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Some Tips on Office Moving Insurance in Vancouver BC

In the build up to your office moving in Vancouver BC, there is so much to do and organize that it only stands to reason that some things slip through the net. All too often, we overlook some important aspects most taken for granted, such as moving insurance.

Here are some interesting facts that you need to keep in mind:

What is Valuation Coverage?

Whether offering local or international office moving services, your chosen moving company is obliged to be insured. But Valuation Coverage essentially means they provide a predetermined limit of liability based on the perceived value of the loan being transported, and is detailed in your contract via your Bill of Lading. There are 3 ways that this limit of liability is calculated:

  • Declared Value Protection – This is calculated by offering a specific money value per pound. So, let’s say the total weight of your possessions loaded on the truck is 10,000 lbs, and a rate of $6-$8/lb is set (a common standard), the moving company is liable to a maximum coverage of $60,000-$80,000 in the event of any incident. The problem is that this coverage does not necessarily reflect the actual value of the items in transit, so an item that is light but expensive is covered to the same degree as a $5 paperweight.
  • Assessed Value Protection – You can get around the light-but-valuable issue by purchasing coverage based on the value of the load being transported. It’s usually available at a per-$1,000 rate, so you will pay a premium of $5-$10 for every $1,000 of value, with a range of deductibles. It is vital that the agreement is stated in the Bill of Lading, otherwise your moving company is under no obligation to honour it.
  • Complete Value Protection –  This is clearly the best of the three options, but also the least common to find. The moving company agrees liability to the full value of your possessions in transit, whether it is lost, damaged or completely destroyed, and even covers the cost of repairs or replacement. However, there are usually catches to the coverage too, so while a premium rate of $5 per $1,000 value on possessions with a combined value of $50,000 means paying an extra $250, minimum coverage limits and a range of deductibles.

What this means, of course, is that you should fully understand the conditions and scope of coverage before signing any contract with a Vancouver office moving company.

For the most part, the types of coverage that Vancouver office moving companies offer should be enough, but the Canadian Association of Movers (CAM) recommends that you check out the details of the coverage offered. CAM produced a brief overview on the matter, which is worth reading.

For more on our office and commercial moving and storage services in Vancouver BC, check out our website or call us on (604) 365-0903 or fill out our Contact Form for a free consultation.

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Useful Tips for Your Office Relocation in Vancouver BC

Our team at Office Movers Vancouver has prepared a few useful office moving tips to save you some time and prevent headaches for your upcoming office relocation in Vancouver BC.

  • Create a numbering system for all workstations that is clear and corresponds with your office floor plan.
  • Ensure each employee has completely packed their space before your office moving day and properly labeled all moving bins, boxes, and workstation/office equipment, as well as items like chairs, desks, floor protectors, filing cabinets etc. This will ensure each employee is comfortable in their new space and avoids the need to adjust chairs, re-configure computer monitors, organize their files for new cabinet drawers, etc.
  • If you have hired our professional Vancouver office movers to complete your office packing – make sure you have provided them with an accurate office floor plan that clearly lays out the numbering system you have created.
  • When labeling moving boxes make sure to label each corresponding drawer/shelf the contents of the box came from. This helps ensure information is immediately accessible in your new office space. For example, if you have taken files from the top drawer of a filing cabinet, you might label the drawer “#47”. When you need a file that you remember was kept in “Drawer #47” you can simply locate “box #47” and find the information you need.

For more on our office and commercial moving and storage services in Vancouver BC, check out our website or call us on (604) 365-0903 or fill out our Contact Form for a free consultation.

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Why Use Plastic Bins for Office Moving

Using plastic moving bins for office moving brings the benefits of convenience, protection, efficiency and reduced cost, aside from being an environmentally friendly alternative to cardboard moving boxes.

Moving bins are usually made of high grade plastic, so they can withstand any damage while keeping your items intact.

Plastic moving bins also stack very well as they were designed specifically for this purpose. Stacking cardboard boxes safely while maximizing the use of space takes thought, care, and a little planning.

Renting moving bins means eliminating the need to put together or break down conventional cardboard boxes, which results in huge time savings before and after your move.

In fact, our moving bins come with a free delivery and pick-up, which can typically be arranged at a time most convenient for you and your team.

Let’s not also forget about the environmental impact and sustainability that these eco-friendly bins provide. By helping to reduce the production and consumption of paper products, not only is your business making a smart choice for your office moving day, but you are also helping save the environment.

For more on our office and commercial moving and storage services, check out our website or call us on (604) 365-0903 or fill out our Contact Form for a free consultation.

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Tips for Preparing an Efficient Office Moving Plan

The most logical way of avoiding the pitfalls (IMHO) that could arise is to use a professional office moving company. This article, however, is for those who are more prone to DIY. We have broken the process down to 8 key periods to help make your office move get properly organized and run more smoothly.

