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More Handy Office Moving Tips

We’ve always got more helpful tips to aid you with your next office move. The next time planning starts proving inconvenient for you, consider trying the following:

  • Weekly or bi weekly move conferences: a short meeting to touch base with the rest of your employees on where they are at with the move is a great starting method to getting your bearings and knowing what the tasks at hand are, as well as who is prepared and who needs to be.
  • Keep your clients informed: depending on your business, certain clients will work closely enough with your company to warrant keeping them updated throughout your office move. Important clients, or any current projects should be made well aware of your move in advance when doing business with you.
  • Find objects to purge from the office: consider dedicating a bit of time before your move for you and your employees to purge unneeded items from the office. Nobody wants to be stuck with unexpected fees on moving day. Underestimating the amount of space needed for your office can spell out much higher costs down the road. Try spending some time cleaning and organizing your office, figuring out if there’s any old furniture or equipment that can be thrown away or donated to charity. Cleaning your file cabinets of irrelevant files is another great way to cut down on your amount of goods being transported.
  • Figure out the essentials: this will come naturally with purging unwanted items. Even after the move is done it could be some time before everything from your old office is ready for service and use at the new, which makes it important to determine exactly what you and your employees need to get started before moving to a new office, and separate it from other items accordingly. Computers, routers for internet connections, or important documentation could all fall under this criteria, so make sure you know what is and isn’t necessary. This way, while not everything will be unpacked immediately, your employees will have what they need to start working the next day without any significant downtime.
  • Plan a party: it doesn’t hurt to try and boost employee morale (and your own!) right after a stressful move.

There are countless other considerations to be aware of when relocating offices. For more on our commercial moving services, call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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Packing, the Tools of the Trade

Packing belongings effectively takes some careful planning if you want your goods to make it to their destination without any significant wear or damage.

There are many methods one can use to go about packing, and we would like to list out some of the most useful things to keep on hand when packing your office for a move:

  • A Sharpie pen: Labelling is critical to organization during a move. Keep one of these handy to mark any boxes you seal with what is inside.
  • Boxes/cartons: Keep a healthy supply of these while packing to ensure you don’t run out of space. If you do not wish to arrange specialized cartons from your moving company, liquor stores are often a good spot to find sturdy, empty boxes at.
  • Wrapping/packaging Paper: Padding inside packed boxes helps keep items safe and secure while in transit. Newspaper can also work for this, but its ink could also stain your goods while packed.
  • Packing tape: Used for sealing boxes when satisfactorily full. Any kind of tape could do, but we find plastic or duct tape to be the most ideal types to use, preferably 2 inch wide.
  • Stretch wrap: Unless your mover is providing this, a large roll of plastic wrap will be helpful for finalizing the packing of your items and protecting the exterior of your boxes from moisture or dirt getting inside.

These are just the bare essentials to have when packing, however. Depending on what needs moving, more specialized equipment could be required such as china cartons or a box for large paintings.

Always consult your mover when packing to find what items need special attention or extra planning around.

There are countless other considerations to be aware of when relocating offices. For more on our commercial moving services, call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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A Quick Guide to Comparing Moving Quotes

There is a great variety in the quality of office moving companies on the market. With a low barrier to entry and little regulation for its workers, moving companies have come under fire for less than stellar performance.

But that doesn’t have to be the case. Performing your due diligence when comparing office moving companies and collecting quotes allows you to fill confident in your selection and partner with an office moving company that cares about your needs and guarantees professional and positive experience.

If you research what the market offers, you might get exactly what you need from your office moving service and possibly end up with considerable savings. So, if you are wondering how to compare office moving quotes effectively, there are three essential aspects:

  1. Free vs. Obligation

    Some companies will offer you a quote based on the pre-estimated weight (or volume: see #2) of your belongings. In other words: a good company will give you a non-obligation (free) quote for moving services.

    And, then there are those which offer binding estimates. This means the price you pay is fixed. However, this type of quote is different than the ‘not-to-exceed’ alternative. So, when you contact an office moving company, make sure you ask specifically about the type of quote you receive and take notes, so you won’t forget important details.

    But all this naturally raises the question: What are those office moving quotes based on?

  2. Weight And Volume

    Naturally, the more space your belongings occupy (or for other companies, the more they weight), the higher your final price for the move will be. Volume plays a decisive role in your end price. Most Canadian office moving companies (including us), charge per hour and per mover.

    For too much luggage and furniture, the commercial moving company can send more people and a bigger truck (or two, or three). Sometimes, hiring more people can save a lot of time, so it’s quite relevant to spare a thought about that. In any case, it’s best if you get rid of some things you don’t need anymore before you relocate your business.

  3. Additional Services

    In most cases of a “straightforward” move, there is no need for you to consider charges for additional office moving services. Especially when you don’t have any delicate items that usually require special handling.

    But, then there are times when you need to move some special equipment and things get a little bit more complicated, and you might need to request an additional moving service for extra insurance.

So there you have it!

Comparing office moving quotes is quite easy, all it takes is just a little asking and poking around. As a professional office moving company we strive to be transparent when it comes to pricing, so you can count on us to answer any questions or concerns you may have.

For more on our commercial moving services, call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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What You Need To Know About Moving Insurance

In the build up to office moving, there is so much to do and organize that it only stands to reason that some things slip through the net. All too often, we overlook the aspects most taken for granted, sometimes even deciding to ignore them. A perfect example is moving insurance.

Here are some interesting facts that you need to keep in mind:

  • Moving companies offer what’s known as “Valuation Coverage”
  • DIY packing can make your coverage void since packing errors may be yours
  • Moving Insurance policies offer the most complete protection

What is Valuation Coverage?

