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How to Plan and Organize an Office Move

Moving your home is a massive feat of coordination, hard work, and patience. Moving a whole office is an even bigger endeavor, that requires moving larger items, and coordinating with a much larger group of people.

It may be challenging, but it doesn’t have to be difficult. Early in your planning, start following these simple steps to get your office move under control, and make the process as simple as possible for everyone you work with.

Give Yourself Enough Time

Moving an office doesn’t just involve communication and coordination — it involves minimizing the downtime you’ll experience during the actual move, so you can get back to business ASAP.

Experts estimate that for a smaller office, you should schedule your move to an absolute minimum of three months in advance. Mid-size to large offices will need anywhere between six to eight months from start to finish. Keep this in mind when planning move-in dates and signing leases — both for your new office space and your current.

What’s Your Budget?

You’ll need to buy boxes, padding, tape, and other supplies. You may need to rent dollies and a moving truck, and you will need to hire movers.

Before you begin making serious plans, check to see what the budget is for moving your office. You need to be able to afford all the necessary tools to get the job done swiftly, safely, and securely.

Know What You’re Getting Into

It’s not enough just to tour the new office. Planning an office layout is precision work, and you need as much information as possible.

As soon as you can, get blueprints of the new space. This will include information about doors, windows, bathrooms, and electrical outlets — all of which is key to figuring out how to lay-out your new space.

Measure your existing furniture, and determine what could go where. Keep in mind existing problems in your current space, and how you could resolve them in the new office.

If you plan to call in carpenters or other professionals to make adjustments to the new office, make these arrangements early on, and keep in mind that these projects often take longer than even seasoned professionals estimate. You’ll want everything in its proper order when your team moves in.

Delegate!

You can’t do it alone. Especially if you’re moving a large office, make sure you’re working with your employees or fellow coworkers to coordinate the move.

For instance, if your office has several divisions, make sure each division is responsible for packing its own items. If you have a smaller office, you may need to delegate directly or take volunteers for people who will coordinate the smaller and more local aspects of moving the office.

Check In Regularly

Schedule regular meetings with your staff to check in on the state of the move. Set clear goals and deadlines for packing and other essential steps, and make sure these are met. If a department is lagging behind on the move, figure out what they need to succeed — just like you would do when handling any other big office project.

Hire Movers

Moving an office may be essential to your continued operations, but your office employees can’t actually do the move for you.

Hiring professional movers like Ayer Moving pays for itself. We’ll get the job done quickly and safely. We know how to pack you up, how to keep delicate equipment safe, move heavy furniture safely, and make sure nothing gets lost. The money you spend on hiring movers will reap ample dividends, when you factor in the time and stress you’ll save.

The prospect of packing up and moving your entire office may seem like a nightmare. But by planning far in advance, understanding your timeline, creating a budget, delegating tasks and checking in on their completion, and hiring professional movers to help, you’ll be a step ahead of the game.

What Not to Pack When Moving

If you are planning to move, you may be overwhelmed with a lengthy to-do list. Pulling up roots in one community and relocating to another means changing relationships, neighborhoods, schools, and perhaps even a new job.

One of those major tasks on your list is packing. Whether you are downsizing, upsizing or starting a new life cross-country, you have a lot to consider when it comes to what items you will take with you.

To reduce the stress on yourself and your family, it is recommended you start packing early. This may seem like it will extend the process even longer, but in fact, starting early gives you time to think about what you plan to pack, sell, give away or throw out. Another tip: leave yourself a “sanctuary” that is packed last, so you can retain the creature comforts that help you get through your day-to-day life.

While you want to make the moving process as easy as possible, you must also take into account some important regulations. Movers cannot transport certain items due to their hazardous nature. In addition, some items are too precious to risk putting on the moving van lest they get lost. Here’s a bit of an idea of what not to pack when moving and how else you can handle them.

Dangerous or Flammable Goods

If you want to bring anything that is flammable, potentially explosive or corrosive, you may be out of luck. Movers are prohibited from transporting such materials because of their hazardous nature.

