Moving an Office – Tips and Tasks to Ensure Efficiency

It has been said that moving a household is one of life’s most stressful events. Moving an office can be even more complicated. It requires a seamless transition so that the success of your business isn’t disrupted. Big Foot Moving & Storage, Inc. appreciates the magnitude and uniqueness of this type of relocation. There’s a lot to do for an office move; the earlier you start planning, the greater the chance you have of achieving the smooth move your company expects. We compiled a short list of preliminary tasks to assist you. A more detailed office relocation checklist is also available on our website.

1. Form a relocation team of employees. A project leader should be identified to spearhead the move. The project leader may distribute tasks so there is a point person(s) for each area of the move such as technology, vendors, employee communication, etc. Schedule regular meetings with this team of liaisons to review project status.

2. Create a budget. Define a budget in advance and have funds available for unexpected costs that may arise. In addition to standard expenses such as labor, will you need to purchase any special permits or documentation?

3. Identify a schedule. Start reviewing your options 9+ months prior to your lease expiration. If you are renting company space, will your move date coincide with the lease end date? If you wish to leave the space earlier, discuss your options with the landlord. Consider a buffer for packing and moving office furniture and equipment so as not to extend the lease. The most popular time to move is in the summer, which also makes it the most expensive. Additionally, although it may be necessary to move after normal business hours or over a weekend, this may incur extra fees.

4. Consider current processes and deadlines. How will you align these processes during the relocation? For example, how will you arrange deliveries? How will active projects be handled? In an effort to avoid any delays because documentation and/or equipment is inaccessible during the move, plan a short break period and communicate this to all staff and clients.

5. Hire a professional moving company. Working with the right office moving professionals is an important must-do for any company thinking of office relocation. A professional moving company will guide you through the process, save you money in the long run, and ensure you don’t make any critical mistakes during your move. Obtain several estimates to evaluate cost and action plan. Check the movers’ licensing, reputation, working history, and read reviews. Personal recommendations are the best means of finding the right moving company. Some of the most trusted feedback can be obtained from the property manager or real estate agent that may be assisting your business relocation.

Big Foot Moving & Storage, Inc. offers top-quality office relocation services to our clients in the Boston area and beyond. Big Foot Moving & Storage offers the commitment and expertise to complete any size office move smoothly. If you’re feeling overwhelmed with planning your company’s relocation, give us a call at 781-488-3090 to get a free business moving quote.

When is the Best Time for a Commercial Move?

Timing plays an important role in a commercial relocation for several reasons, with budget and availability at the forefront.

Considering most people move during the summer months, this is the busiest time of year for moving companies. May through September is considered peak season, during which time moving companies are booked far in advance and may command higher rates. Summer not only affects a moving company’s scheduling and resources. It may also impact your staff availability because employees generally take advantage of the summer months for vacation.

Pricing and scheduling options may be favorable in the off-season. In the slower months, (September to April) many companies will offer reduced rates in order to stimulate business which is economical for your office move. Scheduling a move in the off-season also allows for more service date options and availability of additional resources or team members should the need arise.

In addition to scheduling in the peak or off season, you should consider mid month and weekday timing specifically. If your company operates on a standard Monday through Friday basis it may seem logical to move on the weekend. This may limit downtime but it may also be more difficult to gain employee participation. Employees may be more likely to assist in the move during weekday hours so consider moving in the middle of the week. This tactic will also allow for more flexibility with the movers’ schedules. Furthermore, aiming for a mid month move may be beneficial as moving companies generally have more availability.

If there is no way around a summer move, or even one in the beginning or end of the month, start planning as soon as possible so you may secure a reputable moving company for a seamless relocation.

To summarize the importance of timing:

  • September through April will offer the best rates
  • Mid-week moves may result in greater employee contribution
  • Business is slower in the middle of the month which may lessen disruption
  • Off-season moves offer greater flexibility and more resources

Preparing Computers for a Move

When preparing for a move, your computer is one of the most valuable things you will pack. Before moving your computer, however, there are several important preparations you should make to protect your data and equipment. The full-service moving and storage professionals at Big Foot Moving & Storage offer these tips for preparing your computer.

Back up all files. This is the most important thing you can do before a move. You can choose to back up files in any number of ways. The method you use for backing up your files will largely depend on the amount of data you have stored on your computer. Choices include burning all of your files to CDs or DVDs, or transferring them to flash drives. An external hard drive can also be an ideal way to back up your data, particularly when there is a substantial amount. Big Foot Moving & Storage recommends that you do not store these back up files with the computer; rather pack them separately with any other system programs.

Remove any disks. Check all drives for CDs and other inserted computer components. These should be removed to prevent them from being damaged during the packing process. Pack CDs in their original cases in well-padded boxes.

Shut everything down. Many of us are in the bad habit of leaving our computers on all the time and just letting them fall asleep. When you are preparing to move your computer, however, it is necessary to perform a proper shutdown.

