Uncategorized Archives - M3 Commercial

Tips On Moving Office Equipment

vincit — Fri, 08 Oct 2021 18:40:47 +0000

As companies grow and evolve, they often find that their existing office space, layout, or location no longer fits their needs. Any office relocation is going to involve moving your office equipment.

The initial excitement of moving to a more well-suited location and office space can quickly fade though as you get into the nitty-gritty details of planning the office move itself. Let’s face it. Moving is stressful at any level and moving an office means even more. Most people have personally moved multiple times in their lifetime but moving one’s business is a completely different undertaking. When you start thinking about moving all the desks, computers, furniture, files, and office equipment to move, the scope of the project can begin to seem a bit overwhelming.

Go With A Reputable Commercial Moving Company

While it might be tempting to cut corners and even ask the employees to help move your office equipment, it’s really not a very good idea. It’s just not worth the risk of someone injuring themselves or damaging something while trying to manipulate and move office equipment. If something like this would happen, you could face mounting costs that might end up being more expensive than the cost of hiring a commercial moving company.

The professionals at M3 Commercial Moving & Logistics are highly trained in their craft. They’ll properly pack, load, transport, and unload your office equipment efficiently in minimal time. M3 Commercial Moving & Logistics can also handle specialized moves that involve extremely heave or tricky to handle items, stairways, and other specialized circumstances.

The primary component of moving office equipment is the safe loading, transporting, and unloading of this high value equipment. Proper attention to specific details for each piece of office equipment is the key to a successful move.

Each piece of office equipment may have different requirements when it comes to packing and moving it. This is why it’s important to use professionals to ensure that they are moved properly so potential costly problems related to moving them can be avoided.

Here are a few tips to help ensure moving your office equipment is a success.

Conduct An Audit Of All Of Your Office Equipment

Get in touch with each vendor and check with them to see if there are specific manufacturer guidelines that should be followed as it pertains to moving each piece of office equipment.

Make Sure Your Moving Company Specializes In Commercial Moves

A specialized commercial moving company will have all pertinent training and equipment associated with moving an office. at M3 Commercial Moving & Logistics, commercial moving is all we do. It’s not a residential side offering… it’s all we train for and it’s all we do. We have the expertise and specialized equipment to ensure that your valuable office equipment and furnishings are expertly packed, protected, and re-assembled at your new location. We make sure if there is any downtime to your business it is as minimal as possible.

Do You Lease Your Equipment

If you lease your office equipment, then it would be expected that the equipment’s vendor would handle the logistics of moving these particular pieces. If you don’t go through the vendor, you risk voiding the warranty on the equipment or even be in violation of your leasing agreement. Double check all of this with your vendor and leasing agreement. Make sure that you make arrangements for the move well in advance so you can get on the vendor’s calendar and coordinate the timing.

Internal Project Manager

Depending upon the size and scope of your move, you may want to assign an internal project manager to be the company’s point person with the moving company. The internal project manager can assign internal tasks and preparations based on expertise and skill levels of the staff. And, for example, can determine if the company’s IT team can fully execute the move and setup or if further specialization would be required for support.

Insurance Coverage

Get up with your insurance company to make sure that your office equipment is covered under your policy during the move. Look for any gaps in coverages and make arrangements for proper coverage if it’s not.

Use Copious Amounts Of Labels

Label everything. Even take pictures. Keep meticulous track of all office equipment cables, wires, and power cords. No doing so could result in big wastes of time when you’re trying to get everything set back up. Get this done correctly so after you move your office equipment to the new location it can be set up quickly and ready for production.

Toner And Printer Inks

As a part of moving your office equipment it may be necessary to remove the toner and ink cartridges to avoid the mess of spilling. If this is going to be the case, make sure that you have back-ups on hand or order replacements well in advance of the move. Either way, make sure that they are ready to load once the equipment is set up at the new place.

Coffee – Water – Vending Machines

If you currently have this type of office equipment at your current place and the plan is to move them, then you should check with your vendor to ensure a plan is in place to get this done and have them fully operational at your new office location. Also, remember to order supplies for them if needed.

Owners And Service Manuals

Round up all the service and owner’s manuals for your office equipment and get them into one place with your other important documents and warranties and make sure you know where they are located after the move.

Service And Lease Agreements

No better time than when preparing for an office move to go ahead and review your service agreements, licenses, and office equipment leases. First of all, make sure they are all still valid and not expired. You can use this pre-move time to perhaps negotiate better terms or even upgrade to newer models and versions rather than moving your current equipment to the new location. Take a look and get in touch with your vendor to see if a new package deal would make sense and even save you some money.

Do An Appraisal Of All Your Office Equipment

Is your current office equipment getting a long in the tooth? Is it approaching the end of its lifespan? Is some of the office equipment no longer supported by the manufacturer? Has it started to need more regular repair and maintenance visits? If so, your old office equipment may be on verge of becoming more expensive to maintain and operate. Is it time for an office equipment refresh? If so, contact your current vendor and a few others. You may be able to upgrade some or all of your office equipment. You may be able to get your old office equipment hauled off and your new equipment delivered and set up at your new location, thus saving you the expense of moving your office equipment from one location to the next.