While some of the items that fall into this category are expected by most people, others may surprise you. As a rule of thumb, it is best to ask your moving company well in advance for a list of items for which you need to make other arrangements. Here are a few common examples:

  • Paint and paint thinners
  • Household chemicals
  • Automotive maintenance chemicals
  • Nail polish remover
  • Gasoline
  • Matches
  • Propane tanks and cylinders
  • Radio-pharmaceuticals (radioactive drugs)
  • Firearms
  • Fireworks

If you have these items, you have many options. Your neighbor may appreciate a gift of a spare tank of gas or extra cans of paint. Many of these dangerous items, although they cannot be moved, often are acceptable to pass on to others.

Contact your municipal waste or recycling council for tips on how to dispose of any chemicals or hazardous items. Often, there are strict rules around disposal and a specific methodology for doing so.

Perishable Food

here is another tough fact about moving: it takes a while! Even when everything runs smoothly, most people need several hours to load the truck, drive to the new home and unload the belongings. The sad truth is that perishable food will not last without spoiling. In the event of spillage, it can also damage your other household items.

Instead of planning to take the food with you, have a goodbye meal with what is left in your fridge. Give the excess to neighbors or, if possible, the local food bank. If you need to throw out any perishable food, check with your city about organic waste programs, especially if you cannot put food in with your regular garbage.

Plants and Flowers

Your favorite houseplant may not be a hazardous good, but many regions still have rules about what can cross state lines. This is a great question to ask your mover: can you trust your beloved rubber plant to go in the truck? Depending on where you are going and the projected length of the move, the movers may or may not recommend that you make other arrangements for your green-leafed items.

Personal Items for Health and Safety

During the move, you will not be able to pop in to retrieve an important item at a moment’s notice. Make a list of those things you must have on hand, especially in the event of traffic delays or other unexpected events. These may include medications, changes of clothing, toiletries and comfort items for small children.

Valuables and Heirlooms

Most moving companies are reputable and take great care of your household items. However, they do not want to put your precious valuables at risk any more than you do. Since you will not be riding in the moving van along with your packed boxes, consider whether you can take some items with you. Among these precious items you may want to keep safely are:

  • Jewelry
  • Cash
  • Collections
  • Personal papers
  • Identification and moving documents
  • Family photos

If you are not sure what you need to keep near you, ask yourself if an item is replaceable. If it is not, do not pack it, regardless of the trust you have in your moving team to get the job done efficiently.

Contact Us!

In any moving experience, unexpected issues arise.  If you are not sure about a particular item, just ask us. We can help make your moving day is as stress-free as possible. Give us a call at 1-800-233-MOVE or email [email protected]

5 Tips to Make Moving a Breeze

Anyone who has ever thought that moving would be easy was unfortunately quite misled. But that doesn’t mean that there aren’t things that can make your move faster and less stressful. Here are five tips to help make your move go as smoothly as possible.

 

Do your research

Finding your new place and putting your current one on the market isn’t the only research you need to do for a move. You should also be researching as many tips as you can to make your move as easy as possible. Look up the specific items you’re more worried about to give you some comfort in knowing how to best move them and if you realize you have too much and are worried about it all breaking start looking into some professionals. You need to decide if you’re going to be borrowing a friend truck, rent a moving truck or if you want to go the way of hiring a professional moving company. All of this will take research but it will be well worth it come moving day.

 

Make a list/schedule

Lists are going to be your best friend during your move. Make lists for each room. Make lists every time you think of something you might forget.  Not only will this ease any tensions you have about forgetting but you won’t have to worry as much when it comes to packing directly because you’ll know everything that needs to be packed.

 

It is also helpful to make a schedule of when you’re going to pack what, what days you need to call which companies, and of course when the moving truck will get here. Write down when things like your refrigerator need to be unplugged because it’ll take time to dry or when to fill holes made by your paintings because it may need to settle.It’ll stop you from getting in a panic as the day gets closer because everything will already be planned out.

 

Declutter, declutter, declutter

It can’t be said enough. Decluttering will be your best friend when it comes to packing and moving day. Go through every room and every storage space once, twice, and even three times to make sure that you have gotten rid of everything you don’t need and that everything you still have you absolutely do. Not only will it lessen your load but you won’t have any regret when it comes to packing and you realize you still have so much stuff you don’t need and should have sold or donated.

