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11 Office Moving Tips from Experts for a Smooth Relocation

11 Office Moving Tips from Experts for a Smooth Relocation

Relocating an office can often take time and effort for any business owner. 

Planning the move and packing your office space are the key factors our moving experts suggest for a seamless and efficient transition. 

This comprehensive guide will walk you through the essential steps and strategies to prepare your office for a local relocation. 

Also, each aspect of the packing process will be covered, from developing a moving plan to handling sensitive documents and coordinating with professional movers. We aim to provide practical tips and insights from our extensive experience. 

By the end of this guide, you will be well-equipped with the knowledge to pack your office effectively, ensuring a successful relocation to your new business premises.

Let’s Jump in!

1. Develop an Office Moving Strategy

Creating a comprehensive moving strategy is paramount. So, establish a realistic timeline, mark critical milestones, and deadlines to ensure a smooth transition. 

Here are some tips for developing an office moving strategy:

  • Consider all aspects of the move, from packing to the actual moving day, and allocate ample time for each phase. 
  • Assigning clear packing responsibilities among your staff. 
  • Delegate tasks based on department or area of the office to maintain organization and accountability. This approach evenly distributes the workload and involves your team in the moving process, making it collaborative.
  • Also, the professional moving experts at Let’s Get Moving have created a moving checklist to assist you further.

2. Create an Inventory Management System

A thorough inventory management process is the backbone of efficient packing and relocation. 

Inventory management before an office move includes everything from large items like desks and chairs to smaller essentials like computers, printers, and stationery.

When done right, a detailed inventory list ensures nothing important is left behind and nothing extra arrives at the new office. 

Here are some tips for creating an inventory management system before a business move:

  • Start by documenting all office equipment and supplies. 
  • Evaluate each item’s necessity and condition and decide whether to move, discard, or donate the item.
  • You can use apps to keep track of office space inventory; some home inventory apps are less complicated than the ones for commercial use, such as those used for warehousing. 
  • This way, if anything goes missing, you can locate its whereabouts better. 

3. Establish Your Moving Budget As Early As Possible

Moving offices can be expensive, and it helps to create a moving budget before calling the moving company to organize your move.

At Let’s Get Moving, we work with a customer’s budget to give them the best possible estimate of costs. We can also help suggest ways to cut down on moving costs, like proposing a moving day when we offer better rates, like on weekdays between the 4th and 26th of the month.

Call us at 1-877-245-3254 to discuss your budget and get a free estimate for your office moving services.

Many businesses will have employees help with some of the packing and unpacking, which can also reduce costs enough to stay within budget.

4. Gather the Right Office Packing Supplies

Moving Supplies Youll Need To Pack For A Move

Proper packing sets the stage for a straightforward and organized unpacking process at your new location. 

Spending money on quality packing supplies is an investment in the safety of your office equipment, ensuring everything arrives at your new location in the same condition it left.

So, start packing for an office relocation by choosing suitable materials.

You’ll need:

  • Moving Boxes: 

For an office move, you will need various boxes in different sizes to accommodate everything from bulky office equipment to small supplies. 

Sturdy, corrugated boxes are ideal for heavier items, while smaller boxes are perfect for books, documents, and fragile items.

Essential for cushioning and protecting items during transport.

  • Anti-static bubble wrap: 

This product is stellar for electronics such as computers and laptops to prevent static electricity that can damage sensitive components.

  • Silica gel packets:

You can also use silica gel inside boxes with electronics. It can absorb moisture and further protect against humidity-related damage.

  • Strong packing tape: 

Strong packing tape will keep the boxes close while you move. Also, you will need durable labels or markers for clear identification. 

  • Stretch wrap: 

For securing drawers and protecting furniture surfaces.

  • Custom crates: 

Using crates is excellent for high-value items like servers, large printers, or specialized machinery. These crates should fit the equipment precisely, protecting against shocks and vibrations during the move.

For more packing tips, read our article on how to pack for a move, which includes a comprehensive list of packing supplies, items you can’t take, and tips that could help you pack an office kitchen before moving.

