Category Archives: Boston Moving Company

Office Moving Checklist and Timeline

Moving to a new office space is just as involved a process as moving to a new home. You’ve got big, bulky office furniture, difficult-to-pack electronics, and multiple rooms worth of knick-knacks to get packed up. And usually, there’s not a whole lot of time to get it all done (you can’t exactly shut down operations for a week to sort things out). Whether you’re moving to a new floor or across the country, office relocation is a lot of work, regardless of the size of your company. If you’re trying to navigate one, use this our timeline and checklist as your guide to moving to a new office space.

Office Moving Checklist and TimelineOffice move planning can start as early as a year before your move date, but six months is typically when you start looking for relocation services and start planning the logistics of a business move. Here is our step-by-step timeline to help you stay organized.

6 months before your move

Here’s what you need to consider six months before an office move.

Review the current lease

If the lease for your current office isn’t up yet, will you lose your deposit? What repairs do you need to do before you hand the key over to the landlord? Are you responsible for property damage such as broken lights or chipped paint?

Designate an in-office moving team

Do you want to be involved in every aspect of the moving process or just some? Are you the point person or should you assign that responsibility to someone else on your team? Delegate some tasks to your moving project management team, clearly defining roles. Who is planning, packing, unpacking, organizing, decorating?

Make a decommissioning plan

Decommissioning goes way beyond just cleaning your old office. Decommissioning is more like restoring it to its original condition before you moved in. It includes removing cables and electrical installations, fixtures, signs and logos, furniture, and so on. It also involves repairs to the property damage and even small things like replacing burnt-out lightbulbs. Your lease should specify the details, and if you don’t want legal trouble or to lose your security deposit, the lease conditions must be adhered to. Make a decommissioning plan early and discuss with your moving team how to assign related tasks.

Set a budget

You might have to adjust it down the road, but at least having some idea from the get-go how much you’ll have to spend will be immensely helpful when you talk to the moving companies. Determine what your non-negotiables are, and think about where you can scale back to save some money. Also, consider the purchasing process. Who will make all the move-related purchases and how will the vendors be paid?

Decide on the level of moving coverage 

Professional moving companies offer at least one type of coverage called released value protection. It’s basic, however, at up to 60 cents per pound. This moving insurance is federally mandated and is included in the move but will only cover so much. You can always replace damaged furniture, but what is something more crucial to your continued business operations, like electronics? It pays to be protected. Think whether you should buy full value protection coverage, which offers significantly more protection, or expand mover coverage further by buying third-party insurance. Deciding on what type of insurance you’ll need will help budget the move more accurately and also communicate your moving-insurance needs to the moving companies.

Start a to-do list

Since more than one person will be involved in planning and organizing the office move, it’s a good idea to start a box or a folder with all your notes and lists. It’s even better if it’s done online. For example, as a collection of Google docs in a simple folder on Google Drive. Centralizing information is a good strategy.

Announce the move to your employees and seek feedback

Plan to send an email and then follow up with an in-person or online meeting. The email should include the new office address, moving date, key features of the new office, the reason for the move, and key dates for the moving process employees should be aware of. After a week or two, schedule an in-person meeting, if possible (or employees can attend remotely), to receive feedback and answer any questions.

Your employees might request changes in workspace needs or work style preferences, especially if the new office has both open and private floor plans. If your company is small, consider one-on-one meetings. If it’s large, and holding a meeting that everyone can attend is not feasible, you can try sending a survey or organizing department meetings. Encourage all employees to keep the move in mind when they plan or take on new projects.

Make sure everything will fit in the new office

While you may intend to bring that massive break-room fridge with you, the dimensions of the kitchen space in your new break-room might not allow for it. Instead of wasting time, energy and money on transporting items that aren’t going to work in your new office space, get the dimensions of your largest items and compare them to the measurements of your next location. This applies to things like your conference room tables, large electrical equipment, and anything else that necessitates a lot of space. Hopefully, you have chosen a new office that allows for the accommodation of your existing furniture and tech, but if you haven’t, you’ll want to know that before you move in — not after.

Make an inventory

Now that you know what will and won’t fit, record what you’re taking and what you’re leaving behind. Even if you’re on a tight budget, you might have to leave some things behind, especially if the new office’s floor plan is different. A full inventory will help you communicate your moving needs to your moving coordinator and will give you a clear picture of the items you’ll need to leave behind (and replace them after the move if necessary).

3-4 months before your move

Here’s what you need to do three to four months before an office move.

Lock in your moving date

By now you have price-compared and settled on one moving company. Make a reservation as soon as you can to secure the date.

Solidify your moving plan

Set dates and tasks for your moving plan. Think about when are the phones getting disconnected. When do the desks need to be cleared? Figure out when the internet connection getting set up in the new office. Assign team leaders and hand out responsibilities to team members (or have the team leaders do it).

Announce the moving date to your employees

Let your employees know the moving date. Communicate your expectations of when their cubicles, offices or workstations need to be packed up, when the utilities are getting disconnected, and so on. If you expect the employees to lift any boxes, ask them if there are any health restrictions. Make sure each employee knows what’s expected of them and when.

Notify your current landlord

As soon as you confirm your company’s move date, tell your current landlord or property manager when you plan to terminate your lease.

