There are similarities between a residential relocation and a commercial move. Everything must be:

  • Disconnected
  • Packed
  • Moved
  • Unloaded
  • Placed
  • Reconnected

However, commercial moves tend to be more complex than residential moves due to:

  • Dozens or even hundreds of employees compared to the average household of 4
  • Specialty equipment or supplies that could be bulky or heavy
  • Confidential material or critical business records
  • Increased liability
  • The need for minimal operating disruption

 

The existence of more impacted parties creates more moving parts – literally and figuratively. So, inattention to even small details could result in additional costs, extra time, diminished employee productivity, customer disservice, loss of revenue or failure, in general. The crucial factor in choosing a mover is assuring that you are successfully moved at a fair price. Going with the lowest upfront quote but then being surprised with additional fees or an incomplete move will be more costly in the long run than going with a reputable and reliable provider.

So, what factors should you consider in selecting a mover? Here are some tips for choosing a commercial moving company:

  • Years in business indicate experience which produces expertise
  • Online reviews reflect the experience of customers. This wisdom of the crowd should be noted.
  • Specialty equipment indicates investment to reduce costs or assure results
  • Adequate insurance coverage is needed to keep you whole in the event of a mishap
  • Move date availability to cater to your needs
  • Flexibility to work off hours or during specific windows
  • Staff expertise and customer service commitment is better than inexperienced subcontractors
  • Network of other service providers, such as lawyers, insurers, or painters you might need
  • Project manager to be a single point of contact and to facilitate planning or answering questions
  • Optional or a la carte services so that you can budget accordingly

After your firm has decided to move, selecting a suitable location is the next step. Will you need more space due to increased business or less space because of telecommuting? Does your new location put you closer to suppliers, customers, employees, or transportation hubs? The date of your move may be dictated by lease expiry, new space availability, leasehold improvement completion or service provider availability.

Your furnishings, office equipment, telecommunications, electronics, business files, equipment, and even inventory all must be packed from your previous space and moved to your new space.

Will you have your staff pack parts of your move, or will you have your movers pack entirely? How much lead time will your voice provider need before cutting over? Does your IT provider have to perform preliminary tasks before you move? Are your business records confidential or sensitive? Does your inventory require racking or planned storage for easy retrieval? Will you require moving storage? Does your lease expiry coincide perfectly with your move-in date? Does your move origination or move destination have operating restrictions such as limited freight elevator usage moves excluded to off-peak hours?

These types of questions, among others, can be prompted or answered by experienced movers. For example, if your employees have specialized skills, it might be more expensive to have them packing than movers. Your staff’s hourly wages might be higher. Your staff might not pack as carefully or deploy the correct packaging resulting in more damaged goods due to their inexperience. Your staff might not have enough time to do the work that your customers are paying your company for and as a result, your service record may be tarnished.

Flexible commercial movers could provide you with boxes and packing instructions in lieu of providing you with packing services so that your budget could be allocated to other activities. Additionally, a well-managed commercial moving company could work after hours, weekend hours or with a bigger moving team to perform a needed service in a time-sensitive manner.

A licensed commercial moving company will be able to provide a certificate of liability, worker’s compensation policy and their United States Department of Transportation or US DOT number. Experienced movers will be able to advise or refer you on the difference between purchase cost and replacement value for damaged items. Honest movers can explain what factors drive their fee structure. Figure that any or all of these contribute to the cost and complexity of your move:

  • number of trucks
  • number of drivers,
  • number of employees
  • square footage
  • time of move
  • season of move
  • weight of content
  • any specialty needs such as heavy, bulky, or fragile items

In addition to general office move requirements, be sure to discuss specialized needs dictated by technology or legal mandates such as HIPAA for patient records. Understand what services come standard, which are optional and what generates additional fees. If you want to limit your exposure to liability or be compensated for assets that have appreciated far beyond the purchase price (say artwork), get adequate insurance. Discuss postponement or contingency plans. Be sure to sequence activity according to your critical path.

The better you plan and the more openly you communicate, the more likely you will avoid pitfalls and delays when relocating your business. To move the right way, call McAvey.

Our phone number is (914) 747-1533 or you can begin the process by filling out our form here. We have been providing commercial moving service in Westchester County since 1987. Our commercial moving experts perform standard office moves as well as industry specific moves in healthcare, education, legal practices, and warehousing, including moving heavy items and specialized equipment.