5. Adhere to Data Safety and Backing Up Information Best Practices

Packaging electronics like computers, monitors, and servers is the key to careful preparation and secure move. However, the safe movement of hardware and devices is part of the story. 

It is also vital to ensure the safety of the data saved on your moving devices, such as backing up all essential files from computers and servers

To help elaborate on best practices for data security while moving, we asked some experts in IT and cybersecurity.

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Regarding moving systems containing sensitive information, I would make three common recommendations. 

First, ensure the data is encrypted; this will help to protect the data if anything gets lost or stolen during the move. 

Second, have up-to-date backups, test them, and transport them separately to ensure that you can restore them in the event of damaged hardware. 

Finally, have an employee escort the equipment to ensure it is not tampered with.

In addition, some considerations organizations should make is what their course of action will be if the core equipment is damaged and where they can restore it to the cloud or new hardware. 

How long will it take to recover? These questions impact how you move equipment; for example, moving it separately from the primary equipment may be best if you have redundant hardware. 

Overall, all site moves are risky activities, so organizations conduct a risk assessment to understand which mitigation step needs to happen.” 

—John Earle, President of Protocol 86

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If you are using movers to help with your office relocation, many experts will advise vetting their expertise with IT relocation:

“The most critical aspect of your business move is the safe and secure relocation of your IT infrastructure and sensitive documents. Hiring professional movers with proven experience in IT relocation is crucial for first-time business movers. They possess the tools, expertise, and procedures for secure handling of your sensitive data.

You must find movers certified by recognized organizations like the National Association of Information Destruction (NAID) or the International Organization for Standardization (ISO). These certifications demonstrate their commitment to secure data handling practices.

Interview potential movers about their IT relocation procedures, insurance coverage, and security protocols before you hire them. For peace of mind, allocate one person from the business to oversee every step of the move and maintain communication with movers.”

—Paul Schepens is the operations manager at Schepens Removals, managing their business relocations in the UK and internationally.

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Securing your data against loss or damage means you can immediately resume business operations in your new office. 

6. Use Caution Packing Sensitive Materials For  Confidential Documents

When packing sensitive materials, such as confidential files, it’s paramount to prioritize security and discretion.

  • Sort documents: 

Begin by sorting and organizing the documents you need to keep and shredding any outdated or unnecessary papers.

Use sturdy, lockable file boxes for transporting important documents, and consider tamper-evident seals for added security. 

  • Destroy old items: 

Pack only necessary sensitive documents and shred the rest to lessen the number of items you ultimately move.

  • What to leave: 

Leave non-sensitive files and folders in their filing cabinets — your movers can shrink-wrap the whole cabinet for moving.

  • Use secure transportation: 

A professional moving service specializing in confidential materials for susceptible files should provide tracking and chain of custody records.

This ensures your documents are monitored and protected throughout the move. 

By adhering to these best practices, you can ensure that your confidential materials maintain the integrity and privacy of your essential business information.

7. Use This Method for Packing Shared Areas and Workstations

Adequate labelling and grouping of items by department will help to facilitate a smooth office move. Use the steps outlined here to label and group items while packing. 

  • Provide clear guidelines to employees: 

Are your employees helping you with the packing, moving and unpacking process? Ensure consistent communication of your packing and moving day expectations for everyone involved.

Use a calendar to schedule moving-related activities and shared lists to itemize and track office equipment as it is being packed, moved and unpacked.

  • Categorize all shared space items: 

Unplug, clean, and securely pack kitchen appliances, dishes, glassware, TVs, lamps, mirrors, etc.

  • Send personal items home: 

Have employees take home items like photos or plants at home to avoid damage.

  • Carefully wrap electronics: 

Use the above materials to wrap keyboards, cursors, projectors, screens and monitors. They should be carefully wrapped and packed in labelled boxes.

  • Disassemble furniture: 

Disassembled furniture is more accessible to move. Start with chairs and tables that aren’t used daily. 

