Brian Duffner
SL509469/Commercial Real Estate Of Florida 2391 SE Ocean Blvd, Stuart, FL 34996 Stuart, FL 34996 561-352-0183  |  772-597-4812

Preparing to move

Prepare To Move

Whether you're planning your first move or haven't moved for many years, a long-distance relocation can be an exciting--although sometimes unsettling--experience. You've probably already realized that there's so much to do--and so little time.

This section contains answers to questions most commonly asked by families on the move. We want to help you plan your move properly--to make your relocation as exciting, rewarding and stress-free as possible. Whether you're moving across town or across the country, you'll find the information useful.

Tips for Preparing a Commercial Relocation

Selecting a quality commercial relocation company is a critical decision to insure a successful transition into your new office.  Preparing a well drafted Commercial Relocation RFP/RFQ (Request for Proposal or Qualifications) will help with this decision process and hopefully weed out the unqualified bidders. Here are several components and questions that you may want to include for Quality responses within your RFP/RFQ.

  1. Background History of Bidder (years in business, locations, owner, number of employees, amount of equipment etc.)
  2. Affiliations of Bidder (VanLine, BBB, Professional organizations like CRN etc.)
  3. Applicable licenses and authorities (DOT, ICC or other)
  4. Scope of Work- the best way to compare “apples and apples” is to clearly define the scope of work and tasks to be performed.  Some items to consider are:
    • schedule of move (be specific on days and times of activity)
    • packing and unpacking (who is responsible for which areas, customer vs. mover)
    • PC’s disconnections and moving (who is doing this?)
    • Cubicle disassembly and assembly, reconfigurations?
    • Packing materials (corrugated boxes or rental crates)
    • Itemized inventory of furniture to be moved, or at very minimum know what to show the bidders during the site visit
    • Post move fine tuning (is this needed, how many men for how long?)
    • Insurance requirements (movers minimum liability vs. higher declared value)
    • Egress out and into buildings should be reviewed, along with buildings management requirements

  1. Require that no bids will be accepted with out a site survey
  2. Request that the bidders provide a written narrative of how the move will be performed.  Crew sizes, equipment requirements, truck requirements, hours and days of operations, tasks to be completed on each mobilization, techniques and procedures used for safe moving.
  3. Ask for qualifications and names for key personnel (project manager and lead foreman)
  4. Bidders standards for other personnel (trained, full time, drug tested, background checked, US citizens etc.)
  5. Request hourly rates and/or confirm type of quote (fixed bid vs. estimated cost)
  6. References- ask to provide 3 references within the last 1-2 years of similar sized projects

These 10 items are a fairly basic starting point and should be easy for a quality commercial relocation company to respond to; in fact they probably would provide this level of information in a standard response without an RFP.  I believe the scope of work is critical.  If you are unsure of what the requirements will be then certainly the bidder is not going to know.  This will often lead to disparity in the quotes and could cause issues on moving day.  Choosing the best commercial relocation company is not like buying “Coke or Pepsi” and price is not the best criteria when business disruption is at stake.  Your well thought out RFP/RFQ will help insure that all your goals and objectives are 100% satisfied.

Best Packing Tips to Prepare Your Office for a Commercial Move

Moving your office can be time-consuming, expensive and overwhelming. The transition to a new location needs to be seamless so that operations can start as fast as possible once you get to your new location. To help you move smoothly, we have prepared a list five tips to help in packing your office supplies, furniture, and equipment, to ensure that your items arrive safely for setup in your new office premise.

1. Avoid moving unnecessary items

Before you start packing, discard unnecessary office supplies to avoid filling up boxes with items you don’t need. Obsolete files, worn out files, damaged office items e.t.c should be separated from the necessary items.

2. Packing items in cartons

Let your employees be responsible for moving small plants, pictures, deck clocks and other personal property. When packing in cartons, seal the boxes tightly to prevent disarrangement or damage while shifting. Label all cartons to identify the contents of the boxes and the destined location in the office.