Notify outside the company

Let your partners, clients, vendors and anyone else you have business associations with that you’re moving. They will need to know your new contact information and might have questions about how the move will affect them.

Come up with a plan for specialized equipment

Do you need help moving especially heavy equipment or hazardous materials? Order ahead items that take a while to build and ship? Are you replacing or upgrading any specialized equipment that requires special handling?

Hire moving vendors

Even if you hired a full-service moving company that will do the packing and unpacking for you, you might have to seek out other vendors for your move-related needs. If your new office needs landscaping or decorating, now is the time to hire an interior designer. You might also need to hire an office cleaner if the movers or your building don’t offer this service and your current one wouldn’t be able to handle the post-move cleanup.

Start gathering moving supplies

Unless your office already has everything it needs to pack up, or the movers will be packing you, get a head start on purchasing and organizing your packing materials and moving supplies. Chances are your office probably already has a lot of supplies (some boxes, markers, scissors, labels), but you probably still need to source some specialty boxes, packing tape and packing paper. Buy it now. Get creative sourcing your supplies, too. You can get free boxes and other free packing supplies at a lot of places. For more information about what supplies you need, check out our guide to choosing the right moving and packing supplies.

Downsize

Purge with an open mind and tag anything that is going to be sold or donated. Consider an office warehouse sale or arrange a charity to do a free donation pickup.

Talk to your employees again

Surely by now you have made some adjustments to the moving plan and have updates. Continue your ongoing communication with your employees as they will have questions and concerns. Invite questions or feedback by email, send out important moving updates, and remind them of the new office’s features, including anything they need to know about on-site parking, entering the building, access cards, the new neighborhood, and so on.

2 months before your move

Here’s what you need to do two months before an office move.

Design a floor plan

Determine where the office equipment and furniture will go, where the employees will be sitting, and where the common areas will be. If possible, get an idea of where the Ethernet connections and power sockets are so you’ll know where to set up the tech equipment.

Schedule disconnection, transfer and set up services

Set up internet, phone installation and utilities at the new office. Besides water and electricity setup, you might need to set up garbage and recycling pickup or security services. Plan with your IT to set up computers at the new location. Can they do it internally or do they need help from the outside vendors? Let any vendors (landscaping, security, cleaning) servicing your current office know that you will have to discontinue or transfer their services.

Buy new furniture or equipment

If you’re replacing or adding any office equipment and furniture, start purchasing now as it will take to ship and assemble. You might need help with furniture installation, and decorating takes time.

Reserve offsite storage

Reserve a commercial storage unit near your new office if you don’t have room for stuff like old files, holiday decorations and office furniture you don’t need now but might use in the future.

Come up with a company-wide labeling system

You’re your preferred labeling system — numbers, colors, shapes — as long as it’s consistent throughout the office and all employees are using it.

Start packing

The non-essentials you won’t need in the weeks leading to the move can be packed now. Get it out of the way now so you can prioritize important tasks like packing necessities.

Put address change orders in place

It’s better to start updating documents with your new address earlier rather than later, so place your orders for new business cards, letterhead, envelopes, return labels, etc. right when you know your new address. It’s much better to have all of your updated documents on hand before your move than to risk going days or weeks without them in your new space.

Check on the new office

Does it need cleaning? Can you start decorating and bringing the non-essential items you’ve packed?

1 month before your move

Here’s what you need to do one month before an office move.

Keep tagging furniture, equipment and office supplies

It’s a process, so you won’t be done in a day. Check in with your moving team to make sure the tagging is on track and the employees have what they need to pack their desks.

Finalize plans with your moving team

Confirm the move date once again, and see if there’s a need for a moving-day itinerary to coordinate moving logistics.

Order keys and access cards

Order keys and, if using, employee access cards for your new office in advance so they’ll be ready to hand out before the old office closes for good.

Back up data

Back up all important data on your computer, and use hard drive mirroring software to make a copy of your hard drive. That way if something happens to your computers in transit, you can replicate your current hard drive on a new system. You might want to scan some files to digitize them and shred the paper versions to lighten the load.

Coordinate moving truck departure and arrival

Work with your current and new building managers to secure loading and unloading times. If there are loading docks, great, but if parking is limited, or the area has heavy traffic, it might take some planning. Don’t wait till moving day.

Get a handle on building rules

Unless your company owns the building you are moving out of or into, you will need to get a full breakdown of all building rules around relocating. It may be that you are only allowed to move during non-business hours or that you must put in a special request to use the service elevator. Get these rules from building management as early as you can since it will dictate the logistics of moving day.

Try to move some non-essentials on your own first

Simplify moving day by transporting the little stuff as you can, provided there’s an overlap of timing with your new lease. You can make the whole moving process easier by taking over items like plants and bulk office supplies on your own, especially if you can get them set up in their new locations before you officially move in.

Assign everyone the task of packing up their own desk

While you may be having a moving company come in to take care of the big stuff, it will still be a major help to have everyone responsible for their own desk space. Give your staff a heads up on when they’ll need to have their desks packed up, and try to encourage them to do a little bit at a time so nobody is trying to get all packed up at the last minute. You may need to just give your team a couple of hours of time off on the day before the move to get their desks in order.