  • Use a colour-coding system: 

Assign colours to different departments or areas, making identifying where each box goes easy.

  • Number and add descriptions to each box: 

Keep a detailed inventory list for tracking. This method streamlines the unpacking process and helps quickly locate specific items when needed.

8. Arrange for All Utilities to Be Cut off to the Old Premises

Before the actual moving day, it’s a good idea to notify your phone and internet supplier, as all your utilities will need to be transferred to your new location. It’s always best to let your supplier know beforehand; then, you minimize any stress that comes with switching.

9. Coordinate with a Professional Moving Company

Using professional movers for your office move is an excellent option if you have the budget but make sure you choose the right moving company

Office moves can be large and complex, which is why we always advise discussing and finalizing the moving day logistics well in advance, including: 

  • Arrival time
  • Order of moving items
  • Special requirements
  • Packing systems and labelling so the Toronto movers can understand how your boxes are organized and can handle them accordingly.

At Let’s Get Moving, we understand the complexities of office relocations and are here to make your transition as smooth as possible. To do this, we offer our office relocation clients the following services: 

  • Office packing
  • Office relocation logistics
  • Office unpacking
  • Junk removal
  • Short-term storage of office furniture and equipment
  • Moving fragile equipment 

Contact us at 1-877-245-3254 for local moving services, expert packing services, efficient moving solutions, and tailored consultations to ensure your office relocation succeeds.

10. Check for Insurance and Liability

Most moving companies provide insurance coverage for damaged items during the move. 

Here’s how to ensure the professional movers you choose to offer the insurance and liability you need:

  • Understand the moving insurance coverage and liability options your moving company provides. 
  • Ensure that your office equipment and materials have insurance against damage or loss during the move. 
  • Discuss different insurance options and choose one that best fits your needs, providing peace of mind that your assets are protected.
  • Document the condition of your equipment before packing. If anything gets lost or damaged, consider investing in insurance to protect the stuff.

11. Arrange Storage if Required

One often overlooked part of commercial moving is the need for temporary, off-site storage for items that won’t go to the new space on the day of the move. 

If your business has a lot of equipment and furniture to move, and you don’t know if it will all fit in the new office, you may want to look for a moving company that provides storage services

The company can help you determine whether your move (based on the number and weight of the items and the total volume of furniture and boxes) requires temporary storage. 

Conclusion

Moving offices requires meticulous pre-move planning tailored to your needs, whether a burgeoning startup or an established enterprise expanding to new horizons.

The foundation of a successful office move lies in two critical aspects: developing a robust moving strategy and effective inventory management.

Follow the strategy and execution steps above for a hassle-free and organized office relocation.

 

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Moving Cost in Calgary (2024 Guide)

Moving Cost in Calgary (2024 Guide)

Every year in Calgary, thousands of households look forward to their new homes.

Whether downsizing, upgrading, migrating or starting a new family, moving your stuff to a new home in Calgary is exciting yet challenging.

Fortunately, local movers in Calgary specialize in such a daunting task. Engaging professional and experienced movers helps alleviate the stress associated with moving and ensures your items are moved securely and safely.

However, amidst the excitement of moving to a new location, it is essential to understand the various factors that contribute to the overall moving cost in Calgary.

Like any city and general moving cost in Canada, Calgary has unique considerations that can influence pricing, such as distance, cost of living, volume of items, and specific moving services you need.

Take a look at a quick overview of what you’re expected to pay for local and long-distance service in Calgary.

Type of move

Studio

1-Bedroom

2-Bedroom

3-Bedroom

4-Bedroom

Local movers $470-$1,100 $550-$1,245 $885-$1,450 $1270-$1,595 $1500-$3,500
Long-distance movers $850-$1040 $1280-$2,500 $2,000-$3,500 $3,185-$5,100 $4,590-$7,200

The above-mentioned are average estimates, however you can refer to our Calgary cost guide to know the accurate costs for some of the most common moving services in Calgary, AB.

