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Office relocation can be more complex than house shifting because it involves computers, documents, furniture, networking equipment, and other business assets. Office packers and movers can handle packing, labeling, transportation, and placement, while office relocation services help businesses plan inventory, IT, building access, and schedules for a smoother move.
The Short Answer
Office relocation always begins with an inventory of all the assets that have to be shifted. It also includes determining the timing of the shift and making preparations at the new office.
An ideal relocation usually involves the following procedures:
- Inventory creation
- Categorization
- Packing sequence
- Computer and IT preparation
- Building coordination
- Packing and loading
- Destination organization
- Inventory verification
Businesses can entrust all these physical procedures to professional office packers and movers so that the management team and employees can focus on the relocation aspects that are specific to their field.
What Is The Difference Between Office and Household Shifting?
Office relocation differs from household shifting because it involves business-critical assets such as workstations, computers, servers, documents, networking equipment, and office furniture.
It also requires coordination between management, employees, IT teams, building administrators, and professional office packers and movers to minimize business disruption.
When Should I Start Planning For an Office Move?
The time required for an office move depends on the office size, number of assets, IT equipment, and documentation. Start planning well in advance to avoid delays.
Key preparations include:
- Confirm the new office location
- Create and review the inventory
- Remove unwanted assets
- Coordinate with office packers and movers
- Complete building and IT preparations
- Prepare the new office and inform employees
The early preparations help in identifying potential issues in advance.
Step 1: Inventory Creation
Inventory creation is usually the first step in office relocation because it determines the scale of the procedure.
The inventory for office relocation can be divided into several categories, namely:
- Furniture
- Electronics
- Documents
- Furniture Inventory
The furniture inventory includes desks, chairs, workstations, cabinets, shelves, conference tables, and reception furniture.
Electronics Inventory
The electronics inventory includes computers, monitors, printers, scanners, UPS, networking equipment, servers, and projectors.
Documents Inventory
The documents inventory usually consists of employee records, financial statements, contracts, project reports, and other paperwork.
An inventory helps the business understand the scope of relocation, including the scale of packing and transportation.
Step 2: Decide What To Move
Although it may seem counter intuitive, deciding what to move is an important part of relocation. Not all assets that are present in the inventory need to be shifted from one location to another.
Therefore, prior to packing, it is necessary to divide the inventory into the following categories:
Move: Assets that have to be shifted to the new location.
Replace: Old assets that have to be replaced at the new location.
Dispose: Defective or unwanted assets that have to be discarded.
Store: Assets that might be useful in the future but will not be required immediately.
Dividing the inventory into these categories can reduce the volume of assets that have to be packed and transported.
Furthermore, categorizing the inventory also reduces clutter at the new office because the business can get rid of assets that are no longer useful.
Step 3: Categorize Inventory
Categorizing the inventory according to departments can simplify the relocation procedure.
Although it is not mandatory, it is usually a good idea to label the cartons according to departments for smoother destination placement.
The departments that usually require separate labeling include:
- Human Resources
- Finance
- Sales
- Marketing
- Operations and Management
- IT
- Administration
Labeling the cartons according to departments can also help the employees to locate their respective departments at the new office. Office packers and movers can use the labels to identify the destination of every carton.
Step 4: Plan The Packing Procedure
Packing should be planned according to the size, weight, delicacy, and destination of each asset. Office packers and movers can use suitable protection for furniture, computers, and networking equipment while keeping essential documents and frequently used items easily accessible during the move.
Step 5: Prepare The Computers
Computer and IT equipment requires careful handling during office relocation. Back up important files, document cable connections, and shut down network systems before moving. Office packers and movers can handle physical transportation, while the IT team manages disconnection and reconnection to ensure essential equipment is ready after the move.
Step 6: Coordinate With The Building Administrator
Building coordination usually includes informing the building administrator about the logistics of the relocation procedure. This is especially important in the case of commercial buildings, office complexes, and multiple floor buildings.
The main aspects of building coordination include:
- Requesting permission for the use of goods lifts
- Identifying loading and unloading zones
- Allowing vehicle entry and exit
- Identifying parking space
- Building security
- Goods lift size
- Moving time
- Permissions and passes
The moving company has to be aware of these aspects well in advance.
Step 7: Plan Transportation
The requirements for transportation largely depend on the inventory. Office packers and movers have to consider the size, weight, and volume of the furniture and equipment.
The main aspects of transportation planning include:
- Volume of the inventory
- Size and weight of furniture
- Delicacy of equipment
- Number of cartons
- Distance
- Loading and unloading
- Large and heavy furniture and equipment can dictate the choice of the vehicle.
In general, transportation planning has to be done by the moving company in order to ensure that an appropriate vehicle is available on the day of relocation.
What Should Office Relocation Services Entail?
Office relocation services can include furniture and IT equipment packing, document packing, dismantling, labeling, loading, transportation, unloading, reassembly, placement, and unpacking. Before hiring office packers and movers, confirm that your complete inventory, manpower, dismantling, assembly, and transportation requirements are included in the estimate.
