Your friend during your move – PA moving company

Most of us, who have had to move from one place to another during some time in our lives, will surely agree that move of any kind can be really stressful. More so if you are moving with your family, in which case you will have to move lock, stock and barrel. If you are planning office relocation, it calls for more responsibility and accountability at every stage of your move. Whatever be the case, it is a universal truth that any move, whether it is local or otherwise, calls for proper planning and execution.

PA moving company

Many consider the prospect of using their own vehicles to transport their personal belongings as a cost saving measure. That’s fine if you do not have too many things to carry with you or if your relocation destination is not too far from your present place, in which case making more trips than one may not be difficult. However, using your own vehicle for transporting your personal effects has its downside also. Your vehicle may be subjected to lot of wear and tear and driving on your own can worsen your stress levels and tell on your health. In such a scenario, hiring the services of a reputable moving company like PA moving company can solve so many problems related with your moving.

Once you decide to hire the services of moving company, the next question will be how to choose the best moving company. A little effort on your part can save a lot of time, effort and unnecessary expenditure too, though cost may not be the main issue when other important aspects like quality of service, reliability and punctuality and courteous behavior need to be looked at first. Hence, prudence lies in looking for the best possible company that fits your budget. Locating a good company becomes simpler when you consult your friends and relatives, whose valuable feedback will prevent you from trying unscrupulous companies with dubious track records. A company with untainted record like PA moving company should, therefore, bring a lot of relief to you.

While hiring a reputable moving company, please bear in mind that your chosen company does not extend a quote even before seeing your belongings. There are some companies that charge for their services by the hour no matter how many things you are transporting, in which case you may not have any option. Most moving companies follow the practice of sending a company representative to take stock of your things before offering an estimate. A good company believes in having a proper discussion about every little detail with the customer without leaving any scope for any doubt before finalizing the service and arriving at a mutually acceptable rate. Also, please make sure that the company you deal with completes all the paper work and the driver appointed for the job holds an authorized license to carry out the task. PA moving company believes in putting customer satisfaction above everything else!

Points to Discuss With A Corporate Relocation Moving Company

Before allowing the corporate relocation moving company to perform a walkthrough inspection of your offices, you should discuss the following points with its staff. Think of it as conducting a job interview wherein you will determine the suitability of a certain PA moving company for the job at hand.

Registration and Licenses

Depending on the coverage area of the moving company, it may or may not have a registration number issued by the Federal Motor Carrier Safety Administration (FMCSA). This number is known as the United States Department of Transportation number (USDOT number).

You should also check the vehicle registrations and drivers’ licenses of the moving company just to be on the safe side. You may come off as too nosy but keep in mind that your personal belongings will be in the custody of the staff and in the moving trucks, thus, your vigilance about these legal matters.

Rates and Estimates

Ask about the rates and estimates of the corporate relocation moving companies, too, for obvious reasons. You should be able to make an informed decision based on the rates and estimates provided obviously in a bid to get the most value for your money.

Tips: The best PA moving company will provide rates and estimates based on a rate per pound, a rate per kilometer, and/or a rate per hour. Usually, for long distances, the rate will be based on weight per pound; for short distances, the rate will be based on hours travelled. Keep in mind, nonetheless, that company policies will differ.

Beware: If a corporate relocation moving company provides a rate based on cubic feet, you are more likely being scammed.

Subcontractors

Ask the company about their subcontractors, if any. This is often the case with regional and national movers wherein local subcontractors are hired to expedite the process.

This is all well and good, of course, especially when the relocation company has a reputation for satisfactory service in your area. But it still pays to check the qualifications of the subcontractors and to talk to them about your requirements for the relocation, if possible.

Ask the moving company, too, for a list of subcontractors who will on the job in your relocation project. Said list must be readily available; if the corporate relocation moving company seems reluctant to give the list, the warning bells in your head should be ringing by now but you should also consider valid reasons.

Additional Fees

You should also discuss the circumstances under which additional fees apply and get these circumstances in writing. You want to avoid unpleasant surprises especially when it applies to money; a budget must be followed, after all.

Moving companies usually ask for additional fees for awkward items, hand-carried loads, and remote areas, among others. Again, ask for an itemized list of the possibilities. Better yet, you should have thorough discussions about the conditions of the move (i.e., distance, stairs, and types of objects for transport) so that the moving company can provide a more detailed job estimate.

Of course, you should also ask the corporate relocation moving company about its storage facilities, its customer service channels, and its complaints policy. You can never be too careful when it comes to corporate relocations!

