5 Tips on How to Securely Transfer to a New Office Address
If you are transferring your office to a new location, you may need temporary storage for the equipment and documents. The new office space may still need to be painted or finished, so you may not have sufficient space (for the time being) to securely store your office supplies.
In this case, you probably should consider renting small business storage units which you only need to pay for based on the space that you actually use. On the other hand, you probably also want the advantage of scalability if you have additional items that need to be stored.
Transporting and storing office documents and sensitive equipment is both a logistical and security problem. This is especially true if you have valuable items that you need to transport. For instance, if your company has the latest high-tech prototype for a product that needs to be kept secret from your competitors, you would want to keep it in a secure facility.
To avoid inconvenience and difficult scenarios such as the above, consider the following advice:
1. Plan for the details of the office transfer
You should allocate at least three months for the preparation and transition phase. Brief your employees and inform your clients and suppliers about the office move. You should be as detailed as possible about the relocation. For instance, you can prepare a route map for the most convenient way to get to the new location which you can distribute or send by email to all stakeholders.
The risk of delays and being lost can also be avoided if you prepare a route map for the removalist. You may consult online maps or printed maps to plan your route. You should avoid rough roads to prevent your sensitive electronic office equipment from being damaged.
It is also crucial that you know the weather forecasts at least two days ahead of the day of transfer. This way, you can avoid the hassle of possibly being stuck in the middle of nowhere because of bad weather.
2. Compare several removal companies
You should not immediately hire the first removal company you find. You should first assess the capabilities of all prospective moving partners. Search for a company that offers services that best suit your purpose. Do they have security systems in their storage facilities like CCTV and burglar alarms?
Ask for price quotations for the bulk of items that you need to transport and temporarily store. Find out about the insurance coverage and the contingency plans they have in case of unforeseen events like accidents. This way, you won’t just be comparing prices but also the kind of services you will be receiving.
3. Organize a moving committee
Even if you have a small office, you should still organize a moving committee that will take care of the details of the office transfer. If you have sensitive documents and equipment that need to be carefully packaged, you can also assign a trusted employee or manager to oversee the task. Just make yourself available to help them and supervise them when the need arises.
The committee members can coordinate with the removalist company regarding packaging best practices and for all removal-related activities. They can also be tasked to deal with the building manager of the new office address for important office moving tasks such as getting the office space thoroughly cleaned and ready for occupancy.
4. Classify and tag the items to be transported
Some of your office items will need special packaging and protection. For instance, important documents should be protected from possible water seepage or from any sort of mishandling. The same can be said for electronic equipment like computers, printers, photocopiers, projectors and TV monitors.
You need to tag and catalog the items to prevent them from being mixed up or lost. The list of items will also be required by the removalist company for insurance purposes. You should declare the specific value of each item, especially the more expensive ones.
5. Supervise the loading and unloading
If you want to make sure that all the items are properly accounted for, you should supervise the loading and unloading of the packages. Double check the tags and classifications of the boxes. It is important that your checklist is countersigned by a representative of the removalist company who will also have their own copy.
You can also make sure that the packages are properly handled during loading and unloading. Depending on the contract that you sign, you may have the removalists to help in unpacking and arranging the items so you and your staff get some additional assistance.
Careful planning, choosing the right removalist company and supervising the transfer are crucial for ensuring the security of the items you are transporting. You can avoid the hassle if you are systematic in your approach and plan well ahead of your intended office relocation.
Chris Humphrey is the General Manager of Easytruck Moving & Storage. In 2013, the company combined their expertise in professional moving services and storage to create an entirely new approach to the business – and mobile storage was born! Easytruck now operates over 30,000 sq.ft. of air-conditioned facilities in three convenient locations in Dubai and is the only Mobile Storage operator in the UAE.