Moving offices is a major task for any type of business, but it is especially challenging for nonprofits. With particularly limited budgets, nonprofits need to cut corners and plan as strategically as possible to save as many resources as they can.
While eliminating all the costs of moving is not possible, nonprofits can cut down on a lot of the expenses involved in moving if they plan the right way. Doing this systematically and starting well in advance are key. And for your partner in moving, call Elate Moving NYC. They are the best in the New York area and indeed nationwide.
Start planning early
One of the keys to saving unnecessary costs on moving is starting the planning process early. Experts suggest that nonprofits should begin the moving process as early as six months before a move to avoid last minute panic spending.
Conducting an inventory of your physical belongings is essential. Organizations tend to accumulate large numbers of files, trinkets, and other things that can easily be disposed of. These days, electronic copies of many document types are perfectly accepatable for official purposes. And those small items that build up over the years probably have varying degrees of sentimental value--a photo can go a long way.
You will likely be amazed at how much space you can save by getting rid of unnecessary items. You might even decide on a different size office than what you had originally planned for.
Saving costs on moving items
There are many ways you can save costs on packing materials and other items required for an office move. These include:
- Using reusable crates. It is possible to rent plastic crates specifically for moves that you can later return. This saves both money and resources.
- Consider finding free packing materials. You never know when nearby businesses might be looking to get rid of things.
- Be thorough and detailed about the packing process. Label boxes carefully, and use colored labels to distinguish between departments, item types, etc. Put a reliable person in charge of overseeing this process and communicating with vendors.
Vet potential movers carefully
To be sure you are getting the highest quality movers possible at the best possible price, there are several points that you should cover with the companies you are considering:
- Who can offer you the best price for the exact services you need. Some companies might be cheaper overall, but unable to handle fine art or other particular needs you might have. Be sure to make your request detailed and as accurate as possible.
- Check references and community reviews for the companies that you are considering using. If possible, ask people you know who they used and what the result was. There is nothing like a first-hand reference to give you extra confidence.
- Be sure to book well in advance so that you know you can secure your desired time slot on the day you plan to move. The time of day and traffic conditions might influence the amount of time the move takes.
Utilize volunteers if possible
You can take care of some of the work that movers might charge for yourself, particularly if you can find people to help you. So it wouldn't hurt to reach out to employees, friends, or family to come help you box things up. You can incentivize it with free pizza.
Think modest, but aim high
Every organization wants to grow, but nonprofits always need to keep their limited resources in mind. These days, scaling down is often better both in terms of cost savings and simplifying operations. Many things can be put on a cloud, and this both helps keep people organized and also keeps offices clean. Also, as hybrid work is becoming increasingly common, taking a smaller space with hot desks can often be preferable to choosing larger spaces that will probably cost more.
So think about the priorities that your organization has, and what you can realistically do away with. Try to choose an office space in a reasonable neighborhood or within a coworking area. The decision to downsize will free your mind to think about bigger, more important things.