Organizing an office move in five easy steps
Office relocation is usually more stressful than a residential move. A residential move is usually more flexible in terms of timing and unpacking schedule. Most individuals and families have some flexibility in their schedule and are willing to work with the moving company in terms of determining an acceptable moving date, start time, end time, and unpacking. When you are moving your office, you have much less choice in these matters. You want your office move to take place over the weekend so that business will not be disturbed. To make sure that these tasks happen in an efficient and cost-effective manner you need to hire a trusted moving company that has expertise in office relocation in NYC such as commercial moving companies NYC. For this reason, here are a few tips for organizing an office move.
What do you need to do when you are organizing an office move?
An office move is very different from moving your home. However, the moving process is almost the same. You will need to go through the same steps of moving preparation and find good movers. Only in this case when you are moving your office, you must find a moving company that has commercial moving in their services. Now, you are probably wondering when you should start looking for a moving company. Well, the answer is the same as for any move and you should start looking for them at least one or two months in advance. Additionally, you should ask the following questions before you hire your office movers:
- About their experience
- Their services
- Moving estimates
- IT and phone setup services
The first step in moving your office is to prepare
Planning and hiring the best movers Brooklyn are two of the most important parts of an office move. You need to be up and running ASAP. Preferably, having everything back to normal in your new office on Monday. If you are back in business and making money on Monday morning then you can consider your move a success. The more preparation and planning you do in advance, the better chance you have of achieving this goal. In order to save time, make sure you are very familiar with your new location and offices. Ask the new building management company for time to come in with your team and measure the new space carefully. Make sure that all of your furniture and equipment actually fit in the new space. If you see that some of the equipment does not fit when organizing an office move, you should disassemble them first.
Find a good moving company for your office relocation
Moving your office alone without professional help is not a good choice. Just like your business offer professional help to your clients, you also need professional help from a moving company for your move. As your office business is not related to relocation services, you are an amateur in this business. For this reason, your next step in moving preparation is to find a good and reliable moving company. There are a couple of ways how to find a good moving company. You can ask for a recommendation from people that you know and trust. If they know a certain moving company or even worked with one, that should be the first moving company on your list. You can also find a list of moving companies online and select ones that have good reviews and services that you need such as small office movers NYC.
The next step is to do an inventory
It is very hard to keep track of all of the equipment and furniture in a medium or large office. The only way to control the flow of equipment to your new space and verify that everything got there, is to create an inventory of your office equipment. The best way to do so is by giving inventory sheets to your employees and having each employee create his/her own inventory list. The team that coordinates the move should create an inventory list of general office equipment that does not belong to a specific person. IT personnel should create an inventory list of their equipment etc. Additionally, you should also do declutter some of your office supplies as well. You certainly have office items that you don’t use anymore or are not working properly.
Moving an office is a group job
You should make an exact floor plan for the new seating arrangements and the new equipment hubs. Make sure every one of your employees has a copy of the plan and knows exactly where he/she is going to sit in the new space. Moving your offices is usually quite a complex ordeal. Don’t try to do everything yourself. You should also delegate duties and chores among your team members. IT people need to be in charge of moving their equipment and setting it up in your new location. Management roles need to help organize their departments and make sure that they are ready to perform their duties as quickly as possible after the move. Appoint an internal person to be in charge of the move and the communication with the moving company, building management, etc.
Have enough packing materials for your office belongings
Packing your office is always time-consuming and labor-intensive. Make sure that you provide enough packing boxes, tapes, packing paper, and bubble wrap to your employees. As a rule of thumb, ten boxes are probably enough per employee. Talk to your moving company before starting to pack and get their advice on how to pack different types of items properly. Make sure that your employees label all of their boxes properly. Labeled boxes are much easier to distribute and unpack in your new office. The following information is usually useful when you move to a new office. Label the outside of your moving boxes with the following information:
- Your first and last name
- Cubicle # or location in new space
- General Contents Description
How to pack your office belongings?
Packing an office is the hardest part when organizing an office move. Offices usually have tons of items in different shapes and sizes. It’s not easy or simple to pack them, especially if your office is huge with multiple desks and technology. For this reason, you should make a packing plan and decide how you are going to pack your office. You can either plan that every employee packs their own desk or that one person only packs documents while the other packs books, etc. Additionally, you can hire professional packers to pack your whole office or just some parts. When packing items such as books or paper, you should choose middle-sized cardboard boxes and avoid putting these types of items in one huge moving box. Important documents that have personal information should be only packed by you or by your trusted employees.
Don’t forget to dispose of unwanted items
You and your employees will find many unwanted, unneeded, expired items that your company does not need. For this reason, decluttering is a very useful step in an office move. Therefore, you should declutter all office items that you don’t use anymore. This goes also for outdated IT equipment such as old printers, outdated copier machines, or even old telephone systems. Moving is a great opportunity to introduce new and improved technology to your company. After determining the disposable items sell them by contacting companies that specialize in sales of old office equipment, donate them to a non-profit organization and get a tax exemption for the value of your donation, let employees take unwanted equipment home or send them to a reputable e-Cycling company. Do the same with unwanted office furniture.
Find out about the building rules of your new office space
Every building has its own rules that you need to follow. You should contact the manager of your new office space and find out if there are any special rules you need to follow. Sometimes, you can only move your office items during non-business hours or weekends. Also, you might need to make a request or send a notification to your new landlord. However, if you are moving into your own building, then this doesn’t apply to you. But, if you have tenants in your building, you might want to notify them about possible noise during relocation. Organizing an office is a big project that doesn’t only affect you, but also your employees and customers.
Professional moving companies have done this many times and will be able to solve many of your issues before they become problems. Saving you time, and money and making sure that you can continue your business uninterrupted and be effective from the first day you start work in your new location.
Frequently Asked Questions
At U.Santini Moving & Storage Brooklyn, we've earned our reputation through honesty and transparency. We're here to address all your questions and provide peace of mind as you choose our moving services in Brooklyn.
What are your working hours?
We are open from Monday to Friday, 7:30 AM–5 PM, but feel free to contact us through our contact form anytime. We'll get back to you ASAP.
Does U.Santini Moving & Storage offer insurance?
Absolutely! We offer various types of insurance to protect your belongings, including a full replacement option. The cost depends on how much your things are worth and the deductible you choose.
How soon should I schedule my move?
It's a good idea to book your moving company at least 8 weeks before your move. If you're moving during the holidays or in the summer, it's best to schedule it 12 weeks ahead. But if your move is between September and May, you can often book movers with just 2 weeks' notice. The key is to secure your moving crew as soon as you have all the details about your move.
Do you provide packing supplies?
Yes, we do. Along with the necessary boxes and packing materials for your move, we offer various 'Saver' packages tailored to the size of your home. If you don't use all the boxes you purchased, you can return them to our team after the move, and we'll refund the unused portion.
What type of storage do you offer?
At U. Santini Moving & Storage Brooklyn, we offer complete storage solutions in climate-controlled units. Our units are monitored 24/7 to keep your belongings safe, whether you need short-term or long-term storage. We even provide storage options for very short durations, including as little as 24 hours.