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Guide to Office Relocations - Part 4

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Other Commercial Mover Selection Considerations

As noted in Part 3, there are options in the type of estimates you can receive, and some companies will charge an hourly rate for an office move and some will give you an estimate based on weight or volume. Also, your business may be able to get a discount if you move during off peak hours. If your moving date is flexible, check with the moving company before booking your relocation date to inquire about this option.

Although the office relocation is similar to a home move in that you can do your own packing, or pay the moving company to do it for you - there is one major difference: Your office will have more heavy equipment, furniture and boxes and other heavy stuff. Also, you will have much more paperwork in an office move and need to ensure that it is protected during the move. You will need to rent special crates and boxes from the moving company in order to successfully move your paperwork.

High-Tech Office Equipment

An Office Relocation generally involves the transportation of valuable high-tech and office systems, and you should hire suitable containers from your moving company to protect those items as well. For large, complicated network systems it may be prudent to hire specialists who will disconnect the equipment, pack it, and install it in the new location. If you lease equipment check your agreement for any moving requirements that are stipulated. Some leasing companies will not allow you to move equipment, and may insist on doing it themselves (for a fee).

Ask prospective movers how they load their vehicles to protect your property, and what equipment they use that can help protect your items. The moving company may simply tell you to lock filing cabinets rather than empty them as they can use equipment to move them easily even when full. Some will insist that desk drawers be emptied even if they can be locked as the contents are generally easily damaged.

Insurance Coverage

Proper insurance coverage is absolutely vital for office moves and you need to discuss the mover’s policy and check out your own before you come to a decision. With office moves, insurance isn’t just about equipment and furniture, it’s also about vital records and the information stored on your computers. You’ll find that most movers won’t insure you for these items and you need to make sure you back-up data and make adequate provisions for your paperwork during the moving process.

If you need to pay extra to get the coverage you need then do so. If you lose something vital you’ll effectively be losing business, and you may also wish to consider a policy that will pay you for lost business if something goes wrong with the move. You also need to consider liability coverage; if movers damage your office building during the moving process (and it’s easily done!) you will generally be held responsible, so you need to know you can claim the costs back. Read the mover’s terms and conditions CAREFULLY. It’s the exclusions and restrictions that will indicate what coverage you may really need.

Also make sure you contact your insurance company to make any changes to your commercial policy that may be necessary prior to your relocation.

In the next part of our series ‘Guide to Office Relocation’ - Part 5 we will give you some additional tips on selecting a commercial mover.

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General , Office Relocation , Office Space

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