1 week before your move

Here’s what you need to do one week before an office move.

Update your address

Update the company website, your financial accounts, social media accounts, subscriptions and business listings (Google, Yelp, local directories) with your new office address. Not sure who else to notify when you move? See our change-of-address checklist. Most items apply to both residential and commercial moves.

Review your moving day schedule with the moving team

Go over what still needs to be done, when the movers arrive, what items should go first and last, who will be on-site to supervise the moving crew, and will lock up after they leave, and whether you will be tipping the movers and providing refreshments.

Remind employees to finish packing

Your IT crew will probably be packing up laptops, monitors and other IT equipment, but all employees should be finishing up clearing their desks and cubicles of office supplies and personal belongings.

Don’t forget IT

One of the biggest complications inherent in moving to a new office space is disconnecting and reconnecting all of your tech. This is a big job, and one that you can’t outsource to the movers, so it’s critical that your team gets to work on it as early as possible. If there are pieces of equipment that you’ll be getting rid of, set up a plan for recycling or donating them. If you’re planning to recycle unneeded equipment instead, check out the EPA’s resources on where and how to do it right.

The day before your move

Finish packing and labeling

By tomorrow everything should be packed and ready to be relocated. Do a walk-through to make sure that’s the case and do (or have someone else do it) the necessary last-minute packing.

Collect employee access cards and keys

Be sure to collect any company keys, parking passes and access cards to return to the landlord or property manager.

On moving day

Here’s what needs to be done on moving day.

Be at the old office to meet the movers

Make sure you (or someone from your office) are there to let the movers in and out, tip them, and provide refreshments (the last two are optional). Someone also should be there to clear a path for the movers if it hadn’t been done and to moderate the move. This includes letting the movers know what should be loaded first and last, pointing out any fragile boxes (even if they’re labeled), and pointing out what furniture items need disassembling.

Do a final walk-through of your vacated office

This is to see if any items were left behind and to document any property damage. Now is also the time to turn in all keys and parking passes unless you’ve made some arrangement with the property owner or manager. It’s a good idea to confirm the termination of your lease at the same time.

After your move

After your office move is complete, here are some action items to help you get settled in your new office space.

Unpack and test your technology

Unpack the essentials and test your phone, computers, servers, printers, and anything else you’re using. Troubleshoot as needed so you won’t miss any time conducting business.

Double-check your change-of-address updates

Confirm that everyone who needed to know was notified of your move, that your online presence lists the new address, and that any stationery, business cards, labels, etc. you are using have also been updated.

Meet with your post-move team

To make sure that you get back on track promptly and that your place of business looks like a professional office, discuss with your team who is removing tags, who is unpacking, and who is stocking the kitchen, restroom(s) and supply cabinets. They should divvy up those tasks among the employees.

Celebrate your new digs

An office relocation is stressful for everyone, including your employees. They deserve some downtime and recognition for their hard work. As a “thank you” for everyone’s cooperation in making it happen and as a way to celebrate your new space, budget in a small party for after the move. You don’t have to be completely set up yet, and it doesn’t have to be anything major — even a mid-day celebration luncheon sometime in the first week after moving will show your staff how much you appreciate their help and welcome exciting things at the new office.

Office moving FAQs

Moving offices can be daunting, and we are sure you have questions. Here are a few answers to the FAQs.

What is involved in an office move?

Planning and organizing your move involves working with your office’s moving team to go through all the steps required to move your office. These include researching, vetting and finding a moving company experienced in office relocations and working with them on the details of your unique move based on your needs and your budget. It also involves whipping your new office in shape, be it cleaning, decorating or remodeling. You should also leave your old office in the condition it was in before you moved in. Otherwise, you risk losing your deposit and facing legal issues.

Office moves also involve changing your address everywhere you have it on your office supplies and online presence, and letting people know. You will be downsizing once you decide what must come with and what you no longer need or won’t fit into the new office. Of course, a fair amount of packing is involved and working with your employees to make sure they know their tasks and deadlines. Then you have to disconnect, transfer and set up all the tech and utilities, including the internet, electricity, computers, phones, servers, and so on. Post-move, you might have to clean your old office. Then, let the new office setup begin. And, hopefully, after all this, some celebration is in order.

How long does it take to relocate an office?

You can start planning as early as a year ahead, but we recommend beginning the process no later than six months before the move. There’s a lot to be done before the movers show up to load everything up. The actual move should be done within a few hours and up to a day for local moves. For long distances, it depends on how many miles your belongings will have to clock in while on the road, which could take a few days.

How can I successfully move my office?

Provided you follow the timeline above, we recommend that you:

  • Start early (six months before the move is ideal)
  • Create a moving team and appoint its manager
  • Do research to find the best moving company experienced in commercial moving
  • Assign employees tasks (like packing up their own desks)
  • Have a clear IT disconnect/transfer/setup plan
  • Know your new and old building rules
  • Put address change orders early on
  • Be diligent about labeling your boxes
  • Make sure that everything will fit into your new space (and downsize accordingly)
  • Move the non-essentials first (and maybe even on your own)
  • Have an office party to celebrate the move. You all deserved it!

What are the steps to move my office?