Office relocation services can include furniture and IT equipment packing, document packing, dismantling, labeling, loading, transportation, unloading, reassembly, placement, and unpacking. Businesses can also refer to relevant BIS standards when considering appropriate packaging and handling practices.
How Can Office Packers And Movers Be Compared?
Price is not the only determinant while comparing different office relocation services.
The most important criterion for comparison is the experience of the moving company in relation to commercial office relocation.
Other important factors include:
- Packing procedure
- Manpower
- Vehicle
- Scope of service
- Scheduling
- Cancellation policy
When comparing office packers and movers, clarify the packing procedure, manpower, vehicle, relocation schedule, and handling of furniture, IT equipment, and documents. Also confirm the scope of office relocation services, additional costs, and cancellation policy before making the final payment.
Prepare A First Day Box
A first day box has to be prepared for every employee in order to ensure that he or she can begin working as soon as the new office is ready.
The first day box usually contains essential documents, office supplies, tools, battery chargers, essential keys, contact information, and IT accessories.
The business also has to keep an inventory of the first day boxes. It should be kept separate from the inventory of the items that will be transported.
This inventory has to be retained by the business in order to ensure that the received items are compared with the transported inventory after the moving procedure is complete.
What Should Be Done On The Day Of Moving?
The day of moving involves several procedures, starting with inventory verification and ending with verification at the destination.
The most appropriate sequence of the day of moving is as follows:
- Inventory verification
- Packing and labeling
- Furniture dismantling
- Loading
- Driving/transportation
- Unloading
- Reassembly
- Inventory verification at the destination
A well defined sequence ensures that the office packers and movers are aware of the work procedure.
It also ensures that the business can keep track of the inventory, including verifying the received items at the end of the day.
Office Shifting Services Bangalore
Office shifting in Bangalore requires planning for more than packing and transportation, as building rules may affect goods lift usage, parking, loading, and moving times. Professional office shifting services can help coordinate the movement of IT equipment, workstations, furniture, documents, and other business assets while considering these building requirements to reduce avoidable delays.
Explore Union Packers and Movers Bangalore for professional packing, transportation, and relocation support for your business move.
Avoid These Common Mistakes While Shifting Offices
Packing Without an Inventory
Inventory is essential in order to ensure that all the items are relocated.
Without an inventory, it will not be possible to identify whether an item has been packed or not.
Leaving IT Network Coordination For The Last Moment
IT coordination has to be planned in advance.
Servers, computers, networking devices, and other equipment have to be switched off in advance in order to ensure that there is no damage to the equipment.
The IT equipment also has to be kept separate in order to ensure that the physical relocation does not interfere with the network system.
Ignoring Building Restrictions On Goods Lifts and Loading
Many commercial buildings in major cities, including Bangalore, do not permit the usage of goods lifts and loading/unloading outside specific hours.
It is necessary to inform the moving company about such restrictions.
Mixing Up Department-Specific Items
Labeling the packages in accordance with departments is essential in order to prevent delays at the destination. This is because office packers and movers will not be able to identify the department of origin if the label is not available.
Hesitation While Clarifying Price, Procedure, Inventory, Timing, Building Access
The price has to be compared in accordance with the services offered by the office packers and movers.
It is essential to clarify all aspects of the procedure, including the packing procedure, manpower, vehicle, timing, building access, and cancellation policy.
Forgetting The Destination Setup
The new office has to be prepared in advance.
This includes setting up workstations and making the necessary arrangements for the employees.
Frequently Asked Questions
What do office packers and movers do?
Office packers and movers can assist with packing, labeling, dismantling furniture, loading, driving/transportation, unloading, furniture reassembly, and other related procedures.
How can businesses prepare for office relocation?
Businesses have to create an inventory, finalize unwanted items, prepare the IT infrastructure, dismantle furniture, label the cartons, coordinate with building administrators, schedule the timing, inform the employees, and prepare a first day box.
Are office relocation services suitable for small businesses?
Yes, office relocation services can be customized in accordance with the size of the office, volume of furniture, number of computers and IT equipment, amount of documents, and transportation requirements.
How can equipment and documents be protected during transportation?
Equipment and documents have to be packed separately in order to ensure that the equipment is not damaged. Appropriate materials have to be used for packing in order to ensure that the items are not crushed during transportation.
What should be asked prior to hiring office packers and movers?
It is essential to clarify the scope of service, packing procedure, manpower, vehicle, timing, cancellation policy, and building coordination.
Can office shifting services be scheduled outside working hours?
Office shifting services can be scheduled on weekends, holidays, and other appropriate days in accordance with the rules of the building and the availability of the moving company.
How Can You Get In Touch For Office Relocation?
For reliable office shifting assistance in Bangalore, contact Union Packers and Movers to discuss your relocation requirements and get the necessary details.
