Whether your lease is up or a new location will benefit the team, office relocation is a big task. You have to handle sensitive client documents and expensive equipment, not to mention deal with employee questions and concerns. The best thing you can do is enlist the aid of a professional office moving company as quickly as possible – especially if you don’t have much time.
Step 1: Collect a List of Movers
You essentially have two options when it comes to collecting names of movers. First, you can ask friends and family members for companies they’ve worked with previously. Because most of us have moved a time or two, this should generate some ideas for you.
You can also conduct an online search for area movers. One crucial difference between residential and commercial moving is this: you want to get at least a few references from any professional movers you speak to. Office moving is vastly different from moving house. It’s therefore crucial to ensure the company you consider hiring is reputable, and although time isn’t on your side, it’s worthwhile to carve out an hour and contact the references they give you.
Designate an In-House Moving Coordinator
If your schedule does not permit you to make contact with movers and then reach out to references, you might want to name a team member as the moving coordinator. He or she can carry out these tasks for you, especially if their schedule is lighter than your own.
Step 2: Know the Details of Your Move
Before you can start contacting moving companies, you need every detail of the items you’re moving. This means scouting each room, cubicle, closet, and office. Don’t forget the basement and attic, if applicable. Again, a moving coordinator would come in handy for this purpose.
The more information you can provide to the moving company, the more accurate your quote will be. In addition, you’ll speed communications along by answering their questions about furniture, materials, and supplies that need to be packed. Additional details, such as needing to move between specific hours or on certain days, must also be disclosed.
Step 3: Ask Questions of Each Office Moving Company
Once you’re on the phone with a mover, you want to ask all the questions you can so you don’t have to take time for additional phone calls. It’s in your best interest to make a list of important questions and jot down answers from every company you speak to. This will help you quickly refer back to information so you can make an educated decision.
Questions to ask include the following:
- How long have you been in business?
- Are your movers background checked?
- Are you licensed, bonded, and insured?
- What is your policy in working around our employees?
- What is the timeline for moving an office of our size?
Step 4: Schedule Estimating Appointments
With office relocation, many professionals want to see what needs to be moved for themselves. They’ll also use this time to provide you with a quote. It’s imperative you let them know you have a very limited window of time. If they can’t work with your schedule, you can skip the need for an estimating appointment and go on to the next company.
At the end of each appointment, you should receive the following information:
- The company’s name and respective doing business as names
- Contact phone numbers and email addresses
- The written and signed quote
- Name and contact information for references
- USDOT license numbers
Step 5: Compare and Decide
You’ve met with the movers and received substantial information from each. Now it’s time to review and decide. If your company is making this decision as a team, you’ll want to meet uninterrupted so you can compare each option. If you’re doing so by yourself, making your decision sooner rather than later will help ease your stress.
Keep in mind that quotes shouldn’t be the only factors in your decision. You can eliminate excessively high or low bids, but it’s also important to look at references. Former clients can tell you what it’s like to work with a mover and whether or not they would recommend them. Once your decision is made, schedule the move day with your chosen company as soon as possible. This will ensure you get the date you need.
Change is a part of life, and sometimes, that means packing and moving. An office poses different obstacles than a home, but the goal is the same: to safely and efficiently deliver your belongings. For help with this decision and additional information about moving your office, contact Family Movers Express today.