While moving your offices to a new location can often be exciting, the exact act of moving rarely is. You have to be prepared for all sorts of logistical issues and be ready to deal with any problem that comes your way. In some cases, these issues can be minor inconveniences, but in other cases, issues could end up costing you hundreds, or even thousands of dollars. In this article, we’re going to give you a few tips to make sure that your moving experience goes as smoothly as possible.
Donate or Store Anything You May not Need Immediately
This is a great time to let go of things like outdated phones or computers, obsolete or redundant equipment, printers, copiers or office furniture. There is no reason to pay more when moving by wasting weight on items that you don’t have a use for. You can always give the items away to charity and get a tax write off out of it. Plus, you’ll get to know that all that equipment didn’t go to waste.
If you have large pieces you think you may need at some point in the future though or think you could move on your own later, then you could consider putting them into storage. This will allow you to save on moving costs or have a place to store them until you can find someone to take them off your hands if you do decide to sell them.
However, before you decide on a storage company, there are a few things you have to consider first. The most important part is security. Make sure that the company has the proper security measures in place. Also make sure that the units are protected against pest infestations, are easily accessible, and check whether they’re offering specials and discounts for new tenants. If you want to learn more about how to pick the perfect storage space for your business, click here.
Pack Early
If you happen to be doing the moving in-house, then you have to make sure that you are thoroughly prepared and start packing early if you want to avoid issues. Too many people underestimate the total amount of time it takes to make an inventory of everything you may need and which things to disregard. If you were thinking in terms of days, try to make it weeks. You can never be too prepared and the sooner you start, the easier it will be for everybody. And if you want to reduce your overall packing costs, then consider buying a few used packing supplies and boxes.
Contact Movers Early
If, on the other hand, you decide to work with a moving company, you have to contact them as early as possible as well. If you can, try to get in touch with them at least one or two months before the move. And when picking a moving company, make sure that you look at as many companies as you can and get multiple quotes. Make sure that they can give you an on-location estimate as well. If a particular company refuses to do so, you might be dealing with a bad company or a broker, so be aware of that.
Also, make sure that you ask them what kind of insurance they have and ask for proof. The company you’re thinking of hiring should offer workers comp to their employees, or you might actually end up being liable in case any of them suffers an injury during the move. Also, know that moving companies will not care about making decisions for you and will pack everything you ask them to without asking questions. They’ll even move refrigerators with food inside or trash cans full of garbage in some cases, so make sure that you take care of this first before you move anything.
Make Sure You Number and Mark the Boxes
Make sure that you clearly mark your boxes just in case you might need to unpack something important right before the move or once you get there. But make sure you mark them on all sides, or else you might have trouble locating them. This is especially important if you have tons of boxes. If you have hundreds of different boxes and don’t have a numbering system, then you’re increasing your risk of losing something, especially if you’re working with a moving company. If your boxes are clearly marked and numbered, with an inventory of what they contain, filing a claim will be much easier if something happens to be missing.
How to Deal with Computer Cables
This is one of the most tedious aspects of packing, but one you’ll have to address properly if you don’t want to deal with tons of missing cables once you get to your new location. If you want to facilitate the task, make sure that you remove all of your computer cables at once and pack them separately in Ziploc bags. Make sure that each Ziploc bag is for a different computer and clearly mark which one on the bag.
Dealing with Computers and Monitors
Computers and monitors also have to be moved carefully and will need some special attention. Make sure that each monitor is wrapped individually with either bubble wrap or thick moving blankets and taped. They should not be packed in boxes and you should always make sure that no tape comes in contact with them.
“Parking” your hard drives can be a good idea but you might still lose data during the move if any of the computers end up getting banged up. Computers should also be wrapped into moving blankets and taped to reduce the chances of damage. If you want to save your data, it would be wiser to invest in removable hard drives or using an online cloud service to store your data while you move.
Moving Electronics
Do not neglect electronics either and make sure that you take the proper precautions to make sure that they do not get damaged during the move. Make sure that you remove any cartridge that may still be in your printers and tape down scanner lids and any covers. And also make sure that you follow the proper procedure when moving printers, copiers and fax machines since or you could void your warranty by moving them improperly.
Make Sure You Have Coverage
If you decide to rent a vehicle for the move, make sure that you have the proper insurance coverage. While some private insurance companies will give you coverage in case damage is made to the truck, many will not cover you if you happen to get in a road accident while driving a rental truck. Be aware of that. And if you decide to opt for a company, also make sure that you are covered in case of any damage to your property.
Make Sure that You Notify Important Contacts of your New Address
You also have to make sure that your contact information is updated wherever it is displayed. This means stationary, your website and your business cards.
But the first place you should be concentrating on is your website. It’s also one of the cheapest and easiest things to update. Making sure that your contact information remains consistent is essential for your local SEO efforts, so make a full inventory of places where your address can be found and make sure that you switch them back to your new address if you want to avoid confusion. Any type of incongruence with your contact information will have a direct effect on your local search listings and could end up costing you at the end. Make a list of all the people you’re currently doing business with and places where you advertise; this will ensure that you don’t forget updating something that might be important.
Tell your clients that they need to update your contact info to make sure that any payments are now sent to your new location as well.
Make Sure that Everything is Checked on Your Checklist
The only way to make sure that everything is done is to have a clear checklist and double check it at the end to make sure that everything is done. You should have a clear rundown of the items needed as well as a clear unpacking plan as well. Having an unpacking plan in addition to a packing plan will make putting your office back together much easier. Also, make sure that you check at least a week prior to the move if the internet and phones are working in your new location, you have all the permits needed and that signs are up among other things.
Conclusion
Moving your business can be done without issues if you have a clear plan in place and are ready to follow through. At the end of the day, being organized and knowing how to use the resources available to you will make the difference between a smooth move and a nightmare.