Planning and organizing an office move should start with setting up your budget and determining your moving needs. Then you work on finding and hiring a moving company and working with them and your employees on a moving plan with set deadlines. For more details, see our comprehensive checklist above.

Ready to organize your office move?

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Save Money Moving Tips

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You may have heard or read on numerous occasions that the entire process of moving house can be a really stressful experience – an event riddled with unexpected and chaotic turns and twists that can rarely be controlled.

And to make things even more challenging than they really are, you must definitely be aware of the fact that moving all of your possessions from one home to another is also a rather expensive business to start with.

Add high moving costs to the stress of relocation and you get a dangerous combination that should be handled with much care. It is no wonder then that everyone’s desperately looking for the cheapest way to move across country.

If you yourself are moving on a budget, then you either know or suspect how difficult the road ahead of you will be. But don’t despair as the following cheap moving tips, ideas and tricks have been designed with one single purpose in mind: to help you move for less and thus save hard earned money on your local or cross country move.

Ready to learn how to move cheaply?

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Control your moving expenses

To know how to move cheaply will prove very beneficial for you when it’s time to pay up the moving bill, but the entire moving saving idea should come from the creation of a relocation budget in the first place.

A personal moving budget will help you distribute your money properly among the tasks ahead of you, and more importantly – it will alert you when a specific job requires more financial resources to be completed. This way, you will have a much better control on your spending and will be able to apply minor fixes to make sure the money you have set aside in the beginning is enough.

Select the best time to move out

If you have a certain amount of flexibility about choosing your moving date, then use that unique chance as one of your major cheap moving strategies. If you book your move very early, your mover may be willing to give you a price discount for early booking. If you select your move-out day during the off-peak moving season (September-May), you’re likely to get a killer deal around 20-30% off the standard moving companies rates, or even more.

Another budget-friendly moving tip is to avoid scheduling your moving date on national holidays, weekends, and the beginning and end of a month.

Save time to save money

Time is money, won’t you agree? Probably the simplest cheap moving idea you can use to your advantage when moving house is to organize your time in a clever way so that you end up saving huge chunks of time. And, by freeing more time on your schedule, you’ll be able to do more work or maybe even have a deserving rest period.

Create a moving calendar to fully utilize every hour of every day so that Moving day won’t catch you unprepared. Consult regularly with that moving checklist of yours and in no time you’ll be saving money by saving time.

Find the cheapest rates available

There are a number of good ways to move cheaply, and the cheapest way to move long distance is to find and hire the services of an affordable cross country mover. Now, it’s no secret that that’s much easier said than done but if you do your homework right, you can do it.

Invest some time in hunting down long distance movers with excellent reputation, request accurate price estimates from each one of them, compare the moving quotes very carefully, and go with the company that has offered the best conditions in terms of price and additional services.

Move less stuff across the country

Of all the tips for moving on a budget you may ever get, the best money saving advice is as clear as day: move only the things you’ll use again in the near future and get rid of what’s left. It’s very simple, really – the overall weight of your shipment determines how much you’ll pay in the end.

So, if you haven’t used some items in more than a year or you have completely forgotten about their existence, why would you want to pay to ship to across country to another home? Sort out your unwanted items, de-clutter your home and pack only the things that make sense for you.

Sell your unwanted items to make money

Knowing how to save money when moving house is good but knowing how to make money before moving out is even better. You just must consider turning your unwanted stuff into cash – extra money that will fuel your moving adventure to a successful end.

Once you’ve made up your mind what to take with you, organize a yard sale for all the things you’re leaving behind. Also, you can sell those no longer needed items online through specialized websites such as Facebook Marketplace, Craigslist etc.

Either way, use the earned money towards your moving expenses.

Get moving boxes for free

You may find it a bit hard to believe but your biggest single expense when packing up your home will be the cardboard boxes. The good news for you is that out of all the cheap moving tips, ideas and tricks, the one about finding free moving boxes has been actually proven to work.

You don’t have to pay for your cardboard boxes, at least not for all of them. Get good second-hand cardboard containers from friends who have recently moved house or get them for the asking from local businesses which are required to recycle all the boxes they don’t need anyway. Just think of all the money you’ll save this way!

Don’t pay for most packing materials

Speaking of money saving tips, did you know that your home is probably full of packing supplies which you can effectively use as an alternative to the ones your movers will bring? They won’t have the same high quality as professional packing supplies, but at least they will be 100% free of charge.

Baskets, buckets, trash cans, suitcases, drawers, and bags as moving containers, and blankets, bed sheets, towels, socks and other pieces of clothing as wrapping and cushioning materials. Also, you are free to use newspapers as a padding material as long as you don’t use the newsprint directly over delicate items with even more delicate surface.

Pack all you can by yourself

Regardless of whether you’re still looking for the cheapest way to move short distance or you’ve already found the cheapest way to move long distance, it’s the arduous process of packing that will make the most difference price-wise.

If don’t own any special and valuable items that require individual packing services by professional packers (a piano, for example), then you may as well attempt to pack up your home by yourself (and a few loyal friends, of course). If you can somehow manage to not pay for professional packers, then you’re sure to save tons of money on your local or cross country move.

Explore your job relocation options

If you’re moving across country for work, then the company you work for may be willing to pay a certain amount towards your moving expenses. Sometimes, your company may choose to cover all of your relocation costs, which is the ideal job relocation scenario.