Whether offering local or international office moving services, your chosen moving company is obliged to be insured. But Valuation Coverage essentially means they provide a predetermined limit of liability based on the perceived value of the loan being transported, and is detailed in your contract via your Bill of Lading. There are 3 ways that this limit of liability is calculated:

  • Declared Value Protection – This is calculated by offering a specific money value per pound. So, let’s say the total weight of your possessions loaded on the truck is 10,000 lbs, and a rate of $6-$8/lb is set (a common standard), the moving company is liable to a maximum coverage of $60,000-$80,000 in the event of any incident. The problem is that this coverage does not necessarily reflect the actual value of the items in transit, so an item that is light but expensive is covered to the same degree as a $5 paperweight.
  • Assessed Value Protection – You can get around the light-but-valuable issue by purchasing coverage based on the value of the load being transported. It’s usually available at a per-$1,000 rate, so you will pay a premium of $5-$10 for every $1,000 of value, with a range of deductibles. It is vital that the agreement is stated in the Bill of Lading, otherwise your moving company is under no obligation to honour it.
  • Complete Value Protection –  This is clearly the best of the three options, but also the least common to find. The moving company agrees liability to the full value of your possessions in transit, whether it is lost, damaged or completely destroyed, and even covers the cost of repairs or replacement. However, there are usually catches to the coverage too, so while a premium rate of $5 per $1,000 value on possessions with a combined value of $50,000 means paying an extra $250, minimum coverage limits and a range of deductibles.

What this means, of course, is that you should fully understand the conditions and scope of coverage before signing any contract with a moving company.

For the most part, the types of coverage that moving companies offer should be enough, but the Canadian Association of Movers (CAM) recommends that you check out the details of the coverage offered. CAM produced a brief overview on the matter, which is worth reading.

For more on our commercial moving services, call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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How to Create an Efficient Office Moving Plan

If you consider yourself an organized person, it’s hardly a secret that a successful office move starts with drawing up an effective office moving plan. But the rest of us may not appreciate the extent of that undertaking itself, and how important it is to give everyone involved enough time to finalize a plan in time.

The most logical way of avoiding the pitfalls (IMHO) that could arise is to use professional office moving services. In Toronto and now Halifax, we just happen to provide exactly that! This article, however, is for those who are more prone to DIY.

So, how and when should you get started? Well, we have broken the process down to 8 key periods to help make your office move get properly organized and run more smoothly.

Drawing Up Your 8-Point Office Moving Plan

  1. Six Months Before
    This is the ideal time to start getting the wheels in motion, with plenty of time before moving day to sort out complicated issues. The key steps at this initial stage are:

    • Establish a Moving Committee – You can’t do it all (don’t even try), so select a small number of staff to oversee the various aspects of the move. A small number is best because it reduces the chances of confusion over responsibilities, but the actual number can depend on the size of your operation. Usually 2 people is enough, but you may need 3-5 people.
    • Select a space planner and interior designer – A space planner can organize the layout of the new office space in advance so the movers already know where every desk, chair and filing cabinet is going. An interior designer can assess design aspects. It may not seem important, but everything that affects the space available needs to be considered together.
    • Consult your IT staff – You want to make sure communications systems, including internet connectivity, suffer a minimum disruption in the build-up to, during and immediately after the move. So you need to discuss how best to achieve this. Keep in mind the need for both ‘exit’ and ‘entry’ strategies.
    • Request cost estimates – Get the Moving Committee to start looking for the best-value professional office moving services. Keep in mind that low cost can sometimes translate to low standards, so don’t make a decision on cost alone. Check Yelp andHomestars to review potential candidates. Even if you haven’t decided on using professional movers, we recommend getting a couple of quotes anyways. You can weigh the quotes against the cost of paying your employees plus the potential for lost productivity.
    • Identify initial layout of computer facilities – One of the most important elements of any office moving plan is identifying the best computer set-up infrastructure. Ensure power points are close to desks and computer cables can be tucked away neatly.
  2. Three Months Before – Get the Moving Committee again to get updates on how things are progressing. Each member should have a complete report on their specific area of responsibility. Some of these areas include choosing the new telecommunications system, necessary office design changes identified and an adequate computer infrastructure designed.
  3. Two Months Before – With 60 days to go before the move, it’s time to nail things down. So, you need to have supply, telecommunication and floor plans confirmed, like the telephone service, stationery supplies, copier service, and plant service. Now’s also a good time to make a final decision on a moving company.
  4. One Month Before – This is when the nuts and bolts of the moving day plan needs to be decided, like the packing procedure and prioritizing items for unpacking and re-assembling. It’s also when you start to brief the staff on what is happening and their responsibilities (packing their own desk items). You should also notify customers of the impending move. Appoint a customer liaison officer they can contact with any queries.
  5. Two to Three Weeks Before – Time to check on the status of parking spaces, that security is fully briefed and that all of the relevant keys are available. Also, meet with your selected office moving services provider should be fully aware of the floor plan layout and furniture removal strategy.
  6. One Week Before – With D-Day (M-Day?) around the corner, update your staff on the events of moving day and their roles to play. It’s a good idea to provide them with guides on good packing techniques, and to timetable the packing process. You can also start to label furniture and double-check floor plans.
  7. Day Before – The final packing and labeling should be done, but at the new premises make sure the phones are up and running. Post floor plans up on the walls so staff can check out where their new desks and workstations are located.
  8. Moving Day – Keep non-essential personnel away on moving day, so only moving teams and members of the Moving Committee should be on-site. IT staff should be there too to make sure that the computer systems are set up and are running. Everything should be unpacked and in their proper place in time for the first day’s operation in the new office.

For more on our commercial moving services, check out our website or call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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