Office Moving Services

With over 30 years of experience we have the expertise needed to move your office. Whether you have a single room or an office of 100 employees, we have the skills to coordinate big and small moves. Moving an office is similar to local moves, but there are some special considerations. For office moves, you should choose a professional movers particularly if you have more than one truck load.

Movers Ontario Offers:

  • Certified office moving consultants
  • Variety of trucks for offices of any size
  • Skilled staff that have ample experience disassembling and reassembling
  • Plastic bins for packing
  • Multiple moving equipment, including dollies, library carts, panel carts, computer carts, etc.
  • Knowledge and expertise in planning and organizing office moves

Preparing for the office move

In some ways moving your business from one location to another can be more stress than moving houses. One of the keys to a successful move is to know that the less time you spend moving the better it is cost-wise for your company. As you prepare for the move, get to know the new space as well as you can. Measure the rooms so that you know the size of each. Also, take note of the shapes of each room that may present a problem with furniture like desks, chairs or filing cabinets.

It is also important that each employee becomes familiar with their new space. As a team, create a floorplan before you move. This should include the location of each employee and any furniture, plants, etc that will be moved into the new office. Each employee should be given a copy of the plan with a master copy posted on moving day. Planning the move in detail will help ease the tension for your employees and the movers.

Keep communication open

When it comes to a smooth transition, communication is key. Share your moving plan with everyone that will be impacted including employees, landlords, movers, etc. Let them know what to expect before the moving day arrives.

For our skilled movers, it is important that you give direction about where you want the furniture to be placed. This becomes particularly important if you have items, like desks, that look the same. You may want to use a coloured label for each employee or room to reduce confusion. Using labels is an important tool when it comes to office moves. Each piece of equipment and furniture that is being moved should have its own label, which identifies the room it will be placed in at the new location.

The more preparation you do before the move the more time and money you will be able to save.

Tips for a smooth office move

6 weeks before moving day

Movers Ontario is dedicated to helping you transition to your new office space easily and efficiently. Here is what you can expect several weeks in advance of your move:

An estimator will come to your location to examine the work involved in the move. They will be responsible for deciding on the number of movers needed, the equipment and other tools required as well as the general logistics, such as elevators or street access, to make the move go smoothly.

It is important that clients check with the building management regarding any deliveries that may be expected the day of the move.

As well, because of the complexities of moving an office we ask that you call us well in advance of the moving day.

However, we have been able to pull together successful transitions at short notice to help our customers. Yet, it is still better for everyone involved if there is ample preparation time

2 weeks before moving day

To help us with the move we ask that two sets of your floor plans be provided a couple weeks before the day of the move. Our skilled staff will devise a colouring or numbering system to streamline the transition. We will assign you an office consultant who can provide you on colour-coding your plans, furniture and equipment.

Using this system during your office move will simplify the move allowing for easy transition of your belongings at the new location.

1 week before moving day

Our expert office movers will supply pressure sensitive tags that can be used to label and tag all the furniture. These labels will contain details about the piece and where it is to go in the new office. In an effort to make the moving day run smoothly, it is important that every piece of furniture or equipment be tagged. Anything that is being left behind should receive a Do Not Move tag so we can reduce confusion.

We advise our customers have a cleaning up policy prior to the move. This cuts down the amount of useless paper or material that can add to the number of loads and amount of time the move takes. By disposing of unwanted items before our movers arrive, you will be able to save valuable money and time. If needed, we can supply trash containers to help you with this process.

A few days before the move

To help our movers properly place items in the new location, customers should set up signs and cards in the new space identifying what colour or numbered items need to be place in each specific room and space.

Moving day

Movers Ontario expert staff will set up methods to safeguard entrances, exits and any corridors at each location. This helps keep employees and others safe and ensures a successful move.

Office Moving Tips

When it comes to having a smooth transition into a new office, having a plan and dedicate supervisors will go a long way. You should identify a few employees that can help direct the process at each location. This person can help our movers identify where items need to be placed at the new office.

