Moving your business to a new location is an exciting but challenging task. Choosing the right commercial movers can make the difference between a smooth transition and a logistical nightmare. In this blog post, we’ll provide tips on how to select the best commercial moving company for your upcoming office or warehouse relocation.
The process of moving an entire company is complex. There are many factors to consider from protecting your sensitive data and computer equipment to minimizing downtime so you can get back to business quickly. Commercial movers have the expertise and resources to manage the end-to-end aspects of a business move seamlessly and securely.
Do Your Research to Find Reputable Commercial Movers
Don’t just go with the first moving company you find online. Take the time to thoroughly research and vet several commercial moving companies before choosing one. Look for movers that specialize in business relocations, not just residential moves. Check with the Better Business Bureau to see if the companies you are considering are accredited and have positive reviews. Professional organizations like the American Moving & Storage Association can also indicate reputable movers.
Once you’ve identified several potential commercial moving companies, ask for referrals from other businesses they have moved in your area. Speaking directly to past clients can give you insights into their experience that company testimonials may not capture. If possible, tour their warehouse facilities to get a first-hand look at how they operate. Reputable movers will be happy to arrange a visit.
Verify Licensing, Insurance and Credentials
Any commercial movers you consider should be fully licensed, insured and bonded for your state. Ask to see their USDOT license, proof of insurance, and bond certificate. Interstate moves require them to be registered with the FMCSA and have a valid USDOT number.
You’ll also want to confirm they are compliant with current regulations. Responsible movers will provide their FMC number so you can verify their credentials and check for any complaints filed against them.
Insist on seeing written proof of workers compensation insurance as well. This protects you from liability if a worker is injured on your property during the move.
Understand How They Will Secure Your Sensitive Business Data
Your company data is valuable intellectual property that needs protection throughout the relocation. Ask detailed questions about how the commercial movers will safeguard your sensitive information during the move.
Reputable movers should have protocols in place for properly transporting and storing your computer equipment, documentation, storage media, and files to prevent unauthorized access. They should also be able to provide secure chain-of-custody of your confidential business records and IT assets.
You don’t want to inadvertently expose company trade secrets, customer data or other intellectual property to third parties during the move. Make sure the movers outline a clear process for keeping your data secure.
Get an On-Site Estimate
While you can get ballpark estimates over the phone or online, it’s crucial to have commercial moving companies do an in-person walkthrough at your facility to provide an accurate quote. The size of your location along with specific equipment and inventory you need moved factor into the estimate.
A site visit allows the movers to see first-hand what you need transported and answer any questions you may have. They can recommend the best way to move large equipment like servers and industrial machinery.
Provide them with an inventory list so they understand the scope of the job and can give you the fairest estimate based on your unique situation. Just be sure to get the estimate in writing before agreeing to hire them.
Inquire About Their Packing and Unpacking Services
Ask potential movers if they provide packing and unpacking services for an additional fee. Having the movers handle packing your office furniture, equipment, files and other items can save you considerable time and hassle.
However, you’ll want an estimate of the packing/unpacking fees upfront so you can budget for it. Be specific about which items you need them to pack and any special handling certain equipment may require.
Confirm who will provide the packing supplies as well. Reputable movers will have everything needed to properly pack your commercial goods for transit.
Clarify Insurance Coverage Details
Even professional movers can occasionally have accidents like damaged goods. That’s why it’s critical they carry adequate cargo and property insurance.
Ask for specifics on their level of liability coverage and what that protects. For example, does it cover your goods at full replacement value or depreciated value? Is there a cap per pound on claim payouts? Get all coverage details in writing.
You may also want to consider third-party insurance for extra protection. Your business insurance agent can explain options like inland marine policies. Having supplemental coverage provides an added layer of protection.
Understand Scheduling Logistics
Moving on weekends or during off-peak hours can help minimize downtime for your business. Ask prospective movers about coordinating a schedule that works best for your operations.
Some companies may charge more for weekend or evening moves. Get an estimate for the specific date, time and duration you need so there are no surprises.
Also understand how far in advance you need to book them. The top commercial movers schedule up quickly, so give them your ideal timeframe and confirm availability.
Request References from Recent Commercial Clients
Any professional commercial moving company should be happy to provide references from past clients. In fact, reputable movers will offer contact information for recent business customers—don’t hesitate to ask for it.
Speaking to other companies they’ve moved provides first-hand insights you can’t get any other way. Ask questions like:
- Were they professional, efficient and reliable?
- Did they handle your goods with care and pack/unpack everything smoothly?
- Were there any hidden fees or costs beyond the estimate?
- How quickly did they resolve any issues or claims?
- Would you hire them again for another commercial move?
Checking references is one of the best ways to gain confidence in potential movers before entrusting them with your valuable business assets and data.
Compare Estimates and Services Side-by-Side
After thoroughly evaluating the commercial movers on your short list, do a side-by-side comparison of their estimates, services and references. Look at factors like:
- Cost estimate for the specific services you require
- Number of skilled staff they dedicate to your move
- Types of specialized moving equipment/vehicles they utilize
- Years of experience performing similar commercial moves
- Feedback from past clients on their service, professionalism and responsiveness
- Ability to properly secure sensitive company data throughout the move
- Insurance coverage in the event of damaged goods or property.
Weigh each of these factors carefully based on your business’ needs. You want an experienced mover you can trust with your critical assets, not just the cheapest option.
Plan Next Steps After Choosing Your Commercial Mover
Once you’ve selected the best commercial moving company for your relocation, it’s time to plan the next steps:
- Schedule a dedicated move manager to oversee your project from start to finish. Having a single point of contact makes the process smoother.
- Book your move date well in advance to ensure availability. Popular movers get booked quickly.
- Have your IT staff back up data and equipment for added protection.
- Label and number items clearly so movers know what goes together. Use color-coded labels for priority items.
- Book temporary office space if you’ll be between locations for any length of time.
- Send clients and vendors your new address details they’ll need.
- Consider offering remote work options for staff during the physical move.
- Plan for flexibility— unexpected issues can arise despite the best laid plans.
Choosing reputable commercial movers and planning thoroughly will set your company up for a successful move. Partnering with experienced, professional movers makes navigating a major relocation much less stressful. With a trusted moving company handling your office or warehouse relocation, you can focus on running your business rather than logistical details.