Either way, if you’re moving soon, don’t forget to at least bring up the issue and try to negotiate your full or partial moving cost compensation. It never hurts to ask, right?

See if you’re eligible for tax deduction

If you happen to be moving across country for a full-time job and your new work place will be located less than 50 miles from your new home, then it’s possible that you be eligible for certain tax deduction related to your packing, transportation and storage expenses. That’s a monetary bonus you should not refuse, especially when you’re desperately looking for the cheapest way to move out of state.

Keep all of your receipts and documents relative to the cross country move and, upon your arrival, get in touch with a qualified tax consultant to check your tax deduction eligibility.

Be thrifty right after the move

Needless to say, your top priority when moving to another house in another part of the country is to use proven cheap moving tips and money saving tricks to keep as many dollar bills as possible, both in your wallet and bank account. However, your efforts to make your move cheaper should continue during the immediate post-move period as well. If not, then your genuine attempts to find the cheapest ways to move across the country could have been wasted.

Resist the strong temptation to purchase new things for your new home right after you’ve moved in. The adrenaline of having moved house successfully may easily temp you to overspend. Don’t do it. Instead, wait awhile until you are 100% sure you actually need whatever it is that you intend to buy.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Moving From City of Boston to the Suburbs

It’s no secret that the real estate market is booming across the United States, and much of that interest is in suburban neighborhoods. In fact, a Zillow survey predicted that A Stronger Housing Market Across the Board. Surrounding suburban areas are sure to benefit from this trend, especially as COVID-19 has made remote working and schooling the norm.

If you’re wondering if a switch from the City of Boston hustle to suburban solitude is right for you, here are a few points to consider before jumping into this hot market.

Moving From City of Boston to the SuburbsLarger Homes & Yards vs. More Maintenance

The average square feet of a two-bedroom apartment in Boston is around 1,000 square feet. But moving out to the suburbs of Greater Boston area will double that, with many apartments coming closer to 2,000 square feet!

That makes a big difference, especially for those planning to expand their family. Additionally, these larger homes sit on larger plots of land that provide outdoor space that isn’t feasible in most city neighborhoods.

On the negative side, you have to take care of all that space. More appliances, larger units to fully service a bigger home, a lawn to mow, repainting the previous owner’s pea green kitchen… you and your wallet will have to front the costs to maintain the upkeep. Plus, suburban dwellers are often hit with higher property taxes and homeowner’s association (HOA) fees. That can add significantly to your monthly costs and should be carefully considered before making a move.

Peace & Quiet vs. Missing the City Life

Former city lovers often say they chose to move to get away from all the bustle and noise. Sure, traffic and late-night bar-goers can keep you up at night if you’re in a central location – but is it enough to fully relocate?

For some, the answer is yes. The idea of only hearing birds and crickets is an appealing way to unplug. For others, the sounds of silence could leave them craving the energy of downtown living. Take this into consideration when you’re looking at different neighborhoods, and even spend a few nights in prospective areas to fully understand what your new environment will be like.

Better School Districts vs. Zoning Hurdles

While it is sometimes a misconception that city schools are inadequate compared to suburban counterparts, it has historically been shown that suburban schools receive more funding and benefit heavily from the higher property taxes we talked about earlier. This can mean smaller class sizes, better-maintained facilities, and a more appealing workplace for sought-after teachers.

However, it’s important to note that you may not automatically receive all these benefits when you find your perfect suburban home. School district zoning can be strict and, at times, seemingly random. Your home could be zoned in a district different from your neighbors across the street. If moving for better schools is at the top of your list, pay careful attention to zoning lines before you buy.

Suburban Conveniences vs. A Longer Commute

While cities do offer many appealing activities from restaurants to stores to museums, they are often spread out and require a lot of planning to visit. Suburban shopping centers provide the convenience of popular retailers and eateries all in one spot. Ample parking also eliminates a common city headache.

On the other hand, one location that may not be close is your office. Moving out of city limits could mean you’re suddenly battling rush hour traffic and spending more time in your car than with your family. It’s certainly worth a test drive to see if your new route is one you can realistically handle every day.

Ready to Make a Move?

Once you have fully weighed the pros and cons and are ready to make your move, make your first call Pony Express Moving. From the very first consultation to the last piece of furniture placed in your new home, we’ll provide in-depth care and attention to detail, so your relocation is stress-free.

Our skilled local moving team is a part of the community, living and working here every day. We know the ins and outs to help customers with smooth, easy transitions. Plus, we offer a full range of customizable services that allow you to create the moving plan to fit your budget.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Avoiding Moving Woes

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It’s a timeless and universal truth: moving is no fun. Ancient Polynesian seafarers, while nervously prepping outrigger canoes for uncharted trips across the South Pacific, probably groaned in frustration when they realized at the last minute that someone forgot to pack up all the fishing gear.

