Corporate Moving Guide: How to Keep Costs and Stress to a Minimum

Corporate Moving Guide: How to Keep Costs and Stress to a Minimum

Corporate moves can be big and costly. If you’re looking for a mover to handle your company’s relocation to a new office environment, there are a few tips that can help you keep costs and stress to a minimum.

The number one thing you can do is to shop around. Corporate movers are going to be more expensive than residential movers- this is a proven fact, and it makes sense considering the size of the job. Your best bet is to begin your search among companies that specialize in corporate moves. Don’t ever hire a straight residential mover to do a corporate job- it does require special training and expertise.

Ask around. If you know of any local businesses that have recently moved, feel free to call them up and ask what mover they used and what kind of experience they had. Some corporate movers operate on referrals, so you shouldn’t have any problem getting the information. Make a list of what corporate movers are operating in your area before you start setting up estimates.

A good corporate mover will insist on coming out to your office to give an estimate. They’ll need to see how many offices you have, what kind of furniture comprises them, and what the layout of the building is like. Corporate moving companies will also ask you questions about how much will be packed up by employees beforehand, and how to deal with sensitive paperwork and files. All of these areas of expertise are reasons why you need an experienced corporate mover.

Be prepared to deal with certain areas of the move yourself. Have your employees pack up (and even move) their personal workstations. Leaving things like chairs and filing cabinets for the movers is fine, but you can save a lot of money by having employees put their personal papers and even their computers and monitors into their own cars. Let the mover know that you’re handling these things yourself, and it should greatly reduce the amount of your estimate.

Finally, be prepared to deal with sensitive documents carefully. If you have customer information, payroll accounts, or other types of private paperwork, it should be moved inside locked storage boxes or handled by employees and yourself. Leaving these things open to the movers is unprofessional. A reputable corporate mover may even ask you to pay out extra insurance premiums if you have not properly secured your files.

Hiring corporate movers means that the workers are most likely on a tight schedule. You should plan your office move several weeks in advance, and make sure that all employees have their things in order before they leave the office the day before. Having various employees running around securing belongings as the movers are trying to work will increase the hassle, take up extra time, and possibly increase your costs.

Make sure everything is clearly labeled. Sit down with the movers ahead of time and provide them with a blueprint of your new office. Corporate movers should be prepared to move cubicles and office desks into the right areas of your new space. But in order to do so, they’ll need a map and labeled items. Give each area of the new office a letter/ number combo- A1, A2, for example- and ensure that the desks that belong in that area are labeled. This will also help if anything gets put in the wrong area during the move.

Finally, slate at least one work day for the move. Employees can and should come to work to help with the move, but don’t plan on much work getting done. Even after the movers leave, the employees will have to hook up their systems, get their phones turned on, and organize their things. A Friday is an excellent day for corporate moves- but it’s also a popular one. So hire your movers well in advance… and start planning as early as possible. With a little forethought and a reputable mover, your corporate move should be a positive experience.

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