Office Relocation and Its Impact on Employees

The office relocation project affects not just the customers but the employees as well – perhaps even more so considering that the employees will have to change their routes to and from the office. The employees must then be taken into consideration before, during and after the move by getting them actively involved in the project. The management may even have to provide relocation assistance to certain employees, thus, increasing the planning considerations and costs for the corporate relocation.

Here are a few useful tips in making the employees involved in the relocation project and, thus, lessening negative feelings about it. Keep in mind that an office is only as good as its employees.

Getting the Employees Involved

Keep in mind, too, that the moving company will only be involved in the actual relocation – packing the items, moving these into the trucks, and transporting these to the new offices. The employees are required to perform most of the activities associated with the relocation and, thus, making them actively involved in the project. The trick is in motivating the employees to wholeheartedly do their part in the office relocation project.

• Assign a team leader and his team members as the corporate relocation team. This is a better option that hiring a third-party consultant for the job – less moving costs with more employee involvement, too.

• Ask the employees for their suggestions and recommendations about the new offices. The more active involvement the employees have in the decision-making process of the relocation, the more likely they will support the move. Their suggestions can come in form of how the new office can be set up for effectiveness and efficiency, for employee and customer comfort, and for a satisfactory overall working environment.

• Keep in mind that the office relocation project can change the route of many of your employees. Ask them for ideas on cost-efficient relocation assistance especially for staff members that the office cannot let go of.

Keeping the Communication Lines Open

Communication is the key to keeping the employees in the loop while also keeping hearsay to a minimum. Hearsay can affect the morale of employees, not to mention derail the relocation plan so it is best to keep it to a minimum by keeping the employees informed about its progress.

• As soon as the office relocation plan is in place, the employees must be informed about the location of the new premises, the relocation team directly involved in the process, and the roles and responsibilities expected of them, among others. Said information is best relayed during a formal meeting with regular memos and meetings also scheduled for updates.

• The employees may be provided with feedback forms where they are allowed to express their concerns either with their names attached or anonymously. The relocation team can then consider the feedback when evaluating the original plan.

Most important, the employees should ideally be informed about the benefits of the office relocation project especially in its impact on profitability and, thus, on their jobs. Many of the employees will be affected by the change in premises mainly because of the commute, which may affect their living arrangements, and of the available parking spaces in the new office.

Kids Need Relocation Assistance, Too!

Kids are often the most affected by their parents’ decision to relocate and, thus, should be the top priority for relocation assistance in both the physical and psychological aspects. Said assistance can come from both the parents and the professionals of the PA moving company although it must be said that the latter will mostly provide the physical aspect for obvious reasons.

Parents, here are a few ways to ease the transition for your kids.

Carry On with the Normal Routines

Even when every member of the household is involved in packing the items for moving and storing purposes, parents are well-advised to carry on with the normal routines as much as possible. The kids even the teenagers already have too many things to deal with – packing their things, saying goodbye to friends, and attending to their school activities, for example – without the adults adding to their burdens.

You may also want to consider relocation assistance for kids in the form of psychological counseling. This is true for children with a strong sense of attachment who will understandably be more upset at the relocation.

Keep Communication Open

Kids should also have a say, so to speak, on the relocation plans. Let them express their issues, concerns and feelings about the relocation, which will be valuable in making a smoother transition from the old to the new place. Family meetings and conversations at the dinner table and at bedtime are the best venues for such purpose.

When discussing the relocation plans with your kids, be sure to use age-appropriate explanations while also being honest about the reasons for your decision. You will be surprised at the types of relocation assistance that kids can also extend to adults; think of them actually taking an inventory of their material possessions; deciding the items for packing, for storage and for donations; and moving their own small boxes, among others.

Assign Age-appropriate Responsibilities

To let kids in on the action of relocation, you can also assign age-appropriate responsibilities. For example, the teenagers can pack their own bedrooms while the pre-teens can look after their younger siblings while the parents are packing the items in the rest of the house.

Such assignments will make the relocation as a family project, not just an adult project. The kids will then feel part of the activities instead of being left out, not to mention that this is a good training ground for their adulthood.

Provide Assistance to Kids

Kids are just kids, thus, their packing skills are not exactly in the league of adults with experience in the matter. Actual relocation assistance is then essential especially when the kids are packing their personal belongings in their bedrooms.

Your assistance can include providing guidance on what should be kept and what should be donated; showing the kids how to pack certain items like clothes, toys and other personal effects; and giving them the right supplies for the job. You should also praise your kids for a job well done.

With the kids ready for moving, thanks to your physical and psychological relocation assistance, the PA moving company hired for the job will then have an easier time at it.