Preparing Your 8-Point Office Moving Plan

  1. Six Months Before

    This is the best time to start getting the wheels in motion, with plenty of time before moving day to sort out complicated issues. The key steps at this initial stage are:

    • Establish a Moving Committee – You can’t do it all (don’t even try), so select a small number of staff to oversee the various aspects of the move. A small number is best because it reduces the chances of confusion over responsibilities, but the actual number can depend on the size of your operation. Usually 2 people is enough, but you may need 3-5 people.
    • Select a space planner and interior designer – A space planner can organize the layout of the new office space in advance so the movers already know where every desk, chair and filing cabinet is going. An interior designer can assess design aspects. It may not seem important, but everything that affects the space available needs to be considered together.
    • Consult your IT staff – You want to make sure communications systems, including internet connectivity, suffer a minimum disruption in the build-up to, during and immediately after the move. So you need to discuss how best to achieve this. Keep in mind the need for both ‘exit’ and ‘entry’ strategies.
    • Request cost estimates – Get the Moving Committee to start looking for the best-value professional office moving companies. Keep in mind that low cost can sometimes translate to low standards, so don’t make a decision on cost alone.
      Check Yelp and Homestars to review potential candidates. Even if you haven’t decided on using professional movers, we recommend getting a couple of quotes anyways. You can weigh the quotes against the cost of paying your employees plus the potential for lost productivity.
    • Identify initial layout of computer facilities – One of the most important elements of any office moving plan is identifying the best computer set-up infrastructure. Ensure power points are close to desks and computer cables can be tucked away neatly.
  2. Three Months Before – Get the Moving Committee together again to get updates on how things are progressing. Each member should have a complete report on their specific area of responsibility.
    Some of these areas include choosing the new telecommunications system, necessary office design changes identified and an adequate computer infrastructure designed.
  3. Two Months Before – With 60 days to go before the move, it’s time to nail things down. So, you need to have supply, telecommunication and floor plans confirmed, like the telephone service, stationery supplies, copier service, and plant service.
    Now’s also a good time to make a final decision on an office moving company.
  4. One Month Before – This is when the nuts and bolts of the moving day plan needs to be decided, like the packing procedure and prioritizing items for unpacking and re-assembling. It’s also when you start to brief the staff on what is happening and their responsibilities (packing their own desk items).
    You should also notify your customers of your upcoming move. Appoint a customer liaison officer they can contact with any inquiries.
  5. Two to Three Weeks Before – Time to check on the status of parking spaces, that security is fully briefed and that all of the relevant keys are available.
    Also, meet with your selected office moving services provider should be fully aware of the floor plan layout and furniture removal strategy.
  6. One Week Before – With D-Day (M-Day?) around the corner, update your staff on the events of moving day and their roles to play.
    It’s a good idea to provide them with guides on good packing techniques, and to timetable the packing process. You can also start to label furniture and double-check office floor plans.
  7. One Day Before – The final packing and labeling should be done, but at the new premises make sure the phones are up and running. Post floor plans up on the walls so staff can check out where their new desks and workstations are located.
  8. Moving Day – Keep non-essential personnel away on moving day, so only moving teams and members of the Moving Committee should be on-site. IT staff should be there too to make sure that the computer systems are set up and are running.
    Everything should be unpacked and in their proper place in time for the first day’s operation in your new office.

For more on our office and commercial moving and storage services, check out our website or call us on (604) 365-0903 or fill out our Contact Form for a free consultation.

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How to Choose Reliable Office Movers

There are many bad stories about unprofessional office movers. So how your business can you avoid being the next victim of unprofessional office movers?

As with everything in life, there are no guarantees, but the following tips can help ensure you find a reliable, professional company that can provide you with a stress-free office moving experience.

1. Check Out the Office Movers on the BBB

Your first stop in researching your prospective office moving company should be the BBB (Better Business Bureau) website.

The BBB is a 3rd party organization that aims to provide accountability for businesses. This agency reviews, rates, and gives accreditation to businesses that conduct themselves at the highest levels of professionalism and customer service.

2. Is the Office Moving Company Insured?

One question you should be asking any office moving company immediately is whether they have proper insurance coverage for their workforce.

If employees are working illegally for the company, or the company has not properly set up coverage for their workers, you could potentially be sued if anyone is injured on your property or in the course of carrying out your move. This is an issue that is not as well publicized but also important to look out for.

3. Check Their Reviews and Testimonials

The best way to determine if an office moving company can provide great customer service is by researching them online. There are many independently audited 3rd party websites that allow users to post reviews of moving companies (both positive and negative) such as www.yelp.ca and www.homestars.com.

If a moving company is well reviewed, has a high volume of reviews, and the reviews are recent, you’re probably looking at a professional organization.

4. Evaluate Their Rates

Pricing is always a factor when deciding on hiring an office moving company, however it can also serve as a great indicator of the level of service you can expect.

One of the hallmarks of disreputable companies is offering extremely low hourly rates (sometimes ½ or ¼ of the price of the competition). That doesn’t mean that you should simply hire the most expensive moving company in order to ensure you get a good experience, but if a company’s rates are significantly lower than the competition – something is wrong.

For more on our office and commercial moving and storage services, check out our website or call us on (604) 365-0903 or fill out our Contact Form for a free consultation.

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