputable office move company to create a timeline that will best suit your needs. They will provide you with the necessary supplies and equipment to handle the job safely. Make sure you have enough boxes and other packing materials, as well as markers for labeling. Also, consider if you need any short- or long-term supplemental storage.
It’s important to review your existing lease to determine if there are any requirements that must be fulfilled before you can move out. For example, you may be required to give a certain amount of notice before cancelling your contract. Also, you should take the time to document or photograph any damage or wear and tear that you will be responsible for upon vacating the space.
2. Planning
While moving isn’t something most people do on a regular basis, a commercial move is much more involved. The process is usually more in-depth and requires a specialized team to take care of the entire project – especially if you’re moving office equipment like computers, printers, servers, photocopiers and other electronics.
If you’re planning a commercial move, start by creating a detailed checklist of everything that needs to be done and when. This includes figuring out when the phones need to be disconnected, when desks need to be cleared, and so on. It’s also important to communicate with your employees about the move well in advance so they know what to expect and when.
Choose a reputable commercial moving company that has experience completing large-scale relocations and can work around your business’s schedule to minimize downtime. Make sure they have the proper licensing and insurance coverage for handling your property and that their movers are background checked. It’s also a good idea to request a full list of equipment that will be moved, including the condition of each piece, to ensure nothing gets damaged during transit. You may also need to secure short- or long-term supplemental storage space to house your items until the new location is ready for them. This is something you can discuss with your movers when you set up your moving plan. They should be able to advise you of local options and help you find the best fit for your business.
3. Scheduling
Commercial moves require much more in-depth planning than residential moving. They can involve a lot more equipment, furniture, and other materials. This requires a team of professionals who are familiar with handling and transporting these items. It’s important to hire a company that specializes in commercial moving to avoid any mishaps.
If possible, schedule your move on the weekend or during the night so it does not interfere with business operations. This will allow employees to focus on the move and reduce interruptions in service. In addition, it will give the movers more time to prepare and complete the job without having to rush through it.
It’s important to create a list of all items that need to be moved and share it with the entire staff at least a week before the move. This will ensure that no item is left behind and allows the movers to provide an accurate estimate.
Also, it’s important to communicate the move to customers so they can expect interruptions in service or delivery. This will prevent them from canceling their service and will give them time to find another provider. Lastly, it’s important to notify local partners, affiliates, and suppliers so they can adjust their schedules accordingly. Moreover, this will help you maintain good relations with them and avoid any misunderstandings or issues that could arise during the relocation. Generally, companies that start the preparation process earlier tend to have a more seamless and less stressful relocation.
4. Packing
Commercial moving requires more than just boxes and a truck. It involves large equipment, office furniture, bulky items and sensitive data. Professional movers have the skills and expertise to pack items for a business move and ensure everything is safe and secure during transportation. They can also plan a move to minimize disruptions and keep things running smoothly for your staff.
When it comes to packing, the key is to keep items tightly wrapped. Foam pouches are a great option for smaller items, such as glasses, mugs and plates. Choose the larger sizes for large, heavier items, such as TVs and picture frames. If you can’t find the right size, wrap them with a sheet of bubble wrap or packing paper for extra protection. Make sure to use packing tape to secure the pouches and keep them closed during transit.
Packing paper is inexpensive and easy to use for wrapping dishes, cups, bowls, pots and pans, as well as small electronics, pictures and art. It can also be used as filler to prevent items from shifting during transport. Alternatively, consider purchasing dish barrels, which are specialized boxes that have an interior with formed partitions to hold plates, mugs and cups securely. Don’t forget to get a roll of labeling tape, such as heavy-duty packaging tapes, to reinforce and seal the boxes. Write clearly on your labels with waterproof markers to protect them from rain and smudging.
5. Transportation
In a commercial move, it’s essential to make sure that all items are safely transported and secured. A reputable moving company will work with you to create a customized plan that fits the specific needs of your business. They will work to minimize downtime and ensure that your business can continue operating while the relocation is taking place.
Commercial movers operate on a much larger scale than residential movers and have specialized expertise in handling large office furniture and technology. They understand how to pack and move these items without damaging them, as well as the intricacies of disassembling and reassembling office furniture and equipment. They can also handle the logistics of a large move, including coordinating with vendors to provide delivery and installation services.
A reputable commercial moving company will take the time to survey your property and assess the weight of your shipment. This information will be used to create an estimate and determine pricing. A survey typically involves visiting your home to complete a thorough inventory of all the items that need to be moved. Professional items, such as flight suits, are generally excluded from this estimate, and may be weighed separately from other items in the shipment.
Another consideration when choosing a commercial mover is their liability coverage. This is a key part of any moving contract and will protect you in the event of damage or loss to your items. Ask your mover for more details about their insurance policies to ensure that you are fully covered in the event of a problem during the move.
6. Setup
A successful commercial move requires a team of people and the proper planning to ensure everything goes smoothly. The key to this is consistent communication. Make sure everyone is on the same page regarding their duties and responsibilities throughout the process, such as cleaning desks and packing items. You can also delegate specific tasks to different departments if needed. This will save you time in the long run, especially if the department leaders are responsible for scheduling, hiring and paying movers and other commercial moving services.
It’s a good idea to start strategizing your commercial office move as soon as the new lease is signed. This will give you the energy to overcome any unexpected challenges that may come up along the way. It’s also a great opportunity to start making the necessary adjustments to your office. For example, labeling cords and cables to avoid tangling and wrapping monitors in blankets are simple ways to save space during the move. Getting your IT department on board is another important step as they can handle technical equipment and connections like internet, phone and platform transfer.
It’s also a good idea to notify any vendors who work with your business, such as paper suppliers, utilities, and subscription services. It’s important to alert them early and provide them with your new address, so they can update their records. You should also inform your clientele of the move, if applicable. You can do this by email, social media or by putting signage on your building.