How to Organize, Plan and Prepare for an Office Move

How to Organize, Plan and Prepare for an Office Move

1) How do we get started?

Moving a business is a collaborative effort and requires decision making at every level of your company. Start by organizing a move team of leaders who have access to all information about your firm’s operational, budgetary, and logistical goals. This committee along with management will determine the decisions, approval process, and communication methods for your move.

2) Who will manage our move?

Selecting a move manager from within the organization to be the key contact for the move will streamline and organize the many action items to come. This individual is needed to be the conduit for information needed by the associated vendors. Even if you decide outside help is needed for a move manager you will need this company contact. Additionally the use of move coordinators or department representatives to assist in gathering data is utilized on larger moves. This collaborative approach unites the team and will provide best results moving forward.

3) When do we contact a professional moving company?

Contacting a leading industry professional that specializes in the business of moving companies on a daily basis offer valuable information and should be interviewed as soon as you know you are considering relocation. Recognizing the challenges and budgeting for the event is a key element in deciding to relocate your firm.

4) Do we need outside help?

Leading asset-based moving companies offer a consultive approach to most moving scenarios at a fraction of the cost of other alternatives. As says C.E.O. of State To State Moving Company they employ full time consultants who move companies on a daily basis and have a broader experience level as a result. Move coordination services are also offered by commercial real estate companies, design teams, construction firms, furniture vendors and move consultants who typically have a fee based structure.

5) What information do we need to obtain a quote?

Service providers can provide a budgetary quote and will need the following information:

  • Basic scope of work and services needed
  • A detailed inventory of what is moving
  • Scheduling constraints and opportunities
  • Existing and new building insurance requirements and moving policies

6) How do we develop a move schedule that will allow our business to minimize downtime?

Moving a company has many action items that must be performed sequentially and some that can be performed simultaneously.Organizing these items into a schedule with the duration of each item will provide a streamlined and timely process that will meet your teams approval before the move occurs. We offer a consultive approach along with scheduling tools to make this job easier.

Moving is the last physical step in relocating a business but one of the most common mistakes a company makes is by waiting to consult with a professional mover first. There are many important advantages to contacting commercial movers in the process rather than at the end. Armstrong provides:

  • Knowledge of available consulting services and assistance
  • Organizational and scheduling tools and tips
  • Identification of Key Performance Indicators
  • Process mapping and measurement
  • Value optimization
  • Understanding of complementary services
  • Alternative pricing and direct buy approaches
  • Industry trends, implications and recommendations
Preparing your family for the upheaval of moving

Preparing your family for the upheaval of moving

When moving house there are many issues to deal with, from costs of solicitors, agencies, mortgages, deposits and all of the other things that cost loads, you then have to worry about the process of moving in to the place, with hiring removers, vans, packing everything, spending more money on all of that, and even when you have arrived there will be a few days or weeks where things are not settled and your life still feels a bit on edge as you try to make the house in to a home.

The likelihood is that you see this process as an important step in your life, and as the older people in the family, it is you who have taken the decision to go about uprooting the family and moving them to another place, and your mind will be focussed on the positives that you are planning on exploiting through the process. Your children will not have decided to move, they will have been told that they are moving, and when they are young this can be a rather troublesome idea, as there feels like a little place to turn. At a young age, a sense of a base, a home, somewhere that is completely safe is important, so having that taken away for some unknown other can be really difficult. You need to manage the move in a way that reduces the difficulties that your children feel in getting over the upheaval.

There are a few ways in which to ensure that your kids are feeling positive about the move. You must try to include them in decision making and planning, so that they feel like the decisions are being made with them, rather than for them. Simply asking your child whether they would like something positive that could come from the move could be enough, and pretending that they are making serious decisions is not difficult, but will help a lot. Including your kids on trips to see the new place will mean that they can see their new room and you can fill their heads with excitement at how the rooms will all look, which should mean that they are not considering the negatives of the process. These negatives are what makes the process seem like it is an attack on what they know, so as much as you can get the kids to feel like they are moving with you towards more fun and a better future, the better.

