Enjoy.

And please let us know if we can help you avoid something like this!!

It’s easy to do online.  

You’ll want to make sure you do this before the moving company shows up so you don’t leave any mail behind.

Moving your household is one thing, but what about moving your home away from home…your office, or worse, an entire business?   As with any move, planning a commercial or office move is the key to keeping the move on track and on budget.

Files

Now’s the time to review company policy regarding file retention.  If you own the business, then now’s the time to make the file policy.  Check with the IRS for guidelines regarding accounting and financial records before rendering them obsolete.

Client files and financial records should be destroyed rather than put in the trash.  There are businesses that operate commercial shredders that can be brought to your location to handle larger volumes of paper.

You may be tempted to deal with shredding in-house, but remember, most shredders can only handle a few sheets at a time, must be emptied often and can leave a mess behind.

Check with movers to determine if files can be left in cabinets during the move.  With smaller file cabinets, they often can, with the file drawers merely secured shut.

Employees

Appointing one person to handle the move is best for smaller companies, and they may delegate as necessary.  For larger commercial move preparation, it’s best to break down the areas to make them more manageable, such as:

• Logistics
• Office equipment
• Computers
• Employee communications
• Mover expeditor

Employees are normally responsible for packing their own personal belongings for the move, and it’s best for them to remove their belonging prior to moving day.

Space Planning

And speaking of space planning, one of the most time consuming tasks in relocating an office or business is preparing for the communication infrastructure.  This means the location of the electrical outlets, modem lines, cable connections and phone outlets.  It’s best to address these needs in the new office well before the move, when access and additions are easier. 

For smaller companies, allowing employees input on office locations, office equipment locations and more can make them feel more involved in the process, and get them on board with the move.

Details, Details, Details

Don’t forget the little things in moving your business, like telling customers where they can find you!  Other details to remember:

• Letterhead and business cards will need to be updated with a new address.
• Post a notice at the business location well in advance with the moving date.
• Websites will need the new location information.
• Vendors, customers and business associates should be informed well in advance.

Bottom Line

Planning a commercial move involves so many details above and beyond a residential move.  While it’s tempting to use your employees to move, it can make better business sense to use movers experienced in office or commercial moves, particularly if you consider the exposure to a worker’s compensation claim for an employee.  Proper planning is key, as any time spent moving is time away from making money.

Moving your home is not only the start of a new life, it’s the perfect opportunity to declutter and reduce your ‘stuff’ which has accumulated unchecked through the years.  While it can be a liberating experience, many agonize over the decision, so as you begin sorting through your worldly possession, we offer tips for decluttering and deciding what to take when you move.

The One Year Rule

If you’ve not used an item in over one year, or in the case of clothing, worn an item – chances are it’s not going to be used next year either.  This is also true of unwanted gifts.  If an item has little value or is in disrepair, throw it away.  Even donation centers have standards, and they simply can’t handle broken goods or stained clothing.

If the item has a value of more than $20 (or a threshold of your choosing), consider selling or consigning it.  If an item is a one-of-a-kind collectible, consider consignment to an auction house.  That old train set in the attic may look like junk but it’s worth a second look in this instance.

The Replacement Rule

For outdated electronics and household items, including appliances, is it worth the cost of moving only to replace it within the next few months?  Appliances in particular can be costly and heavy to move, now just might be the time to upgrade and have it delivered to the new home.  Improvements in energy efficiency may also make new appliances more cost-effective than moving them.

The Book Ban

Books are normally the heaviest boxed items, and dust-gatherers as well.  Old textbooks are the worst offenders.  Pare down the book collection, ask your local library if they accept donations, and if so, what type of books they prefer.  Normally paperbacks and outdated guides aren’t in demand anywhere, and they can be thrown away or recycled.  Old textbooks should be thrown away, the information can normally be found online should you ever need to reference the information.  Try selling books at a yard sale and thin the herd significantly.

Household Plants

If you are planning a long distance move, it’s best to give them to friends or family members.  For local moves, you can place them on the truck or transport them yourself. 

The One Touch Rule

As you’re packing for your move and deciding what to take on moving day, it’s tempting to put items aside for a later decision.  Institute the ‘one-touch rule’.  Either it must be packed, thrown away or put in a pile for donation or sale.  Do not skip over items or move them to another location, your first instinct on an item’s fate is usually correct.

Your household move is the perfect time to free yourself from clutter.  Not only will you reduce your personal inventory, but you can save on moving costs as well!

Here’s your Moving Timeline

8 Weeks Before Moving Day

• Contact movers and get estimates, discuss packing supply prices and needs, as well as insurance for the move.  The last week and first week of the month generally fill quickly.
• Start a “Move” file to keep all receipts, estimates, lists, notes and contact information.
• Begin a running list of notifications and those who will need to be contacted with a change of address.  These will include:
• Children’s schools
• Current and previous employers
• Utilities, including power, cable, phone, internet and water (always note dates, times, names and confirmation numbers)
• Post Office
• Subscriptions including magazines and newspapers
• Memberships including health clubs and social organizations
• Family and friends
• Begin a ‘valuables’ box to safely transport important documents (social security cards, passports, birth certificates, etc) as well as jewelry, silver and family heirlooms.  Not only will this keep them in a central location when needed, they can be transported by you and kept in a safe location during the move.
• If moving out of town, research new medical providers including primary care physicians, dentists and pediatricians and request medical records from current providers.