Prepare The New Location

Your new office location should be prepped and optimized for the arrival of your office equipment, furniture, and supplies. This means knowing ahead of time where everything is going to be located or otherwise stored. Cables, power strips and any other functional accessories should be ready and in place when your office equipment is unloaded. A little bit of this type of pre-planning helps to reduce the chaos and the stress.

If you’re looking at relocating your office, the moving experts at M3 Commercial Moving & Logistics are ready to start planning your corporate relocation today. We have expertise and the knowledge of moving and logistics and will execute your relocation seamlessly and stress free so you can focus on your business operations. Whether you’re relocating your business across town or beyond M3 Commercial Moving & Logistics has got you covered.

The post Tips On Moving Office Equipment appeared first on M3 Commercial.

Office Relocation: Maintaining Productivity During Your Move

vincit — Thu, 07 Oct 2021 18:40:54 +0000

You’re excited about relocating your office and are looking forward to the new office space. Aside from all the logistics that come with an office relocation, you don’t want your employees to fall behind in their workflow because of the move. This will only add more stress to your team during the moving process which is stressful enough. Relocating an office, no matter how small or large and no matter how far is a disruptive process and maintain productivity during this time can be a challenge. Any busines preparing for a relocation want the process to go as smoothly as possible without productivity taking a hit. The goal is to make sure that you arrive at your new office location without any unnecessary stress or loss of production in the process of the office relocation. Here are a few tips to help counteract any loss of productivity during your office move.

Planning Ahead For Your Office Move

Although obvious, planning well ahead of your move can’t be over emphasized enough. Start by drawing out an initial timeline of all the tasks, vendors, and people involved with your move. Make notes as to what role they play and where on the timeline they will come into play. Having a timeline mapped out several months in advance will help catch and minimize any potential holes or gaps that could occur in productivity of the team. Designate a point person to oversee the logistics of the move internally and to keep everyone involved informed and on task.

Start packing non-essential items as soon as possible.
Begin purging, selling, donating, any old equipment, furniture, etc. that won’t be making the move.
Draw out a detailed floorplan of the new office location and where every piece of equipment will go and a seating chart for every employee. Once the move is well underway you don’t want to have to spend wasted time in the minutiae of deciding where everything will go and messing around with setting any of it up.
Identify any areas of improvement needed between your current office and your new location and any potential challenges your new office may present. If you’ll be needing any maintenance people or subcontractors to complete improvements at the new location, work on getting them scheduled.
Make decisions on what office furniture won’t be making the move and what new office furniture will need to be purchased.
Create a specific timeline and task sheet for IT break down and set up and get quotes where necessary.
Start creating a moving plan and timeline for specific key employees and their teams where needed.
Begin the process of meeting with and interviewing the professional movers.

Internal Communications

Don’t underestimate the importance of keeping your employees informed as to the plan ahead. Give them ample time to adjust to the thought of the office relocation and to work out their workflow for the move that will result in minimal disruption of their productivity.

Remember, open lines of communication during this process is one of the best ways to keep your employees engaged and taking ownership of their processes and workflows. This helps reduce the stress of feeling left out and confused as to what is expected of them.

Communicate to your staff as early as possible regarding the office relocation.
Share the pertinent timeline of events that so they can plan accordingly with their schedules and appointments.
Make sure they all have a role as a part of the team during the move so they will feel engaged and take ownership of their personal timeline and tasks to complete.
Provide a conduit for the employees to ask questions and get answers on a frequent basis.

Open communication with your team is a big key in minimizing the stress and providing a structured organized environment where they can stay as productive as possible during the office relocation process.

External Communications

Don’t lose track of your clients during the process of your office relocation. Of course, it’s important to let your customers and clients know of the change that is coming. Although, not directly related to maintaining your productivity during an office relocation, it is indirectly related. By keeping your clients up to date during your office relocation the part of your staff that works directly with the clients will have to spend less time answering questions from the clients. Additionally, your clients will appreciate being personally kept in the loop regarding your office relocation and in the event there happen to be schedule adjustments or even slight service disruptions, your client will be far more likely to be forgiving and flexible since they will have been given the courtesy of a heads up.

Hire Professionals

When it comes to an office relocation it’s not the time to round up willing employees, friends, and family to cobble together your office moving “A” team. Keeping your business up and running and your staff productive is a top priority during an office relocation.

Between all the:

Organizing
Packing
Breaking Down
Setting Up
Furniture Moving & Installation
Document – moving, storage, and shredding
and more…

There’s no room for errors or inefficiencies. The smallest gaps can impact business and the bottom line so it’s important to get it right the first time.

At M3 Commercial Moving & Logistics all we do is commercial moving and logistics, and we do it better than anyone. We are client experience obsessed. Using M3 Commercial Moving & Logistics will give you peace of mind that your move is being managed properly from start to finish. We’ll reduce your stress and enable you to focus on the day-to-day operation of running your business.

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