Find the original packaging. The best way to pack your computer for a move is to put it back in its original box. Computers come packed with all the appropriate cushioning and support they need to be safely packed, shipped, or moved. If you cannot locate the original packaging for your computer, make sure to pack it with adequate padding, such as foam core, packing peanuts, paper pads, etc… before sealing it up.

Take care of separate components. When packing your computer, be careful of all the extra wires, printers, and other components that also need to come with you. Remove ink and paper from printers, unplug all wires, and pack associated computer components in their original boxes if possible. Big Foot Moving & Storage will provide large keyboard / parts bags to ensure all the miscellaneous items, wires, etc… will stay together for each workstation.

Choose responsible movers. Your computer is one of your most valuable possessions. When it is time to move it, choose licensed and responsible moving and full-service storage experts, such as the team at Big Foot Moving & Storage, Inc. Experienced moving and storage professionals can help you to properly pack and protect your technology.

What Order Should I Pack My Office In?

One of the difficulties of packing an office, whether it is your home workstation or an entire business, is that you likely need to keep working throughout at least some portion of the process. Try these tips from Big Foot Moving & Storage, Inc. for packing your office while maintaining productivity.

Remove Decorative Components

Decorative items such as paintings, posters, or small statues may be taken down and packed first. While these items make the office a pleasant place to work, they play no role in actual functionality.

Organizing the Files

In most modern offices, the contents of the filing cabinets exist primarily for record keeping, as opposed to day-to-day productivity. Gather filing boxes and transfer the contents of the cabinets to these boxes. Make sure to clearly label what cabinets the files have come from and what files are inside the box to make the unpacking process easier.

Boxing up Books

Books fall into a similar category as files. While they may sometimes be used for reference, your office likely doesn’t turn to them every day. Pack books early into small boxes to keep the weight limited. Bookshelves can be taken apart and packed at the same time as books.

Packing Your Desk Contents

Your desk and chair will likely be some of the last things to get packed, but the contents of your desk can largely be stored away in the middle of the packing process. Leave yourself with just the essentials – a few pens, a stapler, and a notepad – and pack or donate the rest. Most of your work is likely done on a computer anyway.

Moving Computers and Other Technology

Other than your desk and chair, your computer, the office printer, and your phone are likely to be the last things you pack up before a move. The first thing to do before packing up your computer is to back up all data. After that, technology should be carefully packed, ideally in its original boxes with appropriate padding and protection.

Desks and Chairs

Finally, your desk and chair should be packed. Be careful of desk components such as a glass top layer that may need extra protection during the packing process. Responsible movers like the professionals at Big Foot Moving & Storage, Inc. will use furniture pads to cushion desk pieces during the move to prevent damage.

Office Moving Tips and Tasks to Ensure Efficiency

It has been said that moving a household is one of life’s most stressful events. Moving an office can be even more complicated. It requires a seamless transition so that the success of your business isn’t disrupted. Big Foot Moving & Storage, Inc. appreciates the magnitude and uniqueness of this type of relocation. There’s a lot to do for an office move; the earlier you start planning, the greater the chance you have of achieving the smooth move your company expects. We compiled a short list of preliminary tasks to assist you. A more detailed checklistis also available on our website.

  1. Form a relocation team of employees. A project leader should be identified to spearhead the move. The project leader may distribute tasks so there is a point person(s) for each area of the move such as technology, vendors, employee communication, etc. Schedule regular meetings with this team of liaisons to review project status.
  2. Create a budget. Define a budget in advance and have funds available for unexpected costs that may arise. In addition to standard expenses such as labor, will you need to purchase any special permits or documentation?
  3. Identify a schedule. Start reviewing your options 9+ months prior to your lease expiration. If you are renting company space, will your move date coincide with the lease end date? If you wish to leave the space earlier, discuss your options with the landlord. Consider a buffer for packing and moving office furniture and equipment so as not to extend the lease. The most popular time to move is in the summer, which also makes it the most expensive. Additionally, although it may be necessary to move after normal business hours or over a weekend, this may incur extra fees.
  4. Consider current processes and deadlines. How will you align these processes during the relocation? For example, how will you arrange deliveries? How will active projects be handled? In an effort to avoid any delays because documentation and/or equipment is inaccessible during the move, plan a short break period and communicate this to all staff and clients.
  5. Hire a professional moving company. Working with the right office moving professionals is an important must-do for any company thinking of office relocation. A professional moving company will guide you through the process, save you money in the long run, and ensure you don’t make any critical mistakes during your move. Obtain several estimates to evaluate cost and action plan. Check the movers’ licensing, reputation, working history, and read reviews. Personal recommendations are the best means of finding the right moving company. Some of the most trusted feedback can be obtained from the property manager or real estate agent that may be assisting your business relocation.

Big Foot Moving & Storage, Inc. offers top-quality office relocation services to our clients in the Boston area and beyond. Big Foot Moving & Storage offers the commitment and expertise to complete any size office move smoothly. If you’re feeling overwhelmed with planning your company’s relocation, give us a call at 781-488-3090 to get a free business moving quote.