Preparing your family for the upheaval of moving

Spending time as a family during the stages of the move where things may be feeling a little more shaky is also extremely important. When your house is full of boxes, and the children don’t know where their toys are, and everything seems a little too chaotic to relax, you should retain the feeling of being as one as a family, otherwise younger kids will associate the move with a time when they felt lonely or neglected. This is obviously a terrible thing as the new place will be seen in a different light, that is if the new house is not enough of a distraction to shake such feelings, and the negative impacts could lat a lot longer than the move itself. There is no accusation here, just reminders that your kids will be very confused at the idea of moving away from a place they feel comfortable in, and will no doubt want to stay, so alleviating the stress induced by moving away is a great way to make them feel more comfortable with the process.

Guidelines for Moving to a New Place

Guidelines for Moving to a New Place

Find out your insurance options. Talk to your moving company and your insurance company. It’s easy to take a casual attitude about checking your insurance coverage and all the details that go with it. You have a lot of options with insurance, so check them out. You want to avoid potential difficulties and escalating costs, so make sure you have the right coverage.

Explain all the specifics of your move to the moving company. It’s always best to have the movers and packers come to your home or apartment to do an on-site estimate. But discussing the exact details is very important. Make sure the movers know what types of goods you have and other issues that may affect your move. If you don’t, you’ll end up having extra costs when the movers get there and realize you have items that are hard to pack or move.

Get a signed contract. If it’s not written and signed by the moving company, then they’re not responsible for it. If you don’t have written moving quotes, you’re open to extra charges with disreputable companies.

Is your mover licensed and insured? For local movers taking you within the state, the licensing and insurance is governed by the state. Interstate moves are handled by long distance movers, who are licensed by the Federal Motor Carrier Safety Administration. This is a division of the Department of Transportation.

You should get an “in home” estimate, if possible. A responsible moving company will never be contented with giving you a moving quote over the phone. If it’s at all possible, see if the moving company will come to your residence and give you a written estimate on your move.

Get multiple moving quotes. Just as you would do with any other major budget item, you should comparison shop. Some moving companies are more expensive than others. Base your decision on at least three moving quotes with different companies. Get in-home, personal estimates from these 3 movers, and discuss all the details of your move. Get him to include associated costs.

Find out about all of the charges. Many times, the moving company will begin to pile on charges as the job progresses. You need to know what to expect with these, to avoid argument and misunderstanding. You’ll want to look for several items in your written estimate, such as the cost of boxes, fuel, packing material, shrink wrap, and wait time. There may be other expenses, too. Make it clear to the movers that you want to know ahead of time about any extra expenses.

Don’t always go with the low bidder. Most of the moving companies you talk to will be pretty close in their estimates. If one gives you a low bid, say 40 or 50% lower than the others, run away. Unscrupulous home movers will deliberately underbid, and then make the money back by extra charges. They’ll even hold your belongings as ransom until you pay. Always, always review your moving quotes,  and get the in writing.

Check the moving company’s references. Most movers and packers will provide you with references. Just make sure you follow up on them, because often, the moving company will give you false references, gambling that you won’t call them.

Contact the Better Business Bureau to check on your mover. The BBB will often have a record on moving companies that consistently cheat people. When you have a list of movers you’re interested in, contact the BBB to see if there are any problems.

Things You Should Know About Insurance for Moving

Things You Should Know About Insurance for Moving

Most moving companies will carry their own moving insurance. However, it is often woefully insufficient. They carry limited liability, but it’s not enough to replace or repair much. You can purchase Full Value Replacement Protection from the mover, though, to cover your property with replacement value. Before you look into a third party insurance, check your own homeowner’s insurance policy, because it may already cover your belongings during the move.

The insurance offered by movers and packers is governed by Federal rules, while your insurance company will have to operate under state guidelines. So, before you hire movers, assess your personal need for insurance, and compare it to what you already have in place. Then, you’re all set to see what else is available.

Limited liability insurance is also known as “basic carrier liability-release”. It’s not worth much, and you pay per pound of household belongings. The usual rate is between .25 and .60 cents for each pound. You’ll find that long distance movers, piano movers, and local movers will charge by the pound for insurance. A much better choice over limited liability is the full-value replacement insurance. It’s a comprehensive policy that covers your goods while the home movers have them in transit.

In addition, be sure that your most valuable belongings are on the moving company’s shipping document as “Extra Ordinary Value Items”. If not, they may not be covered.

