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How to plan and organize an office move?
Almost every company is faced with the need to move to a new office at least once. The reasons for the change of occupied premises can be very different. This may be an extension, the search for more convenient working conditions and image enhancement. It can also be the purchase of a bigger office or vice versa, the search for a more economical option due to financial difficulties. If you need to plan and organize an office move, your priority should be to hire top-quality movers in Los Angeles. How to properly prepare and organize this very important event?
At first glance, the task is not easy, especially if this is the first time. But if you approach it in detail and without fuss, the process of moving can be quick, neat and lossless. So, after you choose the best office space, what is your next step?
What should you do first?
The manager must appoint a coordinator who will be responsible for moving your office. His first task will be to prepare a complete and accurate moving plan. It should be implemented with minimal damage to the production process.
After the director signs a contract with the landlord and sets a day for moving to a new location, you must inform the company about the upcoming event. You can do this during a general organizational meeting or verbally by going through the departments. Make good use of the communication tools adopted by your company – email or internal messenger.
Before the move it will be useful to make a trip for employees to a new place. This will help more effectively plan the placement of jobs and the organization of furniture. In addition, employees will be able to think in advance how they will come to work.
Do not forget that the change of addresses brings certain inconveniences both for the company itself and for business partners. To make this discomfort minimal, inform your partners and customers about the new location. And, if possible, send a route map to a new office.
Optimum deadlines and time to plan and organize an office move
Depending on the type of activity of the company, its status and the number of employees, the time for preparing the move can be from 1 to 1.5 months. But it often happens that the circumstances rush it, and you need to prepare the move in 1-2 weeks. In such an extreme situation, a step-by-step schedule is especially useful.
The optimal time for the move is two days. It is advisable to assign it on weekends. Do not take the move as a natural disaster. Even here you can find positive moments. For example, you can conduct a large audit and clean the office of unnecessary things that take up additional space. And the active participation of all employees will help unite the team and enhance the corporate spirit.
What should you look for when choosing a moving company?
The decision to hire a company to move your office depends on the capabilities of the company.
There are many companies on the market that offer a wide range of moving services. This usually includes:
- removal and transportation of furniture to a new office
- property insurance
- provision of transport services with loaders
- furniture placement
- trash removal
There are some things you need to think about when choosing a moving company. Particular attention when choosing a company should be paid to its experience in this area. Be sure to read the reviews of customers who used their services, ask for discounts and their trucks.
As a rule, in the case of cooperation with a reliable company, a company representative works with you. He approaches the place of the call, where he estimates the amount of work. He considers furniture, equipment, other material and technical values. At the end, he submits a detailed invoice for the services provided. The advantage of working with a special company is that it takes care of all moving works. In addition, all furniture and equipment will be insured in case of damage during the move. The insurance amount is determined by the client and concluded in the contract.
The representative of the mover also offers the customer a choice of packaging material: plastic wrap, adhesive tape, cardboard boxes, bags. To save money, you can buy packaging materials yourself. You can find them in hardware stores, and it is not expensive. If there are “native” boxes of office equipment, consisting of a guarantee, it will simplify the work and also reduce costs.
Disadvantages of hiring a moving company
The main drawback – comfort costs money. Therefore, movers can give you a big bill. At the very least, to somehow reduce it, follow the pricing policy of various companies and don’t be afraid to ask for a discount. Pay attention also to the detailed list of services provided, since the cost of individual items may be unreasonably high. In this case, it is better to abandon them or attract other specialists.
How to prepare your office to move?
- Conduct an audit, get rid of unnecessary employees and old things.
- Create a group to whom you will entrust to plan and organize an office move. Consequently, there will be a certain work for each participant.
- First collect small items. Empty drawers and cabinets. Then pack stationery and other items in bags.
- Collect money and documents separately and keep them with you.
- Prepare furniture and equipment. If possible, disassemble objects, remove accessories in separate packaging. Pull out drawers and shelves. If there is no possibility to dismantle than fix the sliding objects with tape.
- For packing technology, use cardboard boxes, preferably its own. If you don’t have its box, mark the top and bottom of the object on the container.
- For packing furniture, use bubble wrap and tape. Also consider alternative packaging materials.
- First of all, transport large furniture.
- Do not forget to sign the boxes. Consequently, it will simplify the process of unpacking and organization.
We hope that this guide has helped you to plan and organize an office move! Good luck!