 

Prepare for moving in as well

Your move doesn’t end when the truck closes. You need to make sure that everything you’ll need on arrival is accessible. Pack yourself a bag of clothes and the essentials like toothbrushes or shampoo, your laptop, snacks, anything you’ll need if you have a pet. You’ll also want to a pack another bag, either to keep with you or keep where it can be easily unloaded full of other items you might need. You should pack sheets and maybe some simple kitchen supplies like a few plates and cooking supplies. You may even want to include some cleaning supplies so that you can keep your house clean of anything that might come with moving in.

 

Go with the Flow

Unrealistic expectations of a smooth and worry free move are only going to make you more stressed as it gets closer to moving day. Expect that disaster may strike or that that everything is going to be a mess and take all the necessary steps to eliminate conflict. Figure out everything that you have to and when you have to do it by. Get everything packed up and organized and even when your house is a mess just think that that is how it is supposed to look at this point. Eliminating any high expectations will help to keep your stress level low and keep you prepared.

 

Need More Help?

You can reach us at 1 (800) 233-6683 or visit your local Massachusetts moving company to learn more about what we can do to help you. Download the Ayer Moving Guide for a Stress-Free Move!

Essential Tips for Packing Fragile Items

If you think that you don’t have a lot of fragile items to pack, go look in your kitchen cabinets. We all have them and assuming you’re already spending a lot of money your move, you don’t really want to spend more replacing the things that broke on the way. So take a look at some essential tips for packing fragile items.

Packing Fragile Items Tip #1

Prepare

Sounds simple, right? But with all the things that you have to do, it’s only natural that certain to-do items might get pushed off. This should not be one of them. You’ll want to take all of the time you can get packing up your breakable items to make sure that they receive the care and protection they’ll need for the journey.

Take whatever mental preparation you need and then set out for the right equipment. You’ll want to be well stocked on study boxes, cardboard, packing tape, bubble wrap, packing paper, and more bubble wrap. You’re going to want to lay out all of your supplies and have a large section of floor space or a big table for this project.

Packing Fragile Items Tip #2

Be Considerate

Your fragile items have needs too. Instead of trying to save time and space by filling up one big box with all of your breakable objects, you’re going to want to split them up. Make sure you have an ample supply of boxes in all shapes and sizes and be sparing with what you pack. If you have one ceramic bowl that is really important to you and was passed down through the family don’t hesitate to give it its own box.

Packing Fragile Items Tip #3

Know Your Packing Supplies

Regular newspaper can stain china dishes but will be fine for regular glassware. Too much bubble wrap can put too much pressure on your items if you pack the entire box with it. Be wary of what you’re using and how much you use of your packing supplies to have the most success with preserving your items.

Packing Fragile Items Tip #4

Educate Yourself

Not every fragile item you have can be packed the same way and whether there is a right way or wrong way to pack them, there is a better way.

Need More Help?

You can reach us at 1 (800) 233-6683 or visit your local Massachusetts moving company to learn more about what we can do to help you. Download the Ayer Moving Guide for a Stress-Free Move!

 

Should I Hire a Professional Mover? Making Moving Easier

Everyone knows moving isn’t all sunshine and daisies. It takes a lot of time, a lot of work, a lot of money, and a whole lot of stress. So, if you’re worried about making your move and how much pressure it’s going to put on you, then maybe you should consider hiring a professional mover to help make your big move run smoothly.

A Professional Mover is Reliable

Friends and family are always a great help during a move, but some tasks are just too big for you to handle during a move. For a professional mover, this is what they specialize in. Not only have they done this many times before but they went through professional training to ensure that they know exactly what they’re doing.

A Professional Mover is Fast and Efficient

Remember that thing about moving taking a lot of time? A professional mover will be able to help you lessen it. Instead of you and your family trying to get everything moved out of your house and organized and into a truck, the movers can do all of that for you with their expertise leading the way. They’ll be efficient in handling all of you heavy and bulky boxes, and moving companies pride themselves on being prompt and on time from pickup to delivery.

A Professional Mover is Safety Assured

On top of everything else you have to do, you don’t really want to have to deal with a pulled back muscle from lifting the boxes or a broken toe from dropping your microwave. Professional movers know what they’re doing and rest assured they’re strong enough to do it. You can stand back and relax knowing that you’re safe from you moving hazards and that all of your belongings are in steady and capable hands.

