Finding a Company to Relocate Your Office

Posted on 23/01/2020

conference room in office

There are several reasons why companies relocate offices, but the most common factor is potential for growth. Maybe a neighbour city has greater market reach, or maybe the quality of living is more convenient in the next town. When a more appropriate workforce awaits, companies can sometimes go as far as moving to another country or remote locations.

Whether a company is thriving or struggling, a change of scenery seems to be a promising path to success. For this reason, an organisation needs to make sure that all operations remain intact once it has settled in its new location. A good office moving company would help make this transition seamless, efficient and hassle-free.

Here are some steps to follow when choosing a moving company to relocate your office.

Find the Right Moving Company

If you’re relocating to remote areas, you’ll need to scout for the appropriate office removal company. There are several companies that can move manufacturing equipment and heavy industrial machines. Some companies specialise in long haul moves, while others only do short term relocations. Local movers can transport your office from one state to another, while international movers allow you to transition to another part of the world.

Relocating an office is different from moving a home, so having the right company for the job is important. There are skill sets involved, like disassembling, assembling and transporting equipment. Employ a commercial moving company if you would need to move sensitive documents and data. If your office needs to move delicate things like wine collections, pianos and antiques, it would be best to keep in touch with specialty movers who are equipped for the job. Keep in mind though that special services may not come cheap, so prepare your budget.

Check References

Reserve your research until you’ve heard back from colleagues or businesses who have had experience in relocating their offices. If it’s your first time to move offices, then it’s better to hear it firsthand from actual accounts. With credible input from others, you can steer clear of moving companies that turn out to be scams or ones that end up charging hidden fees for the simplest services.

To avoid worst case scenarios, look for a company that’s backed by references. Ask around your new building for recommendations. References these days can also come in the form of ratings, testimonials and online reviews, which you can easily access at the click of a mouse. Invest in a moving company that’s listed in the yellow pages, catalogues or magazines. Steer clear of movers who have had a record of breaking equipment. If it would make you feel more comfortable, you can also conduct a background check. Ask if the moving company has the proper license, and request for the company’s track record.

Consider the Level of Experience

One of the details that you should consider when looking for an office moving company is longevity in the industry. A sizeable track record usually means success and satisfaction from customers. Likewise, a company’s history says a lot. An experienced mover takes deadlines seriously and knows the importance of constant communication. They’ve dealt with various issues before, and they can combat further challenges using their schema of experience.

The best way to look into a company’s level of experience is by visiting the moving company in person and observing how they transact. A highly experienced company will move swiftly and ask every little detail about your move. Observe their responses when you ask them about their process of relocation and how they plan to move out each type of equipment. If the moving company stumbles around the logistics without a clear plan, then better skip to the next item on your list. Entrusting your belongings to someone else is a big deal, and so the office moving company should be able to provide you with all the information you need.

Stay Within Your Budget

As soon as you receive the moving company’s contact information, get in touch and ask for a quote. The cost for the office movers may just be the biggest expense on your budget, especially if you’re moving your office out of the country. While you want to get the best, you also want to stay within your budget. Don’t compromise your standard for a cheaper price, and avoid overpaying for services that you don’t need. Most importantly, make sure that your moving company covers insurance, so that you wouldn’t run into any trouble in case of loss, theft or damage during the move.

Moving companies usually provide different types of quotes. Some charge by the hour, others charge for an overall package, while others charge per box per square metre. There could be fees for assembling and disassembling furniture, as well as for shutting down and installing technology systems. Ask about extra charges, and be wary of hidden costs that might sneak up on you. Some companies are likely to keep your items until you’ve completed your payment. It would be wise to gather quotes as well from your fallback movers before landing on your final choice.

Schedule a Move-In Day

Once everything is settled, schedule your office removal and determine a move-in day. Coordinate your preferred dates with your moving company. The mover would typically give you an outline of a moving schedule, beginning with a couple of months before the big day. While your move team has their own checklist and timetable, so does your movers. Some moving companies even talk directly to the building management of both your old and new offices and keep them up to date with the move-in requirements.

Coordinate every stage of the process with the moving company, and make sure that your availability matches theirs. Help each other out in keeping abreast of the timetable.

Don’t forget to announce the move through e-mails, press releases and ads. Change the address of your company on your website and social media accounts. Use every possible channel and platform.

Keep sending emails and reminders days before the move-in date, and send announcements along with invoices. If it’s within your budget, launch a move-in party. Lastly, don’t forget to thank the people who helped you throughout the process of relocating your office.