Avoiding Moving WoesSure, locating to a new place can be an exciting adventure, but the actual moving process can be stressful, costly, and full of surprises. Make your next move as smooth and simple as possible by avoiding these pitfalls:

Hiring a shady mover. Moving scams can run the gamut from bogus “moving deposits”, to bait-and-switch estimates, to overly-complicated contracts designed to nullify mover liability. You can steer clear of a less-than-upstanding mover by doing your homework. The Better Business Bureau, Angie’s List, your state transportation regulator, and the U.S. Department of Transportation – and even your relatives, friends and neighbors – are all good sources of information about whether a moving company is on the up-and-up. Doing some homework online can save you a lot of heartache.

Failing to schedule your move well in advance. During the summer months, good moving companies are booked up quickly. Rather than waiting until the last minute, make sure your move is scheduled weeks – or better yet, months – in advance. You don’t want to be scrambling to find a mover the day before you’re supposed to head out.

Packing too much stuff. Do you really need those old boxes of baby clothes that you haven’t laid eyes on since your 6-year-old was in diapers? Before you move, “edit” your belongings. Think about whether you can trash some of your possessions, donate them to charity, or give them away to friends and relatives. Consider holding a garage sale to clear out some of the clutter. If you haven’t seen, worn, or used something in a year, think hard about whether you need to keep it – and whether you need to haul it to your new place.

Ignoring the need to pack ahead of time. You’ll find very few people who’ll say that packing is fun. In fact, a survey commissioned by SpareFoot found that people who moved in the past year identified packing and unpacking as the biggest hassle in the process. (Our ancient seafarers would probably agree.)

You can lessen the load by beginning to pack well before moving day comes along. Start by boxing up stuff that you won’t need right away – for instance, if you’re moving in the summer, pack up your winter clothes so that they’re out of the way. If you get down to the wire and need help with packing, enlist friends, neighbors, relatives, or colleagues to lend a hand. Just make sure you have plenty of pizza and cold beverages on hand. If you can’t rustle up any free help, consider hiring laborers to do the packing for you; that may be a small price to pay to alleviate moving-related stress.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Winter Move Tips

Winter Move TipsIf moving in winter doesn’t sound exciting to you, we can’t blame you. Moving in winter is not such a horrible idea. There are positive sides to it. Because most companies have winter rates and summer rates, you can benefit from these discounts! Most people move in the summer, so you will find quite a few discounts available during the cold months. When you schedule a winter move, you are likely to get a better deal along with the ability to pick your dates. Here’s why.

Moving in winter can save you money

The moving season reaches its peak in the summer and then starts to decline in the fall. Because that’s when the back-to-school season begins. So, by winter, the number of moves gets very low. The busy time for moving companies ends in September, and that’s when discounts really start to pop. As we get closer to December, prices continue to drop. Moving in winter is especially affordable in January and February. The prices start to rise again in March, and the busy time for movers is at full charge by the end of April. So, why not take advantage of these facts and move during the winter months?

Storage renting prices drop in the winter too

Storage facilities’ occupancy usually drops in winter, so you can take advantage of the best prices. Typically, this is the best time to grab some amazing promotions for the state-to-state moving. To boost your storage unit price deduction even further, schedule your move for a weekday. Or toward the middle of the month. That’s when moving companies are usually the least busy.

Moving in winter comes with less competition

Especially when you live in an urban area, moving during the high season can become a real challenge. In the summer, there are often several clients moving in and out on the same day. You could find yourself having to maneuver past a few different moving trucks.

Winter temperatures are safer for your belongings that the heat

Most of the US can reach sweltering temperatures in the summer. But the outside temperatures get even more intense inside a moving truck or your car. When you choose to move in winter, you are able to drastically lower your risk of ruining everything you own. Packing in a colder climate is much safer for your household goods that the scorching heat. Remember that one sweaty slip-up could mean goodbye to your delicate record collection or a valuable painting.

Always anticipate delays, especially when moving in winter!

When it comes to moving in winter, summer relocations do hold one advantage over them. It is those few extra hours of daylight. With fewer daylight hours, a move that you expect to take just one day could take two. So make sure to plan for that and keep your expectations in alignment with reality. Try to stay flexible if the move needs to be rescheduled altogether. Sometimes you might get really unpredictable weather.

Stay organized during your winter move by following these steps:

  • Confirm all the details of your relocation with your movers.

Opting for moving in winter is pretty smart. Winter is a rather low season for most movers, so you should have a wider range of dates available to choose from. But please remember that you still need to check in with your movers on a regular basis. Contact us once a week before the move, and the second time a day or two before the move. This is important because the weather in winter can be treacherous.

  • Keep checking the weather channel.

Speaking of weather, keep close track of the changes. Keep an eye on the weather channel every week that leads up to the move, and then every day the week of the move. If you think that there’s a possibility that the weather can shut down roads or hinder your movers, call the moving company and express your concern. In those cases, it is better to delay the relocation than getting caught in a winter storm.

  •  Protect your floors by covering them.

If you have carpeting and hardwood floors, it’s essential that you protect them because movers will be tromping all over them on moving day. You can use a couple of cheap plastic tarps from the nearest hardware store. Also, lay floor mats down at every outside door.

Make sure you’re relying on reliable and skilled professionals!

When you’re dealing with cold conditions, the experience will make all the difference. And that’s where the movers like Pony Express Moving Services set themselves apart from the crowd. All of our movers have received professional training in order to learn how to perform every relocation safely and efficiently in any type of conditions. Moving in winter isn’t exactly cheap, but hiring a professional company with a reliable, skilled team is not a service to try and cut costs on.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Request a Free Quote Online.