Ensure that the employees responsible for locked items also take custody of the keys. Do not leave the keys on the file cabinets or desks. Also, ensure that you remove any liquids like ink from the drawers and place them in separate packing cartons. Always ensure that the caps on the liquid bottles are tightly placed to prevent any leakage. Additionally, empty all ink sets and desk pens; for better packaging, place the liquids in plastic bags before placing them in cartons.

For breakable objects like glassware, wrap them in bubble wrap or white newsprint, and pack them well in cartons. Small items like scissors, paper clips, pens e.t.c should be sealed in envelopes and packed in cartons.

3. Drawer tables, desks, and credenzas

To prevent disarrangement of desk parts, lock all the drawers after emptying them. For desk pads, glass tops and chair mats, label them with the respective desks to which they belong.

4. File cabinets

Move vertical cabinets with their contents still intact. If there are stairs involved, pack the verticle files that are over two drawers and leave the bottom two drawers full. For lateral file cabinets that have more than two drawers, empty them entirely especially if there are stairs involves.

In case there are no stairs involved, lateral cabinets can be moved with up to three drawers full. If cabinets have more than three drawers, the top should be emptied, and the bottom drawers left intact. Ensure to lock the file cabinets if you have keys, but if there are no keys, cylinder locks on the files should be opened to prevent locking.

5. IT equipment and Computers

Employees should move their laptops. If necessary, ensure that your employees back up their PC’s and they take the back up discs with them. Place toners from fax machines and printers in tightly sealed bags.

Disconnect all cables from the equipment. Place your cables, mouse, and keyboard in a keyboard bag, speakers in their boxes and rightly label the boxes with the contents.

You need to prep the copiers before moving. You can call your service representative to check the service contract or warranty to ensure that the commercial moving contractors are authorized.

Conclusion

Planning will most certainly ensure that you will have a smooth move. Remember that not all plans go perfectly, but planning will give you a better success rate. Additionally, factor in some possible business downtime and how you will manage your business.

Top 7 Commerical Moving Tip

A business owner researcher moving companies who can move office buildings and businesses.

Is your business expanding or downsizing? Moving an entire office to a new address can be extremely stressful. From computers to breakroom fixings, your office crew needs to move items without interrupting productivity.

Fortunately, all you need is a game plan to avoid big interruptions to your workflow. A few tips of the trade will make moving more manageable, if not a breeze, for you and your employees.

Let Your Employees Know About the Move Ahead of Time

This is the first step. Your employees need time to process and plan for an office move. Ideally, a few months should be given. Under extreme circumstances, a few weeks is adequate. Be open and transparent with your employees. Some may be concerned about a change in their commute or the distance to their child’s school. The more communication and time you have before moving day will allow workers to adjust.

Start Letting Your Customers Know

If your business has a lot of customer foot traffic, it’s a good idea to start letting them know you’re relocating. Start advertising your move a least a month to a few weeks in advance. In-store signs, flyers, and announcements on social media can help spread the word.

Your customer service team should also be ready to help answer any inquiries or concerns about the move.

Create a Checklist for Relocating the Entire Business

Your employees will appreciate the organization of a checklist. As you plan for what needs to be done logistically, write down what each employee can do to ease the moving process.

Should everyone clean their desks by a certain date? What do they need to bring with them? What stays behind? These are all questions you need to think about. Once you have an idea, send a memo or print out the checklist to pass out. Try to get this out at least a week before moving.

Workers prepare their office for moving by labeling desk items.

Prepare Furniture and Electronics for Moving

If you’re moving computers, it’s important to do it in an orderly fashion. Make sure the cables are removed carefully and placed in a numbered zip locked bag that corresponds to the computer it goes with. Important information on your computer should be backed up on either a cloud server or flash drive. As a business, your number one priority should be to protect your data.

If you’ve hired a mover, they will make sure your furniture is broken down properly and transported safely to your new location. Furniture that’s going with you to the new office should be identified and counted. You don’t want to lose track or forget someone’s desk chair at the old office. Movers can help with this if you’ve hired them for packing services.