6-7 Weeks Prior to Moving Day

• Begin sorting through storage, basement, garage and attics to determine what will make the move.
• Sell excess through a moving sale, consignment shop, online site or classified ad.
• Begin packing holiday decorations and out of season items.
• Order packing supplies, include:
• Boxes
• Packing tape
• Unprinted newspaper
• Bubble wrap
• Markers

4-5 Weeks Prior to Moving Day

• Begin a household inventory and take photographs.
• Schedule the activation date for utilities in your new home.
• Make arrangements to transport pets and houseplants.
• Keep packing!  Label boxes on both the sides and top of the box.  Listing contents can be helpful when you’re looking for that coffeemaker after the move!
• Use color coded labels to place on boxes according to which room they will go into in the new home.
• Check prescriptions to make sure supplies are adequate and have hard copies of any prescriptions for the new pharmacy.
• Contact auto and home insurance companies regarding policies and change of address.
• Open a bank account in your new location.

2-3 Weeks Prior to Moving Day

• Give away or properly dispose of items that cannot be transported, such as paints, paint remover, propane and lighter fluid.
• Keep packing!  Remember to not overload boxes, especially the larger boxes with heavy object.  It’s okay to fill book boxes completely full with books.
• Finalize moving day plans, including pet and child care arrangements.
• Schedule a cleaning service for the old and new home if necessary.
• Confirm movers and dates of any real estate transactions, such as closings.

The Week Before the Move

• Keep packing!  Make sure you have several boxes and trash bags on hand for moving day.
• Put together a moving day box with extra packing tape, markers, basic tools, labels, pen and paper, utility knife and scissors.
• Begin emptying the freezer and refrigerator.
• Pick up dry cleaning, return rentals, gather belongings from lockers, friends, etc.
• Arrange for funds for moving day – both cash on hand and payment for movers.
• Begin putting together a pile of essentials for the first day in your new home (towels, toilet paper, soap, linens, coffee, change of clothes)

Moving Day

• Have a designated person work with movers to answer questions and direct placement of furniture and boxes.
• Offer refreshments such as cold drinks to the movers.  Bottled water is always appreciated.

Whether you’re preparing for a local move or a long distance move, there are several tried and true moving tips to get you ready for ‘The Move”.  There are two main concepts to keep in mind when preparing for a move – less stuff means less to move; and you need to transport that less stuff from Point A to Point B safely.

Less Stuff

Now’s the time to clean house, literally and figuratively.  Not only should you declutter if your home is on the market, but remove the clutter rather than pack it.  To determine if an item is going to make the move ask these questions:

• Have I used this item in the past year?
• Do I love this item and have a specific use for it?
• Is this item in good condition and usable or have a value over $25?
• Does this item have significant sentimental value or family history attached?

If you answered yes to any of these questions, it’s either worth saving, worth selling or worth donating – the choice is yours.  If you answered no, toss it. 

Moving It

The stress of moving day is caused by not being completely packed and prepared.  Packing supplies should be purchased 4-6 weeks in advance of the move.  While using secondhand boxes is an inexpensive option, once a box is used, it loses 20% – 30% of its stability.  Have new boxes in a variety of sizes on hand, along with packing tape, a marker, unprinted newspaper and bubble wrap to make packing easier and keep your items damage free. 

Use the following guidelines to help estimate how many boxes you need to move:

• Studio Apartment: 10 small; 10 medium, 3 large, 1 dishpack and 1-2 wardrobe boxes;
• 1 Bedroom: 20 small; 20 medium; 5 large 1-2 dishpacks and 2-4 wardrobe boxes;
• 2 Bedrooms: 30 small; 30 medium; 10 large, 2-3 dishpacks and 4-8 wardrobe boxes;
• 3 Bedrooms: 35 small; 35 medium; 20 large, 3-4 dishpacks and 8-12 wardrobe boxes;.
• 4+ Bedrooms: 35 small, 40 medium, 30 large, 3-4 dishpacks and 12+ wardrobe boxes.

In addition to these boxes, make sure to have plenty of 30 mil, contractor grade trash bags on hand as well as 10 extra medium boxes for moving day.  Trash bags can be used to pack comforters, pillows, sheets, etc.

More tips for a stress-free move:

• Mark boxes on sides and the top and list major contents.
• Use color coded labels to place on boxes according to which room they will go into in the new home.
• Pack valuables and important documents separately and leave them with a family member or in a safe deposit box;.
• Kennel pets on moving day, they get stressed too!
• Take young children to a sitter; put older children to work with a specific project.
• Keep a moving file with receipts, estimates, lists and information in a central location, along with a box of supplies – extra packing tape, basic tools, extra markers, a utility knife, scissors, labels, etc.
• Try to move during the week, when more services such as banks, utilities, and stores are open.  It can also be less expensive to move mid week and during an off-peak time (mid-month).
• Check with movers regarding special coverage for antiques and art, they may need to be appraised for a special valuation coverage for the move. Speaking of insurance, check your homeowner’s policy for move coverage or with movers to determine coverage needs.
• Properly dispose of items that should not be moved, such as lighter fluid, paint remover, combustibles and paint (it’s nice to leave paint for the new owners if it was used in the home or for touchups after moving day).

Being prepared will not only reduce the stress of moving day, it can help reduce costs, as movers and rentals are often based on hourly charges.

Whether is a business move, retail move, commercial move or residential move, A-One Moving & Storage are the thoughtful movers for your belongings.