BY MARC VIGGIANO
and STEVE VIGGIANO
Moving your business ”“ even if it is a small one ”“ is a big job. But you can make your move far easier and less expensive with thorough planning and by hiring the right moving company to assist you.
We”™re focusing here on how to move your furniture and equipment efficiently and cost effectively, because that”™s what we know best. But before we get to the physical move, here are a few general suggestions based on more than a decade of experience.
If possible, start planning at least three months ahead. That should give you time to consider all parts of the move.
Do you want to move all of your furniture and equipment or might this be a good time to replace some of it?
Get or make a floor plan of your new space with accurate measurements and note where all furniture and equipment are to be placed. Measure your furniture and equipment so you know it fits where you want it. Give a copy of this plan to your mover.
You may need to consult with electricians, IT professionals, phone and data services providers, lighting designers and others to prepare your new space. Coordinating this well ahead of moving day will avoid inefficiencies and save you money.
Now about the physical move. Consider moving over a weekend. That way you may reduce or eliminate downtime during regular business hours.
It works best to have your employees empty, pack and unpack the contents of their own desks, closets and bookcases. A good moving company will give you written packing tips and have the boxes and materials needed to move everything safely.
We recommend emptying filing cabinets. Their thin metal construction may not stand up to moving. Lock them and tape the drawers closed as a precaution against accidental opening.
Make sure everything is clearly labeled where it is to go. Also label everything that will not be moved. Professional movers will provide labels and labeling instructions.
If you have leased equipment, check with the lessor to see if they prefer to move the equipment or for any special moving instructions.
If you are moving classified or sensitive information, extremely heavy objects, items of exceptional value or anything out of the ordinary, discuss it with your movers early on. You may need to make special arrangements for these things.
Don”™t wait until the last minute to look for a moving firm. Give yourself time to check them out so you are comfortable with your decision. Make sure to completely discuss with them everything you want them to do so they can have the right manpower, equipment and materials to move you safely and efficiently. Also don”™t be shy about asking their advice. They have way more moving experience than you do.
Here”™s a checklist for hiring your movers.
Ӣ Are they licensed?
Ӣ Do they charge by the piece or by the hour?
Ӣ Do they have a minimum charge? How do they charge after the minimum is met-in 15-minute increments or every half hour?
Ӣ Do they have extra charges for larger items or for flights of stairs?
Ӣ Do they charge for travel time from your office to your business?
Ӣ Do they charge extra for moves in the evenings or on weekends?
Ӣ What payment options do they have? (Many moving companies require a deposit.)
Ӣ Do they have full-time employees or use temps and day labor? (Be cautious of companies that use temps or day labor because they may not be properly trained and insured.)
Ӣ Do they carry workerӪs compensation for their employees?
Ӣ What kinds of training have their movers and drivers completed?
”¢ Are your items insured during the move? (Even if a mover is bonded and insured, that doesn”™t mean your items are covered during the move. Some states require a company to put a valuation of 60¢ per pound of coverage.)
Ӣ What kind of cancellation policy do they offer? (You should always be able to cancel or postpone until a few days before your move.)
Ӣ Do they offer free moving quotes? (We recommend getting an estimate for all business moves.)
Ӣ Do they offer suggestion on how to make your move easier? (Movers that really care about customer service will do all they can to help you.)
Ӣ Do they have a contact number for the day of the move should any challenges arise?
With thorough planning and the assistance of a professional moving company, your business relocation can be made smoothly and with minimum downtime and expense.
Brothers Marc and Steve Viggiano operate Two Men and a Truck moving and storage franchises in Port Chester and Millwood, N.Y., and Norwalk, Conn. They can be reached at (914) 301-4115 and (203) 831-9300.
