5 Essential Tips to Reduce Office Moving Costs in Minneapolis, MN

5 Essential Tips to Reduce Office Moving Costs in Minneapolis, MN

July 4, 2024

In today’s dynamic business landscape, controlling office moving expenses in Minneapolis is essential for companies looking to relocate without breaking the bank. With the help of the right moving company, businesses can handle the planning, packing, and transport, making sure the move goes smoothly. Finding ways to reduce moving expenses allows organizations to allocate resources more efficiently, maintaining business continuity and minimizing disruptions. This task becomes easier with a solid plan that involves detailed budgeting, practical moving logistics, and knowing all about moving services, insurance, and storage options.

This article provides five essential tips to help businesses in Minneapolis, MN, lower their office move expenses. By emphasizing the importance of a detailed moving budget, organizing a designated moving team, decluttering office space, ensuring proper insurance coverage, and preparing the new office layout in advance, companies can achieve a cost-effective move. Additionally, focusing on aspects such as dependable packing services, moving checklists, and the logistics of furniture moving and IT equipment will play a key role in streamlining the moving process. Through careful planning and execution, businesses can manage their office moving costs effectively, helping the move go well to set up for future success.
Business, computer and woman with documents in office for savings, budget or investment planning and research. Financial, review and girl auditor with company tax admin for profit check and analysis

Plan Your Budget and Account for Hidden Costs

Making a detailed budget is key to managing office relocation costs. This plan should itemize expenses such as moving services, new furniture, and potential renovations, while also setting aside a fund for unexpected costs.

Common Hidden Expenses

Many businesses face unexpected costs during office relocation, including last-minute moving expenses, delays leading to operational downtime, and emergency repairs for damaged equipment. Additional hidden costs can include permit fees, rebranding expenses, and the cost of cleaning services required by most commercial leases.

Creating a Contingency Fund

It is necessary to have an emergency fund to cover unforeseen expenses during the move. Allocating about 10-20% of the estimated moving budget can provide a safety net, helping to address challenges without straining finances. This fund can also cover costs like unexpected repairs or replacements, and permit fees.

Cost-Saving Strategies

To reduce moving costs, businesses can declutter before the move, selling or donating unused equipment, which also decreases moving expenses. Additionally, scheduling the move during off-peak periods and negotiating with service providers can lead to big savings without losing efficiency.

Organize a Moving Team and Delegate Responsibilities

Portrait of modern business startup team members, entrepreneurs, older 55s and younger 35s businesspeople standing in well decorated office environment, smile look at camera. Professional occupationSelecting Team Members

Creating a good team is necessary for handling the logistics of an office move. Start by appointing a project manager who will oversee new floor plans, asset management, and create an inventory list. Additionally, assemble a packing and labeling team, a group responsible for notifying employees and clients, and a team dedicated to setting up communication and technology infrastructure. It’s also beneficial to have a team focused on cleaning and organizing the new office space, as well as a group tasked with disposing of old or unwanted equipment and furniture.

Assigning Tasks

Delegate specific responsibilities to ensure a smooth transition. Assign tasks such as coordinating with professional movers, managing logistics, and creating a detailed checklist of tasks to representatives from different departments. This approach helps in tracking progress and addressing issues promptly. Regular meetings with the relocation team are essential to maintain oversight and ensure all aspects of the move, including IT infrastructure and utilities, are managed effectively.

Creating a Communication System

Set up a strong communication system to keep all team members updated and engaged. Appoint someone who will lead the communication efforts, ideally someone from the communications or marketing team, or even the real estate or facilities team if they have relevant experience. This person should work closely with move champions within each department to coordinate efforts and provide feedback on the communication plan’s effectiveness. Ensure that this system includes regular updates and allows for feedback to adjust plans as necessary and maintain business continuity.

Declutter and Dispose of Unnecessary Items

Inventory Assessment

Before initiating the decluttering process, it’s crucial to do a full inventory check. Identify items that are no longer needed or have become redundant. This assessment helps in making informed decisions about what to keep, discard, or donate, ensuring that only essential items are moved to the new office location.

Donation and Recycling Options

Minneapolis offers various ways to donate and recycle unwanted office items, benefiting both the community and the planet.

  • Goodwill and The Salvation Army: Accept furniture and electronics; donations can be tax-deductible.
  • Bridging and Arc’s Value Village: Donate items to furnish homes, supporting local communities.
  • Free Geek Twin Cities: Recycles electronics and offers low-cost computers. (2537 25th Ave S, Minneapolis, MN 55406. Wed-Sun, 12:00 PM – 6:00 PM)
  • University of Minnesota Reuse Program: Redistributes and resells items. (883 29th Ave SE, Minneapolis, MN 55414. Thu 8:30 AM – 5:00 PM, Sat 10:00 AM – 4:00 PM)
  • USAgain LLC: Collects clothes and shoes for recycling. (1925 Oakcrest Ave Ste 11, Roseville, MN 55113)

Use platforms like NextDoor or the “Free” section on Minneapolis Craigslist if nonprofits aren’t interested in your items.

