Selecting the right moving company for your corporate or office relocation in Kenya is crucial to ensure a smooth transition with minimal disruption. This guide will help you understand the key factors to consider, the importance of job knowledge, and how to avoid common pitfalls.
Corporate moving involves a variety of services such as data center relocation, office moving, employee relocation, and machinery moving. Each of these services requires specific expertise and resources.
Here, we focus on providing advice about screening and selecting the right moving company to handle these tasks efficiently.
1. How Reliable Are They?
Reliability is one of the most important factors when selecting a moving company. You want a company that will show up on time, handle your belongings with care, deliver them safely to the new location, and set you up properly so you can quickly resume work.
Reputation and Track Record
Start by researching the company’s reputation. Look for companies with a proven track record of successful corporate moves. You can find reviews and ratings on various online platforms such as Google Reviews and Trustpilot. Pay attention to feedback regarding punctuality, professionalism, and handling of items.
Client Recommendations
Ask for testimonials from past clients, especially those who have had similar moves. For instance, if you’re relocating a data center, find companies that have done this type of move before. Personal recommendations from other businesses can be invaluable.
Industry Certifications and Awards
Check if the company has any industry certifications or awards. Certifications from recognized bodies such as the International Association of Movers (IAM) or FIDI Global Alliance indicate a commitment to high standards and professionalism.
Recommendations from Other Companies
Peer feedback can provide insights that you might not find in online reviews. Speak to other companies that have recently moved and ask about their experiences. This can give you a better understanding of what to expect and which companies to avoid.
When evaluating previous clients, here are some key questions to ask:
- Were there any issues during the move, and how were they resolved?
- How did the company handle unexpected challenges?
- Was there clear communication throughout the process?
- Would they use the same company again?
2. Job Knowledge
A moving company’s job knowledge is crucial for ensuring a smooth transition. This includes their understanding of the specific requirements and challenges of corporate moves.
Experience with Similar Projects
Look for companies that have experience with the type of move you’re planning. For instance, moving a data center involves different challenges compared to moving an office or relocating employees. Companies with relevant experience are more likely to anticipate and manage these challenges effectively.
For example, a knowledgeable moving company should provide a detailed plan for moving servers, which includes executing the move at night to avoid disrupting online services. This level of job knowledge and planning is critical.
Knowledge of Local Regulations and Requirements
Moving within Kenya involves understanding local regulations and requirements. Ensure the moving company is familiar with these and can handle any necessary permits or documentation. This is particularly important for international companies relocating to Kenya.
3. Do They Provide Customized Moving Plans?
A one-size-fits-all approach doesn’t work for office relocations. Each move has its unique requirements, whether it’s handling sensitive IT equipment or ensuring minimal disruption during work hours. Ask if the company creates customized moving plans tailored to your specific needs.
Examples of Customization:
- Phased Moving: Office moves may require certain critical elements to be moved first so they can be set up quickly. For particularly large office moves, some departments such as operations may need to be prioritized, while inventory moving comes later.
- Night Moves for Server Relocations: To minimize disruption, some moves need to be scheduled outside of regular business hours. A company that offers flexible scheduling can be very valuable.
- Special Handling for Sensitive Equipment: Equipment such as servers or laboratory machinery may require special handling and packaging. Ensure the company can provide these services.
4. Do they Possess The Necessary Resources and Staff?
The resources and staff of a moving company determine their capacity to handle your move efficiently.
Adequate Staffing Levels
Large corporate moves require a substantial workforce. Ensure the company has enough trained staff to handle the move within your required timeframe. For instance, if your move involves multiple floors or buildings, the company should be able to deploy enough personnel to manage the task efficiently.
Availability of Specialized Equipment
Moving corporate offices often involves transporting large and heavy items. The company should have specialized equipment such as cranes, forklifts, and dollies to handle these items safely.
Training and Certification of Staff
Staff training is crucial for ensuring the safety and efficiency of the move. Check if the company’s staff are trained and certified for the tasks they will perform. Certifications in handling hazardous materials, for example, can be essential for certain types of moves.
Managing Laborious Moves
Coordinating Large Teams
Corporate relocations can be labor-intensive, requiring coordination between large teams. The moving company should have a clear plan for managing their staff, including supervisors to oversee different aspects of the move.
Ensuring Efficient Communication
Clear and efficient communication is essential for coordinating a successful move. The company should have systems in place to keep you informed throughout the process. This includes regular updates and a clear point of contact for any questions or concerns.
Adaptability to Changing Scenarios
Flexibility is key to handling unexpected challenges that may arise during a move. The company should be able to adapt to changing scenarios and requirements.
Handling Unexpected Changes
Unexpected issues can arise during any move. The moving company should have contingency plans in place to handle these challenges. For example, if there’s a delay in accessing the new premises, the company should have temporary storage solutions available.