Get Rid of Unwanted Items

There’s usually a little unwanted clutter in every office. Now is the time to dig deep into forgotten storage closets, cabinets, and designated “junk” desks. Donate old electronics, recycle old papers, and toss out long-forgotten lunches in the breakroom fridge.

Update Your Address, Website, and Local Listings

Your customers need to know where to find you. The moment operations start back up again at your new office, your physical and online listings need to be ready to go. Your stationery, business cards, and website need to reflect the updated address.

If your business is listed on Yelp, Google+, and other prominent local listing sites, assign someone to update your new phone number and address. It’s also important to update your social media business pages. Make sure to announce the move on all your business’s social platforms as well!

Keep Your Receipts

It’s important to keep all the receipts accumulated throughout the move. You need to keep track of all your company’s expenses to figure out what can be deducted from your taxes or used for reimbursement.

It Always Helps to Have the Right Movers

Preparing to move an office or business can be a lot more complicated than moving a household. Preparing is key and ensuring that everything on your list is complete is essential. Use this quick checklist as a guide to keep your company move on track.

Determine a Time Frame and Schedule

Your time frame should be the first thing you do. Set the date when all stuff has to be out of the office space, which is your final move out date. You'll probably need a few days to actually move out, depending on how much stuff you have to move. Work backward from your move out date and make a list of all the things you need to do before the trucks arrive.

Assign Tasks and Set Up a Move Committee if Needed

It's a good idea to get staff involved in the move early. A move committee can not only help you organize and plan the move but also help ease the transition for the rest of the staff. Have the committee review all the tasks and assign roles as needed. As the move goes forward, you'll probably need to add tasks to the list and as you do, make sure assign tasks, too—there's just too much to do to do it all yourself.

 

Set up an Internal and External Communications Plan

An internal communications plan will ensure employees are kept informed of the moving plans while an external plan will keep your clients and suppliers up to date on your business activities during the move so you can keep your business in operation during the transition.

Hire Movers

Like any move, hiring good movers takes time and should be one of the first tasks on your list. Have a staff member develop a list of at least five moving companies, then ensure you investigate them thoroughly before you hire. Determine budget, get quotes, and compare services across moving companies to decide which one to hire.

 

Hire Professional Packers

If your moving budget can support hiring professional packers, do it. This will save you and your employees from having to pack up areas of the office that are common and often, the most difficult spaces to pack and move. Employees can be asked to pack their desks or offices as it also provides an opportunity for staff to clean up their spaces and get rid of stuff they don't need to move.

Create a New Office Plan and Layout

This is where your move committee will be really helpful. It's always difficult to move into a new space but when you have to figure out where everything and everyone goes, that takes a lot of time. Make sure you know where each piece of furniture will be placed and every employee will sit. The more detailed the plan, the better.

Talk to Your Current Vendors

Moving a business may mean changing service providers. Check your contracts then decide if you'll stay with your current vendors or if you'll look at switching. You'll need to determine what the new space will require in terms of telephone lines and network infrastructure. Talk to your new landlord and vendors to ensure that you know what the new space needs so there isn't a gap in service. Any equipment that you're leasing, contact the dealer to notify them of the move and how best to get their equipment to the new location.

Keep Employees Updated and Informed

A move can be difficult for employees. It can mean a change in how they commute and whether their commute is now longer than before the move. If you're moving to a smaller space, then staff need to know how offices will be assigned and what their new space will look like. Employees should be informed at every step in the process. Try keeping a moving schedule on the kitchen bulletin board or other common space so people can see how things are progressing and what is expected of them as employees.

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Your Dedicated Agent

Brian Duffner

SL509469/Commercial Mobile: 561-352-0183 Direct: 772-597-4812

Real Estate Of Florida
2391 SE Ocean Blvd, Stuart, FL 34996
Stuart, FL 34996

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