Document Shredding Services

Safe document shredding is essential for protecting sensitive business information during office moves. Services like Iron Mountain offer secure shredding with a verified chain of custody, ensuring that documents are destroyed according to privacy rules. Local options such as The UPS Store in Minneapolis also provide convenient shredding services, with the ability to handle large volumes of documents efficiently and at a low cost.

Ensure Proper Insurance Coverage

Real estate agents offer contracts to buy or rent housing. Businessman holding model small building house with property insurance at table in home sales officeReviewing Current Policies

When moving offices, it’s crucial to review current insurance policies to ensure they cover potential risks during the move. Most policies, such as renters or homeowners insurance, may offer some level of protection for belongings in transit, but often with limitations. It’s important to understand these limits and determine if additional coverage is necessary.

Additional Coverage Options

For full coverage, businesses should consider two primary types of moving insurance: Full Value Protection and Released Value Protection. Full Value Protection covers the replacement value of lost or damaged goods, making it a more inclusive option. Conversely, Released Value Protection, while more economical, offers small payouts based on the item’s weight, not its actual value. Additionally, third-party moving insurance can provide additional security, covering damages that other policies might not.

Liability Considerations

Understanding the liability your chosen moving company holds is critical. Movers are generally responsible for the goods they transport, and federal regulations require them to offer both Full Value and Released Value Protection. However, items of extraordinary value may require special considerations and should be declared explicitly in shipping documents to ensure their safety.

Prepare the New Office Space in Advance

Space PlanningAtlas Allied orange semi truck parked in a lot

Good space planning is key for the new office layout. It begins with thorough communication between the agency and space management teams to establish priorities and ensure smooth planning. By evaluating a variety of data, solutions that meet the agency’s needs can be suggested, and a detailed schedule can be generated. This approach helps figure out space needs and assists in developing functional floor plan layouts that accommodate operations efficiently.

Utility Setup

Initiating utility services is an important step in preparing a new office space. Companies should ensure that all necessary utilities such as water, sewer, and energy are set up and that billing is in place to avoid any disruptions. Talking with local utility companies early in the moving process can help in availing of programs like the Water Efficiency Rebate Program, which can offer additional benefits and savings.

Security System Installation

Setting up a strong security system is important for safeguarding the new office. In Minneapolis, MN, businesses can choose from a variety of advanced security solutions including intrusion protection devices, video surveillance, and keyless access control. It’s important to register the alarm and camera systems with the city to reduce false alarms and ensure proper functioning. Businesses should also consider ongoing support and maintenance services to keep the security systems effective long after installation.

Conclusion

Throughout this article, we’ve looked into practical ways to control and lower office moving costs in Minneapolis, Minnesota. This journey highlighted the importance of careful budgeting, the assembly of a committed moving team, the benefits of decluttering, having the right insurance, and planning ahead for the new office space. These tips, designed to ease the transition, cover the main parts of a budget-friendly and smooth-moving process. Emphasizing these measures highlights our commitment to providing businesses with a roadmap to handle the complexities of office moving, ensuring an easy and cost-effective move.

Considering these strategies’ wider effects brings to light their major impact on business moving. By focusing on careful planning and execution, we not only support a smooth move but also highlight the value of aligning with experienced, reliable partners like Piepho Moving & Storage. Based on a strong history of quality, Piepho Moving & Storage stands as a testament to the long-lasting commitment to good service, offering top-notch moving service driven by reliability, know-how, and happy customers. Engaging with a partner that embodies such a history of success simplifies the moving process, setting a blueprint for future moves that are both effective and affordable.

More From Professional Packing Tips

Considering a move? In the process of planning your relocation? Learn more from our online resources, and then explore the experienced and reliable services available at Piepho.

10 Musts When Moving from Minnesota To Indiana

10 Musts When Moving from Minnesota To Indiana

Moving from Minnesota to Indiana means covering a distance of around 752 miles to the southeast of the US state. What will it be like to move to Indiana, the Hoosier state? The move will …

10 Musts When Moving From Minnesota To Iowa

10 Musts When Moving From Minnesota To Iowa

Transitioning from one state to another within the US brings its unique set of distinctions. Despite Iowa being just 400 miles from Minnesota, there are specific rules, regulations, and laws governing aspects like driving licenses …

10 Musts When Moving From Minnesota To Massachusetts

10 Musts When Moving From Minnesota To Massachusetts

Moving to a new state brings its own set of challenges. New people, new set of rules, new culture, new cuisine, and whatnot. To make a successful transition, you should know what to expect in …

Or Call 800-622-4515 to Start Your Free Quote!

Certified Pro Mover Allied - Agent of the year
Piepho Moving & Storage

Allied Van Lines, Inc. MC15735 U.S. DOT No. 076235

Piepho Moving & Storage, Inc. MC 133951 U.S. DOT No. 286311

MN DOT No. 134867 WI LC NO54736

Top