How Much Does It Cost to Engage Local Movers in Calgary?

Different moving companies in Calgary charge different rates depending on the complexity of the moving assignment. You can expect to pay hourly rates or flat rate pricing, depending on whether you move locally or long-distance.

Typically, local movers in Calgary charge between $139-$150 per hour on average for any moving job. This range includes a service of two movers and one truck, and the final price will be according to the number of hours it will take to complete the move.

Flat rates are usually meant for long-distance moves everywhere in Canada, including Calgary.

Hourly Pricing

  • How it works: With hourly rates, you can expect to charge based on the number of hours the movers spend working on your move.
  • Typical range: Hourly rates in Calgary can vary but often fall within $139-$150 for a local move.
  • Number of movers: More the number of movers you hire for the job, the higher amount you can expect to pay.
  • Additional services you need: If you require more services like packing/unpacking and furniture assembly/disassembly, movers will spend more time, which typically results in overall Cost.

Flat Rate Pricing

  • How it works: Flat-rate pricing involves a fixed cost for the entire move, no matter the time taken to perform the job.
  • Typical range: Flat rates are influenced by factors like the distance of the move, the weight of your belongings, and additional services required. On average, you can pay somewhere between $2,200 to $9,570 or more.

How Much Does Moving House Cost in Calgary?

House Moving Cost Calgary

Within a radius of 50-100 miles, the size of your property has a significant role in deciding the accurate price of your local move in Calgary.

The average moving cost in Calgary can vary greatly, anywhere from $470-$1,100(studio) to $3,500(4-bedroom).

If you’re moving out of a two-bedroom apartment, you can expect to pay local Calgary movers around $885-$1,450.

However, moving out of a three-bedroom apartment will jump significantly to about $1,500 because more movers will be required for a more extended period.

The table below helps you understand the average moving Cost in Calgary based on the size of your home.

Home size Average cost Number of movers Number of hours
Studio $470-$1,100 2 3
1-Bedroom $550-$1,245 2 4
2-Bedroom $885-$1,450 3 6
3-Bedroom $1,270-$1,595 4 7
4-Bedroom $1500-$3,500 4 8

Studio Apartment

For a studio move, the average Cost is around $470-$1,100, with two movers required to complete the job in approximately 3 hours.

1-Bedroom

Moving out of a 1-bedroom home costs approximately $550-$1,245, with movers working about 4 hours.

2-Bedroom

A local move from a 2-bedroom home costs around $885-$1,450 or more, involving three movers over approximately 6 hours.

3-Bedroom

Moving from a 3-bedroom home costs between $1,270 and $1,595, with four movers working for about 6-7 hours.

4-Bedroom

For a 4-bedroom home, the moving Cost ranges from $1500 to $3500, with four movers completing the job in around 8 hours.

Additional Costs to Move in Calgary

Packing Materials

Moving Companies in Calgary usually charge for packing materials like boxes, tapes and paper.

Insurance

Basic liability coverage is usually included in the moving services; however, if you choose to get additional insurance, you may need to pay an extra fee.

Stairs and Elevators

Any stairs or elevators involved in the moving job will incur additional charges.

Specialty items moving

Moving heavy or delicate items such as pianos, antiques, or artwork may incur extra fees.

Time restriction

Some moving companies in Calgary impose a surcharge for transporting your belongings during peak hours.

Disposal cost

Besides transportation costs, moving companies help you safely dispose of unwanted belongings. This is usually a small fee involved, and the total Cost depends on the items that need to be disposed of, so the fee is included in the quotation.

Below is the general rates and price list for different moving services in Calgary:

Special Item Moving Cost Calgary 1

Moving special items Average Cost
Piano $150 for an upright piano and $395 for a grand piano.           
Safe $180-$350, depending on size and weight
Pool table  $150-$695, depending on size
Artwork and Antiques Based on size and value
Type of Service Average Cost
Stairs Climbing $25/flight onwards, depends on how many levels to cover
Packing/Unpacking hourly rates
Disposal based on weight and size to move
Cleaning Service hourly rates

Overall, the Cost of moving to Calgary can range from a few hundred dollars to several thousand dollars, depending on the above mentioned aspects.