Month-by-Month Office Moving Checklist for First-time Movers

There are good reasons why people like to make lists of daily to-do things – the lists can make the impossible seem possible because the steps are outlined in manageable increments, among others. This is also true for a month-by-month office moving checklist, which provides the office relocation team a clear, concise and comprehensive guide toward project success.

Keep in mind that the following checklist is a basic guide. Each organization will have unique circumstances and conditions when relocating its office, thus, the details of their corporate relocation checklist will be different.

Four to Six Months Before Moving

Yes, relocation of an entire office requires effective planning four to six months before the actual move. The relocation team leader and his team members have plenty of work on their hands and, as with any business-related action, they are well-advised to err on the side of caution.

A few of the must-do activities on an office moving checklist at this time include:

• Identify the members of the office relocation team and assign their roles and responsibilities.

• Choose a reputable moving company able to complete the project from start to finish.

• Check the new office for possible renovations and repairs; possible layout for the furniture and equipment; and possible issues during moving day, among others.

Two to Four Months Before Moving

As moving day approaches, many of the relocation details should be ironed out. These may include:

• Hire a professional cleaning service and/or removals service.

• Get the utilities including electricity system, Internet and telephone, and heating and air-conditioning system in the new office set up.

• Buy new furniture, fixtures and furnishings for the new office, if necessary, which necessitates an office moving checklist of its own.

• Inform the employees about their roles and responsibilities during the relocation. Keep in mind that their cooperation is crucial to the success of the project.

• Finalize the contracts with the moving company, the managers of the new office building, and other relocation assistance organizations.

One to Two Months Before Moving

This is the time when the viability of the corporate relocation plan will be determined. The kinks in the plan must be straightened as soon as possible lest these minor issues become major problems during the big day.

The office moving checklist at this period can include:

• Finalizing the new office layout and designating the spaces for each employee.

• Eliminating the office junk to minimize the cargo on the moving company’s trucks.

• Ensure that the company data and information resources are secure before, during and after the move. Security measures to prevent data theft and loss are a must for obvious reasons.

• Move the items for storage into the moving company’s secure facilities.

• Alert the post office, customers and other stakeholders about the change of address.

• Discuss possible issues with the employees.

• Start packing and moving a few of the items so as to lessen the work on moving day.

On the moving day itself, the office moving checklist should be checked for every possible contingency. You can never be too careful when moving an office considering the safety and security issues involved.

Time-Efficient, Results-Effective Tips for Office Relocation

Let’s face it – office relocation is not for the faint of heart. So many things must be planned for from the key company personnel in charge of the relocation to the moving company in charge of the actual transportation of the furniture, fixtures and furnishings, among other items, in the office.

Plan Early

Indeed, planning is the key to success in any corporate relocation, said planning of which must start as early as 3 months before the actual move. Planning can minimize the possible risks, losses and hazards associated with relocation of offices, thus, maximizing the money spent for the activity including the professional fees of the best PA moving company hired for the job.

Of course, planning also requires close coordination between the company personnel assigned to the office relocation project and the professionals of the moving company. There are, indeed, many people involved in a corporate relocation moving project so an effective team leader is a must.

Appoint Key Persons

And speaking of a team leader for the corporate relocation moving project, the right one should:

• Hold a senior position so as to be able to make, implement and evaluate decisions;

• Possess good organization skills related to people and processes including working within a budget; and

• Have sufficient time to devote to the necessary project activities.

Keep in mind that the team leader must oversee every aspect of the relocation although strategic support from the departments is also crucial to the success of the project. For example, the sales and marketing, information technology, and finance divisions should also coordinate with the office relocation especially when it comes to ensuring business continuity.

The team should also closely work with other professionals willing and able to extend various relocation assistance products and services. Think of property agents, property solicitors, and office removal professionals as well as the moving company itself.

Establish a Timeline

As part of the planning process, the team should establish a timeline for the activities before, during and after the relocation project. This is similar to an office moving checklist albeit more detailed in terms of actual tasks and the persons assigned to each job.

An example of an office relocation timeline:

  • Three months before the relocation
  • Appoint the persons for the team.
  • Set a budget.
  • Discuss business continuity.
  • Scout for reliable moving companies and set up a contract for the job.
  • Coordinate with the utility companies (i.e., telephone and Internet) for the transfer of lines to the new office space.
  • Start planning the things that will be placed in storage, moved to the new office, and left behind in the old office.
  • Inform the employees about the relocation plans.
  • One month before the relocation
  • Inform the movers about the layout of the new office.
  • Label the items to be moved.
  • Iron out the details of the move.

On the moving day itself, there should be little to no kinks in the plan because everything was carefully planned in the first place. In the end, an office relocation project may start out as a headache but with the right planning including assistance from employees and third parties, it will proceed smoothly.