A Professional Mover is Accountable

You might not think so, but the second you start packing up for a move, you’re going to realize just how much stuff you actually have. Professional movers can leave you with the peace of mind of knowing that everything you have will be accounted for and in the right place at the right time. Moving companies will take a careful inventory of everything that you have and be sure to everything present and accounted for by the time you reach your new home.

A Professional Mover has Equipment

Moving takes a lot of careful organizing and equipment to keep all of your belongings packed and safe and unfortunately, that truck you were going to borrow from your buddy might not cut it. Professional movers will come equipped with everything that you need to pack up and move out safely from dollies for your appliances and electronics to ramps, to cushions to support our more breakable items.

A Professional Mover can give you Peace of Mind

Moving a large appliance can be tough.  So spending that little extra money to hire professionals to handle all of your expensive, breakable, or sentimental items might just pay for itself. You can rest easy knowing that highly trained experts are taking care of your belongings and you can trust them to handle everything with care and efficiency.

Need More Help?

You can reach us at 1 (800) 233-6683 or visit your local Massachusetts moving company to learn more about what we can do to help you. Download the Ayer Moving Guide for a Stress-Free Move!

Managing Your Time During a Move

Efficiently managing your time is essential to a stress-free move. With all the things you have to deal with, it’s easy for them to spiral out of control if you don’t plan ahead. Here are some things you can do to maximize your time in the months leading up to your move and on moving day itself.

Work Out Your Schedule

Organize your schedule in the months and weeks leading up to your move. Make a list of all the important tasks you need to complete for moving day. Also look at everything that you do in your normal daily schedule. You’ll want to see what you can cut from your daily tasks to get ready for your move instead. Make goals for what you’ll do for your move each week: cancel all subscriptions, contact doctors and dentists to inform them you’re moving, pack up the attic, etc.

Write It All Down

Write down everything that you need to get done and use reminders on your phone so that you don’t forget. Make a list of what you need to pack and when it needs to be packed. It’s best to pack the things you won’t need leading up to the move first to get them out of the way. Write down any deadlines for moving utilities or companies, and any subscriptions you’ll need to cancel before the move.

Make a list of moving supplies you’ll need, like bubble wrap, boxes, or tape. Make sure that you have this planned for everything so that you can get it all done in one trip to the store. Going shopping more than once will just limit the time you have to do everything else.

Organize

Make a file with all of the important papers you need to take with you such as doctors papers, birth and marriage certificates, insurance, school records and any other important documentation. This way you’ll know where everything is and won’t lose anything or spend time trying to find scattered papers.

You should label the boxes as you pack them, as well as what room they will go in when you reach your destination. It will save you the time of searching for something if you realized you packed something you desperately need right away after the move.

Consider a Moving Company

No one does moving better than a moving company, especially your local experts at Ayer Moving & Storage. Get help from experts and organize your belongings ahead of time. They will help make sure everything runs smoothly and you’ll have a group of experts to entrust your items with. This will help ease your stress and give you less to worry about come moving day.

Enlist Help

Whether you are getting some help from a moving company or doing it yourself, you’ll want to enlist the help of friends and family. You’ll have the piece-of-mind knowing that you won’t be the only one responsible for everything on the day of your big move. Recruit them ahead of time and make sure they know everything they need to do. Write it down so no one forgets.

Keep Valuables Close

Anything extremely valuable and portable, like grandmother’s pearls, or stock certificates, should be kept separately in your own possession. Movers won’t always know what to prioritize and have to divide their attention between the entire contents of your home. If there is anything incredibly important to you or that you know you need right away, take it with you.

Moving Day

For moving day, you’ll want a time schedule written out to manage your time. Write it out in short time increments including when you get up and when you need to eat. You’ll want to get up early to get the most out of your day and don’t want to run out of fuel during the process.

You should also be prepared for things to go wrong throughout the day. No moving day can go perfectly, so it’s best to expect at least a few mistakes. This will keep you from stressing too much when they happen. Have a backup plan for anything you’re really worried about. Things will get where you need them to go; you just need to stay calm.
Lastly, make sure that you have EVERYTHING packed up before moving day hits. Your day will be full enough without having to pack up those last few things. You won’t need to stress about forgetting that one thing you left to the last minute if you don’t leave anything to the last minute.