Cost of Long-Distance Move From Calgary

While planning a move outside the local lanes of Calgary, you need to hire long-distance moving companies in Calgary. Such companies will charge you according to the size of your property, the total distance of the move, and any additional services required to finish the job.

For example, if you are moving 250 miles and have a 2-bedroom house, the average cost range you can expect to pay is around $1,375 and $1.895.

Similarly, if you are moving 1000 miles from a 4-bedroom house, the estimated cost range can be between $7,600 and $9,295.

Remember, the overall Cost may vary based on factors such as the moving company you choose, specific services you need, and other considerations.

Average Cost of a Long-Distance Move From Calgary to Vancouver

This distance from Calgary to Vancouver is around 662 km, and the moving Cost for a 3-bedroom townhouse typically ranges from $2,500 to $3,000. The number of movers required for the move can be 3-4, with an average of 7 hours taken to complete the job.

How to cut costs on Local or Long-Distance Move?

Whether you hire local or long-distance movers, following some critical moving tips can help minimize the Cost of your move.

Self-Packing/Unpacking

Packing and unpacking your stuff is a great way to reduce the cost of your move by about 15-20%. However, buying suitable packing materials is crucial before starting the process. If you’re short on time and cannot do the heavy lifting, let the experts handle the job.

Downsize

Cutting down the unwanted stuff is a sure way to reduce the moving Cost in Calgary. You can get a junk removal service, donate your extra furniture, or sell them online.

Choose the right moving company

Each year, many complaints arise regarding moving companies. Before choosing to work with any service provider, doing a little research can make a significant difference.

The Canadian Association of Movers regulates all moving companies in Calgary. You can verify a company’s credentials and legitimate status of the company before you trust them with your valuable possessions.

Conclusion

Before you hire Calgary movers, it’s crucial to communicate well with the team regarding the potential charges when obtaining a quote. Also, spend time carefully reviewing the company’s terms and conditions to get a clear idea of the overall Cost and identify aspects that may lead to additional charges.

Frequently Asked Questions about Calgary Movers

How can I calculate the cost of my move in Calgary?

Calculating moving costs involves considering aspects like the volume of items, the duration of move and additional service required. Usually, the longer movers cost more due to more work and manpower needed to complete the job.

Do moving companies in Calgary provide packing supplies?

Absolutely, moving companies in Halifax provide all the essential packing supplies, including boxes, tapes, bubble wraps, and packing paper.

How much do local movers cost in Calgary?

Local Calgary movers typically charge $130-$150 per hour for a service of two movers and one truck. On average, you can expect to pay a local Calgary moving company around $470-$1,100 (studio apartment) to $3,500(4-bedroom home) when moving locally.

How much do long-distance movers cost from/to Calgary?

On average, the Cost of long-distance movers in Calgary ranges from $2,000 (studio) to $7,500 (3+ bedrooms) for a distance of 1,000 miles. The accurate Cost may change based on the move distance, the weight of the items, and the additional services needed to finish the job.

How do you find affordable movers in Calgary?

Finding affordable movers in Calgary is easy by getting multiple quotes from different moving companies. Doing this will help you compare the quotes and ensure you get a fair price for the required services.

How do local and long-distance moves differ in terms of cost?

Local moves within Calgary usually involve lower transportation costs than long-distance moves. The total distance covered is crucial to the overall relocation cost.

Can I get a rough estimate of my moving cost in Calgary?

While a moving cost calculator can provide a cost estimate, contacting a moving company in Calgary is always recommended. These companies can provide more accurate quotes based on your specific moving needs.

Are there any additional fees or moving costs I should be aware of?

Additional costs may include packing services, special handling for delicate items, or charges for navigating stairs and elevators. It is good to discuss your requirements with your chosen moving company to avoid surprises later.

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