When moving, one of the most difficult things you need to think about is the amount of space you will need. Use the following guide to help you work out an estimate of how many square feet your business will require.
Generally, figure between 200 and 300 feet per person for all personnel, conference and file rooms, corridors and hallways. Specifically, allow the following:
- 225 to 400 square feet for executive offices
- 125 to 175 square feet for small to mid-sized private offices
- 100 square feet per administrative staff
- 25 and 35 square feet per person for conference rooms
- 200 to 350 square feet for reception areas.
Other factors to consider:
- What is the size of your present staff?
- How many departments do you have, and what is the staff breakdown for each?
- Growth: Where will you be in 3 to 5 years?
Here are helpful tips when preparing for a move. We will be happy to provide you with FREE estimate. Just send your request to our Customer Service Representative and we'll contact you for an appointment. You may also fill out our on-line estimate form and we'll get back to you shortly.
- Ask for acknowledgements of all orders/shipping confirmation from the manufacturers.
- Check new building for critical measurements (all items can be moved into offices).
- Contact furniture company at least six months prior to move.
- Perform lighting check of all work areas/working surfaces.
- After delivery, have dealer representative out for punch list.
Choosing A Vendor
- Look for a contract dealer who can handle all of your needs from the Board Room to the Break Room.
- Dealer should have company repairmen, who should be certified by manufacturers.
- Ask if dealer has fleet of trucks.
- Look for in-house accredited interior design group with CAD equipment.
- Ask for references of similar firms, pay particular attention to sales representative's experience.
- Assess security needs (fencing, safes, alarms, guards, armed guards, vehicles).
- List and value equipment, supplies, and inventory.
- Evaluate costs and value of proprietary information, client lists, corporate strategies.
- Consider training of own personnel vs. use of outside companies.
- Consider cost, risk, and potential loss in choosing best security option.
Choosing A Vendor
- Call companies that specialize in the security option you have chosen.
- Consider experience and background of owners a well as personnel.
- Ask about their training programs.
- Check references of companies using the specific services you will employ.
- Look at proximity of their offices and facilities to your new location.
- Contact current suppliers to arrange for pre/post move servicing of present equipment. Most leased equipment (and service contracts) will be moved by the manufacturer.
- Consider making new purchases prior to move; most dealers will move the equipment free.
- Conduct survey of current volume; many companies offer a per copy price for service and supplies.
- Be careful to get service contract pricing up front, i.e., before purchasing.
Choosing A Vendor
- Dealer should give written guaranteed response time for service (look for one day).
- Look for factory trained and certified technicians (both for installation and service).
- Check for availability of financing/leasing through dealer.
- Some dealers will provide loaners if service cannot be completed within one day.
- Established larger dealers will have equipment in stock for immediate delivery.
Movers / Moving Preperation
- Be sure the new location is ready, e.g., elevator service, contractors.
- Obtain parking permits if necessary.
- Prepare scale drawing for new office layout.
- Start packing early, clearly label all furniture and boxes.
- Assign one person to supervise the moving company the day of the move.
Choosing A Vendor
- Contact companies 90 days prior to the move.
- Look for companies with reliable trained help, ask who will supervise the move.
- Check references.
- Ask for detailed explanation of insurance coverage and claims procedure.
Whether you are planning to use Double Day's experienced staff, or prefer doing your own preparation, here are helpful tips and suggestions that will reduce the risk of damage during the move.
- Label all furniture, equipment and boxes that are to go to your personal work area with the number given to you by your move coordinator.
- Make sure the number on your labels are clear; they are the mover's guide to your new location. It is important you do not write anything else on the label (your name or the boxed contents) as it slows down the movers and will cause confusion in the placement of items.
The following items, when not packable, should be labeled:
- Typewriters - secure carriage by placing both margin stops in the center. Unplug and secure the cord. Pack cover in carton with other desk contents.
- Other small office machines too large to pack should be handled similarly. If the cord can be unplugged at both ends, it should be packed in a box with other desk contents.
- Wastebaskets are to be emptied and labeled.
- Large items hanging on walls, such as pictures, bulletin boards, maps, etc., will be handled by the movers but must be properly labeled.
- Large desk lamps should be labeled on their base.
- Furniture with multiple pieces, a desk with a return for example, should be labeled on each piece. Similarly, computer components must be labeled on each piece. The mouse should be packed.
- Pack Contents of all desks, credenzas, cabinets, store rooms and rolling files. Exception: All vertical & lateral file drawers must be empty if no elevators are available and the movers must hand carry the cabinets up or down stairways.
Preparing Computer and Electronic Equipment
Floppy disk Drives
- All floppy disk drives should have a scratch diskette inserted before closing the drive doors. This will prevent the drive head from moving and help keep particles out of the drive.
Hard Disk Drives
- Files on hard disks should be backed up before moving. On the disk drive, the drive head should be parked and/or locked.
- Removable cords should be folded, tied and packed in boxes. Any non-removable cords must be neatly folded, tied, and taped to the machine. Pack the toner and paper tray separately in boxes.
Dot Matrix Printers
- All print head carriages should be secured prior to moving. Most manufacturers simply cable tie the assembly to the frame. Sound covers will be moved separately from the printer. Moving parts on covers should be taped down.
- Laptop computers, pagers, cell phones and other small electronics are not handled by the movers. Once the batteries are removed, they can be packed in the cartons, along with other desktop items.
- Prepare all copiers for moving, i.e. vacuum toner from machine, remove all loose parts and attachments (collator & trays), fold and tape cords. Remove toner and pack separately. We advise you to check your Maintenance Agreement for any restrictions as to who may transport your copier.
Cords and Mouse
- In the case of all machines, detachable cabling, power cords and the mouse should be removed. These are to be folded, tied and packed in boxes. Non- detachable cabling must be neatly folded, tied and taped to the machine.