Supervisors: it will be up to you to have staff follow instructions on moving day. If done properly, we can have you and your staff back up and running in your new office on the same day.

Employees: it will be up to you to pack your own items prior to the move. By following our moving day tips you can help make the transition easier and more efficient.

Items being moved

When it comes to packing up those items that will be moved, please remember that any and all items inside a bookcase, shelfs, desks, wall units or cupboards need to be placed securing in a box.

For office moves, filing cabinets do not need to be emptied, but ensure that they are locked or securely closed so they won’t open during the move

Security files: Files should be locked up before the move. If an escort is required, notify your moving consultant and they can make the arrangements

Do Not Move items: Any items that will not be going with you to your new office should be marked and tagged with a Do Not Move label. This will cut down on confusion, which could cost you time and money

Personal items: Movers Ontario will not be responsible for personal office items like pens, legal papers, money, lighters, pictures, etc. We recommend employees move these items privately. Your moving consultant can help you locate any special containers you may need.

Supply/storage cabinets: please remove any items from inside storage cabinets and pack them securing in a separate box. Then lock or tie cabinet doors so they don’t open during the move

Garbage: The move can be made easier if you discard any garbage prior to moving day. Most municipalities will grant permission to place an industrial sized dumpster around your building to allow for excess garbage. Just think that the more you toss away, the less you will have to move. However, be sure not to throw away anything that may be important.

Electrical machines/computers: machines should only be moved by skilled staff because they often need to be handled in very specific ways. If the equipment is rented, notify the rental company before moving day. When it comes to moving computers, be sure to disconnect and dismantle them correctly. If the equipment needs to be taken apart have an employee that is knowledgeable about the machine present. If you are handling a photocopy machine, remove the fluids before the move. Keep any loose parts in a separate container or fastened them securing to the machine. For vending machines, you will need to remove all the items from inside. Water dispensers will also need to be fully emptied. Treat dismantled equipment carefully as it is easy to lose items during a move.

Floor access: Examine the building before moving day and be sure that any elevators needed are in working order. If they are not large enough for some furniture or if they are broken, let Movers Ontario know so we can make arrangements

Supervising an office move

It is a big responsibility to oversee an office move. Your job will begin with the planning and preparation and follow through until the transition has been successfully completed.

Item checklist:

  • Empty desk
  • Clear supply cabinets
  • Lock filing cabinet draws
  • Take down paintings or wall items
  • Pack breakable items carefully
  • Disconnect computers and other machines
  • Place Do Not Remove tags
  • Drain any liquids from items that will be moved
  • Get new office stationary with an updated address
  • Label desks and chair pads
  • Ensure a spare set of keys are available
  • Check that your Internet connection is setup at your new office
  • See that the phones and faxes are working
  • Don’t forget to contact the electric company to get power at the new location
  • See if the bathrooms are fully functional
Here is a brief list of what is involved:

When it comes to a corporate move, there will be less local control as the company will have established guidelines to follow.

In these scenarios you will need at least three months of preparation before moving day.

When it comes to getting ready for a medium or large office move many people can be unclear about what is involved.

This is where the expertise of Ontario Movers will come in handy.

Try to set up a workflow on moving day that keeps a flow going. Think about it like an assembly line for moving. Place some helpers down with the truck, have others in charge of furniture dollies and an additional helper handling boxes or other smaller items.

There should be other helpers that move the dollies back and forth to the truck.

If you have enough helpers there can also be one in charge of the elevators. Plan out a similar system to keep things flowing at the new office.

Mark where items will go in the new location. This means having a clear label indicating what room or section of the new space the item will be moved to. The best way to do this is to use a colour system where each area of the new office is given a colour. Then each item that is to be placed in that area will have a sticker with that specific colour on it. This will also work with a letter or numbering system. Keep things moving.

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