How to Overcome the Challenges of Boston Moving

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Living the Boston life is generally fast-paced, rich in culture, full of opportunities, and some may even say, glamorous. But, there’s certainly one part of Boston living that isn’t glamorous – moving in or out of the Boston area!

How to Overcome the Challenges of Boston MovingWhile relocating, in general, can be especially stressful due to a slew of unknowns, moving in or out of Boston is daunting. From hiring movers to navigating the streets, to working with building management, you’ll find that urban moving is much different than moving from a suburban or rural home to another suburban or rural location. Let’s look at some of the challenges you may face during your Boston moving , and how to overcome them.

Finding Movers in Boston

Whether you are moving into or out of Boston – finding the right movers for the job can be stressful. Do you move by yourself? Rent a truck? Find someone you know with a car and make small moves at a time? Or, do you find a full-service moving company to move for you? Your options for moving companies may be limited to small move companies if you’re moving out of Boston. Your one bedroom apartment is not worth the time or expense of a large freight moving company and their trucks are often too big to navigate Boston narrow streets.

You should research local moving companies and small-move companies, such as Pony Express Moving Services. These movers are equipped to handle the urban lifestyle and understand the ins and outs of moving out of Boston.

Elevator Reservations & Parking Permits

Your relocation challenges when you move into or out of a city, such as Boston, will include working with the management companies of the buildings. You might be relocating to a 27-story high-rise apartment building and you’re going to have to organize yourself as soon as you know when your move date will be.

If you are moving into or out of a high-rise building with an elevator, you should make elevator reservations with building management. This way, you are not spending half of your day waiting for an elevator to arrive on your floor, and you won’t upset your neighbors by taking away the only, or one of the only ways out of the building. Some buildings even require this.

Once you’ve secured your elevator, you’ll also want to figure out where your moving truck will park. Whether you choose to rent your own truck or hire movers, talk to your building management about a loading zone permit or a parking permit. Check with the city in which you are moving to and/or from to learn whether there are city ordinances you must adhere to when it comes to parking in loading zones.

Security: You Can’t Do This Alone

If you’re moving in to or out of Boston, you’ll need to solicit help. Ensure that there is always someone available to keep your belongings safe and secure from thieves. While this may seem like a farfetched idea, this is one major difference in city living. Hundreds of people will walk by your moving truck during the loading or unloading process, so you do not want to leave anything unattended at any time.

If you plan a DIY move, you should recruit friends or family to play certain roles – one of which will be the security of the truck during loading and unloading. If you hire movers, you’ll want to confirm with the moving company that they will have their own security. You do not want to be put in a situation where you are scrambling last minute to find someone to man the truck during loading and unloading. Pony Express Moving Services is well equipped with nearly 20 years of experience helping people relocate out of Boston settings and understands this need for security.

Other Building Necessities

While you are organizing your move, check with the management of the building you are moving in to or out of. Ask them if you need any special permits, pay any one-time move-in or move-out fees, whether you must provide proof of insurance from the moving company or any other possible requirements. Keep in mind that while your move may be important to you, you share the common space, elevators, and hallways with your neighbors.

Do you need help navigating your upcoming Boston move? Consider contacting a small-move local company such as Pony Express Moving Services to get you started. Whether you are moving one piece of furniture across the country or an entire apartment from one state to another, Pony Express Moving Services specializes in small-moves and understands the nuances of Boston moves.

Request a Free Quote Online.

Students Tips for Moving in Boston

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As what’s likely to be the hottest August ever recorded in Boston comes to a close and September rears its hopefully cooler head, throngs of students are once again descending on the city.

Students Tips for Moving in Boston

With upwards of a quarter-million college students studying in the Greater Boston area, Sept. 1 has become the go-to move-in day for tens of thousands. Some are seasoned veterans of moving in Boston, but even more are new to the city, navigating our winding streets and low bridges for the first time. Mistakes, like the act of “Storrowing” your rental truck, are bound to happen. Here are some tips to help you get into the city and settled so you can hit the books.

Reserve Parking for your Moving Truck Early

Secure parking space for your van or truck by obtaining a street occupancy permit. The permit saves you from unwanted parking tickets, guarantees you convenient space to load/unload your vehicle, and is a valued courtesy to your neighbors.

Permits are available at City Hall, and are available during business hours (9:00 AM – 5:00PM). Start at the Transportation Department in room 721 of City Hall, and make sure to bring any parking meter-head numbers at the location and payment (check; money order; or a Visa, Mastercard, Discover debit or credit card).

Wait times are typically 15 minutes, but can push an hour or more during the summer months when everyone’s moving. Get your permit up to 2 weeks before your moving date to avoid the rush.

Moving companies

The city of Boston recommends you do your research before hiring a moving company. Moving scams are not unheard of. The city suggests keeping a list of everything you pack, and making sure you understand your contract, including payment, before signing anything.

Renting a moving truck

If you haven’t booked your truck yet, you very well may be out of luck. Truck rentals for September 1 go quickly, oftentimes months in advance. If you’re ready to spend hours on the phone looking for one, you may find one, but only if you start right away. If you have other transportation available, it may be possible to find a vehicle outside of Greater Boston. Cast a wide geographic net while making your calls.