Flexibility in Scheduling
Corporate moves often need to be scheduled around business operations to minimize disruption. The moving company should be able to offer flexible scheduling options, including evenings and weekends.
Minimizing Disruption to Business Operations
The primary goal of any corporate move is to minimize disruption to business operations. The company should have strategies in place to ensure that your business can continue to operate as smoothly as possible during the transition.
Documentation and Communication
Importance of a Detailed Moving Plan
A detailed moving plan is crucial for ensuring a smooth transition. The company should provide a comprehensive plan that outlines all aspects of the move, from packing and transportation to unpacking and setup at the new location.
Pre-Move Briefings and Updates
Regular briefings and updates are essential for keeping everyone informed and on the same page. The moving company should provide pre-move briefings to explain the plan and address any concerns.
Post-Move Assessments
After the move, the company should conduct a post-move assessment to ensure everything has been completed to your satisfaction. This includes checking for any damage and ensuring that all items have been delivered and set up correctly.
Additional Advice for Selecting a Moving Company
- Insurance and Liability Coverage: Ensure the moving company provides adequate insurance for your office equipment and documents. Accidents can happen, and it’s crucial to have your assets covered.
- Pre-moving Assessment: A reputable moving company should offer to visit your office to assess the move’s scope and provide a more accurate quote.
- Customer Support: Good customer service is a sign of a reliable moving company. Ensure they have a dedicated support team to answer any questions or concerns you might have during the move.
Avoiding Common Pitfalls When Choosing a Corporate Relocation Company
Price Isn’t Everything
One common mistake companies make is choosing a moving company based solely on price. While budget considerations are important, they shouldn’t be the only factor. A lower price might seem attractive but consider the potential costs of downtime, damaged equipment, and other issues that can arise from hiring an inadequate service provider.
For example, a law firm in Nairobi opted for the cheapest moving service they could find. Unfortunately, the move resulted in several damaged computers and a full day of downtime, ultimately costing them more than they saved. Investing in a reputable company, even if it costs more upfront, can save you from these hidden costs.
Understanding Downtime Costs
Downtime can be one of the most significant costs of a corporate move. Ensure the moving company understands the importance of minimizing downtime and has strategies in place to achieve this.
Employee relocation presents some particularly pervasive costs to the company beyond the relocation expenses if not handled properly. A company may have to pay for a hotel for the period when the employee is relocating, in addition to the loss of productivity when the employee undertakes the relocation process.
Potential for Damaged Equipment
Damage to equipment can be costly and disruptive. Choose a company with the necessary tools and materials for handling items carefully and providing adequate insurance coverage.
Long-Term Impacts of Poor Service
Poor service can have long-term impacts on your business. It’s better to invest in a reliable moving company that provides quality service, even if it’s more expensive upfront.
Comprehensive Assessment Criteria
Service Quality Over Price
Focus on the quality of service rather than just the price. A cheaper moving company might save you money upfront but could cost you more in the long run if they cause damage or significant downtime.
Holistic Evaluation of Moving Companies
Evaluate moving companies based on a range of criteria, including reliability, job knowledge, resources, adaptability, and overall service quality. This holistic approach will help you choose a company that can meet all your needs and ensure a successful move.
Conclusion
Choosing the right corporate moving company in Kenya involves thorough research and careful consideration of several factors. Prioritize reliability, job knowledge, resources, adaptability, and comprehensive service quality to ensure a successful move.
By following these guidelines, you can select a moving company that will handle your corporate relocation efficiently and professionally, minimizing disruption (especially for businesses that require 24/7 up-time) and ensuring a smooth transition to your new location.
Effective Corporate Relocations with Nellions
Meeting the extensive needs of corporate relocations is a combination of science and art. At Nellions Moving and Relocations we ensure a seamless process by understanding clients’ needs and employing our expertise to meet them. Here’s a brief overview of how we do it:
Comprehensive Planning
Nellions begins with a thorough consultation and assessment, creating customized moving plans tailored to each business’s unique needs. For example, we can schedule moves during off-hours to minimize disruption.
Skilled Staff
Nellions’ experienced team is adept at handling complex office moves. We ensure efficient packing, secure transportation, and careful handling of sensitive equipment, like IT infrastructure.
Advanced Resources
Nellions uses state-of-the-art moving trucks and specialized tools to streamline the moving process. Our resources ensure safe, secure, and efficient relocation.
Clear Communication
Effective communication is a cornerstone of Nellions’ service. We provide detailed moving plans and regular updates, keeping clients informed throughout the relocation process.
Flexibility and Reliability
Nellions excels in adaptability, accommodating schedule changes and ensuring minimal disruption to business operations. Our focus on quality and reliability helps avoid hidden costs associated with downtime and damaged equipment.
Moving soon? Get a helping hand for your corporate relocation by calling us on 0700 000 002 or visiting https://nellions.co.ke/.