In order to manage your time well and efficiently, you need to stay calm, and procrastination will certainly have the opposite effect.

 

Need More Help?

You can reach us at 1 (800) 233-6683 or visit your local Massachusetts moving company to learn more about what we can do to help you. Download the Ayer Moving & Storage Timeline for a Stress-Free Move!

Picking a Moving Date That’s Right For Your Needs

Deciding when you’re going to move is stressful. There are so many factors to consider to come up with the perfect date and you want to make your move as easy as you can on everyone involved. With a move already putting a strain on your everyday life, it is important to pick the perfect moving day that suits all of your needs.

Here’s what you need to consider:

If You Have Kids

If you have kids you’ll want to consider when is best for them. Most kids find it more difficult to move in the middle of the school year because curriculums are unlikely to line up at both schools. The stress of starting school in the middle of the year with no friends can often be overwhelming and result in a lot of stress and low grades. Because of this, it is a good idea to move during the summer.

You may be eager to get going right after your child completes a grade but it is likely they don’t feel the same way. Give them a week or two to say goodbye to all their friends, in and out of the neighborhood, and to allow them to adapt to the idea of moving. If you want to move at the end of the summer, be sure that it is a few weeks before school starts back up for your kid. Give them some time to get acquainted with the new house and the people in the neighborhood before throwing them back into school.

Unfortunately, the almost universal desire to avoid breaking up a school year leads most families to prefer to pick a moving date during summer break, and this means…

 

If You’re Worried About Cost

The summer is the most costly time of the year to move because it’s the busiest. With most people moving in late May to early October, and the absolute busiest days at the end of June and July, the rush of people hiring moving trucks in the summer results in higher rates. There’s only so many moving companies and vehicles to hire and the demand pushes up prices.

The weekends are also an expensive time to move with most people trying to make the switch when they aren’t working. It is best to avoid the holidays when it comes to moving because any time off will result in an influx of people trying to hire companies. The most cost effective time of the year is likely to be late fall before Christmas and Hannukah and winter.

Don’t wait until the last minute to hire your moving company. If you really need a specific day, you are going to want to hire them weeks ahead of time to ensure that you get the day and the company you want.

 

If You’re Renting

Most people try to rent during spring and summer. This is when people get off of work and out of school so you have many college students leaving their apartments. This means that there will be a lot on the market during these busy months so you will have the most options.

However, with so many people looking for a place, it gives you less time to decide if you really want to rent. You will likely not have the time to negotiate a lower price so renting in the spring and summer will be the most expensive.

The winter can be a very good time to rent because fewer people have a desire to move in the cold. Renters will be eager to get their places under contract and therefore will be much more likely to negotiate a lower cost.

 

If You’re Worried About The Weather

The weather is a very big factor when considering when you want to move. If you don’t want to get caught in the rain or snow or are incredibly opposed to moving in the cold, then you will want to schedule your move for summer. If you have wooden or even some plastic items that are very important to you, special preparations may be needed to protect them from the elements.

Moving somewhere cold to somewhere warm and vice versa can damage some of your belongings if the temperature changes are very extreme, so consider a summer moving date when temperatures are more forgiving might be a good idea. However, you’ll want to take into account that, in addition to moving companies costing more because of the number of people hiring them in the summer, they will also charge more due to the extreme heat.

 

If You’re Worried About Traffic

While during the day on the weekends there are fewer people out and about, moving between Monday and Thursday will be your best bet. Not only will it save you money because it is during the week but, if you go at the right times, you can also avoid rush hour. The best time of day to move is early to late morning.

Although you may run into some morning traffic with people rushing to work if you leave early, it will also give you ample time to get where you’re going. Leaving mid to late morning will allow you to avoid morning traffic and rush hour so you’ll arrive at your destination faster and not have to deal with the frustration of traffic.

 

The one trick you need to know when packing dishes

Dishes are notoriously fragile. That’s true if they’re heirloom China or if you picked them up cheaply at a department store. They’re also heavy and hard and a stack of them packed poorly will crash into one another and break into shards while being shipped for moving day. Fortunately, there is one dead-simple approach when shipping them that will make sure they arrive safe, sound and whole.