The moving company itself may offer third party insurance, but this is really a last resort. You’re much better off shopping around with other carriers. Premiums will be about 1% of the replacement value of your shipment.

Finally, see if your homeowner’s insurance will cover your household belongings while they are in possession of the movers and packers. Check out the details very carefully, because you don’t want the fine print to trip you up. Find out if there are any disclaimers or exceptions over what is covered for what amount.

Some more details to verify are whether or not your belongings are covered for both intra- and inter-state moves. Find out, also if you have coverage for exceptional value items. Also, will your insurance only cover your things while in transit, or while the movers and packers are loading and unloading. If you’re moving yourself rather than hiring a moving company, will your items be insured? If you do your homework, and make sure everything is covered regardless of what happens, the peace of mind you experience will be well worth the caution.

If you do, unfortunately, have to file a claim, you’ll have a 9 month period to file a claim, if your move was interstate. An intra-state claim may carry a different claim period. Regardless of what the moving company says, you should investigate your own insurance and information for your own particular situation, in your state. You’ll need to follow the guidelines set by your insurance company, and if you’re not satisfied, contact the Better Business Bureau.

FAQs Regarding Moving Process

FAQs Regarding Moving Process

What is the best schedule for my move?

Some moving companies are extremely busy, so your move should be scheduled well in advance of the moving date. You’ll also probably have to make a deposit to reserve the move date, and make sure the movers and packers will be available on that date.

What day of the week is best for my move?

Ask your moving company which days are best for them to make the move. Some days carry a bigger price tag, and it may change from month to month, so ask which days are cheaper for your move.

Will a moving company ship my car, too?

Your mover may or may not ship your car. If they don’t offer those services, you can find an auto transport company that will.

Can I get movers that will pack and unpack my things?

Yes. Most home movers offer packing and unpacking services. When you get your moving quotes ask that this additional fee is included. Other services also include disassembly and reassembly, transport, loading and unloading, and removal of debris are all services that should be included on your moving quotes. Your fee will take into consideration the amount of time needed to perform the job, and how much room your shipment uses in the moving truck.

What payment options do home movers accept?

You can make your payment arrangements at the time you reserve your moving date. Most movers and packers accept money orders, credit cards, and cashiers’ checks. Once the move is complete, your money order or cashiers’ check will be collected. If you use a credit card, it will probably be charged while your belongings are in transit.

Do I have to make a deposit with the moving company?

While most movers don’t require a deposit, they will ask for a credit card to secure the move. Cancellations are probably ok, as long as they happen well before 2 or 3 weeks before the move date. Be very sure to study your contract so that you’re familiar with the moving company’s policy about cancellation or date changes.

What do I do about damage and loss?

Make sure your moving company is insured and bonded. If your mover is insured, find out what his specific policy is. Usually, a moving company offers an option for additional insurance for moving. They usually charge by the pound. If you chose to do your own work, rather than hiring movers and packers, they will not take responsibility for any damage that occurs.

What is a BOL, or Bill of Lading?

You’ll have a contract between the moving company and you for the transport of your belongings. The receipt issued by the moving company is your proof of ownership. It is your evidence that the items belong to you, should there be any confusion.

What if I choose to move my things into storage?

Most moving companies offer moving and storage services for their customers. They will take your shipment to the storage building and load or unload for you. You must, however, check to make sure the storage facility will allow a moving truck access to the storage yard.

How long does it take for my things to arrive?

There are many variables that affect the promptness of your delivery. The local movers will have to face distance, location accessibility, and weather conditions, but should be accomplished the same day they pick up your shipment. If you’ve hired long distance movers for an interstate move, these problems will be compounded. Moving across the country will take, easily, over a week. If you request it, your moving company will guarantee a date for delivery. Check with your mover to be sure.

How do I find out what services my moving company provides?

Your moving company may be part of a larger chain that can provide you with free moving quotes. You may not even actually be dealing with a moving company, but with a moving service that arranges the move for you. You’ll fill out the information at the office, and the affiliated moving companies will send you quotes, and information pertinent to their services.

How should I choose a moving company?

You should always request references from any moving company you plan to do business with. Do an internet search, too, and try to find as much information as you can about the moving company. You should get at least 3 quotes before you sign a contract