The trick is to load them in the box on their sides, like you’re loading a dishwasher, instead of stacking them in a pile. This will prevent too much weight from accumulating on the bottom dishes and puts any pressure on where the dishes are the strongest, their sides, instead of the fragile middle.

Now, the dishes are still going to need padding to keep them from bumping each other and chipping. If you have access to bubble wrap, place a layer on the bottom of the box and then wrap each dish and bowl with bubble wrap or crumpled shipping paper. Make sure you fill any gaps in the box with balled up paper to prevent the plates, bowls, and cups from shifting during transport. You will also need to label the box with an arrow to make sure everyone know how fragile it is and which end needs to be up.

Consider using a special dish packing box, which has twice the thickness in cardboard to protect the vulnerable contents. With a little planning and know-how, your dishes will look just as good at your new home once your move is completed.

 

How to tip a mover like a pro

For most people, moving to a new home is an irregular experience. The average American moves about 11 times in their entire life, and because of that irregularity, it can be difficult to pick up all of the social customs and routine practices associate with moving. Compare that to more common activities like going to a restaurant or getting a haircut that people do over and over again. They have plenty of chances to learn how and when to tip at a coffee shop, but little when moving.

As a result, most people don’t know what to tip their movers, or even if they should tip at all.

Tipping is common in the moving world, but it is never mandatory. If you don’t like the service you received, don’t leave a tip and contact the company to make sure your message gets through. If the service was acceptable but not above and beyond, it’s entirely your call if you should tip or not.

Remember, it’s your gift as a sign of satisfaction. It is not a requirement.

If you decide you do want to tip, you should do so at the tail-end of the job when all the work has been completed. The standard for a local move is around 15% to 20% for the entire crew. Try to give it when they are all together as a group and if you don’t have small bills to divide up on the spot, don’t worry, they’ll be happy to break them up on their own.

If you are moving a few states away or even cross country, consider upping the tip. Remember that when the movers are tied up with your move, they can’t be working on another one. A long enough move could keep them from doing several small jobs in the local area, so try looking at it from their perspective.

Also consider punching up your tip a little if you threw some difficult tasks at them, such as moving a grand piano. If your hot tub arrived at your new home without a dent or scuff, dig a little deeper.

It’s also common to buy the crew food around lunchtime. Pizza is a common choice, so if you decide to go this route ask them if there’s any specific takeout food they’re hankering for, like Indian cuisine or Italian sandwiches.

Halloween is a great time to connect to the new neighbors

 

Fewer and fewer people know the folks in their neighborhood today. If you want to be the exception and get to know the people who live near you, then Halloween is a great time to reach out and meet the neighbors.

If you just moved into a new neighborhood and would like an excuse to knock on the doors of a few neighbors you have a good opportunity. Your neighbors are the best source of information on how many trick-or-treaters to expect and how much candy to stock up on, and how elaborate the decorations can get. Try sharing something about your own Halloween experiences with them and a good conversation might follow.

Try going all-out on your yard decorations or even building a haunted house in your garage. This will help draw some positive attention from your neighbors and they may engage you in a conversation that leads to a friendship. Just don’t make your display audibly loud or include bright lights that may annoy your neighbors.

If you find that some of your neighbors don’t want to associate with you because of your tasteful Halloween display, well, those are the grumps you’d want to avoid anyway.

Consider holding a costume party on one of the nights near Halloween and inviting the people in your neighborhood. This will give you a good chance to meet people on your terms and a plausible reason to knock on doors to give out the invites. Just be careful that nothing valuable is on display in your home that can easily be stolen. If the weather is good it might be best to hold a gathering outdoors.

If you have kids of the right ages then tag along with them as they go trick-or-treating. You’ll get to see the neighborhood and meet all the people who live in it.

Today’s a different world and not enough people know who they live near, but with a little courage Halloween provides a lot of great opportunities to break the ice and meet the neighbors. That’s especially important when you’ve just moved into a new area, but it’s also helpful when you’ve lived in your current home for years and never found a chance to meet anyone nearby.