Beware of getting ‘Storrowed’

Despite how many times we say it or plaster it on warning signs, inevitably some poor sap will peel open the top of their rental truck on one of Storrow Drive’s low bridges, scattering its contents across the roadway.

While Storrow may be the most notorious offender, Memorial Drive in Cambridge can be just as hazardous. But the Charles River roads aren’t the only places rental trucks should fear to tread. Your Google Maps or Waze apps may not know you’re in a taller vehicle. Luckily, there are specific navigation apps for trucks that will allow you to set your vehicle’s height and get a customized route that should be safe for travel. TeleType’s SmartTruckRoute app is one of them, and being based on School Street in Boston means they should have a pretty good idea how to navigate the city.

Parking

If you’re looking to reserve a parking spot for your moving truck, it must be done in advance. Monday was the deadline to obtain a permit in time for Sept. 1 so if you haven’t reserved a spot yet, you may be out of luck. The good news is that permits like these aren’t required, but be prepared to jostle for position and deal with parking tickets if you must park illegally.

If you do have a permit, it is good for two spaces between 7 a.m. and 5 p.m. You must post signs on the street at least two days before moving day, and obviously you must be reserving only legal parking spaces. The whole thing will cost you just over $100.

Remember, you won’t be the only truck heading into the city this year. 907 permits were pulled for Sept. 1 this year, with another 550 for August 31.

To help facilitate a smoother move-in process, many neighborhoods have temporary parking and traffic restrictions during the week of September 1. A complete list can be found on the City of Boston’s website.

If you’re moving into a dormitory, check with your school about the move-in process. Many dorms have an organized system to get vehicles in and unloaded, and some will even provide helpful staffers and upperclassmen to help out.

Building rules

Speak to your landlord or realtor before moving to find out what moving restrictions apply to your new apartment. There is nothing worse than camping out in your moving van for five hours because you can’t begin the process of carrying that couch up the stairs until noon.

Trash and ‘Allston Christmas’

The city of Boston’s Trash Day app will let you know what day the garbage collection is in your neighborhood. It also provides customized notifications and information on recyclable materials.

One thing to watch for: bedbugs. The hitchhiking insects would love nothing more than come home with you and feast on you and your loved ones. That discarded couch or end table may look like a nice addition to your apartment, but it could easily be infested, so officials advise against taking part in the “Allston Christmas” tradition. City workers often affix bright stickers to discarded items and distribute flyers and other informational packets to students and new residents.

There isn’t anywhere in Boston that is immune to infestations, so bringing home that Beacon Hill arm chair may be just as dangerous as taking that Brighton barstool. Don’t say we didn’t warn you.

Other tenant issues

Both tenants and landlords in the state of Massachusetts must abide by the law. Most rental properties in Boston are required to be inspected once every five years to make sure they comply with state housing codes. The city of Boston and its Office of Housing Stability offer a litany of resources for the Boston renter. Know your rights, and your landlord’s obligations.

Boston 311 is the city’s platform to report non-emergency issues and request city services and information. Residents can ask for an apartment inspection, report improperly stored trash, or call with any questions they may have. The line open 24 hours a day, and also available via e-mail at 311@boston.gov, on Twitter @bos311, and as a smartphone app on iOS and Android.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Request a Free Quote Online.

Moving Summer Tips

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Moving Summer Tips - Pony Express

Moving Summer Tips

Ask any expert and they will tell you that summer is the most popular time of year to move. Moving is strenuous at the best of times, but doing so during the summer, especially if you are moving to or from a hot climate adds it’s own set of challenges. When moving in summer you’ll need to give a little bit of extra thought to logistics and how to keep cool. Here are some tips to make your move in the summer a breeze.

Plan Ahead

Summer is the prime time for moving. It’s the busiest time of the year for movers, so you’ll need to plan well in advance. The best moving companies fill up their schedule quickly and don’t have to provide competitive pricing because the demand is high. If you can, start looking for moving companies at least six to eight weeks before the date on which you wish to move. To avoid rushing around in the blazing heat, pack up your belongings several days before your move and be as organized as possible.

Do thorough research

Don’t make the mistake of researching only one or two movers and trusting them to give you the best price. They are there to make money and you might get ripped off. Talk to several different companies, get quotes from all of them, compare their rates and make a short list of the ones offering the lowest prices. Or visit Pony Express Moving to compare the available movers in your area and get a guaranteed price instead of an estimate.

Beat the Heat

When possible, it’s a good idea to book your moving company to arrive early in the morning while it is still relatively cool. Remember to stay hydrated, especially if you’re doing strenuous activity, and wear light clothing, so you don’t overheat. Heat stroke is a real danger when moving in the summer.

Move on the least busy days

The beginning and end of the month and weekends are always packed because that’s when most people move. Memorial Day weekend and the last weekend of July are especially busy. Moving companies are not willing to lower their rates on these days. But business is usually slow on weekdays since most people have to work. If you move on these days, you will usually get a better price.
If you have to move on a particular day like Friday or Saturday or the first or last day of the month, chances are, if you book last minute it won’t be easy process to find a moving company. This means that latecomers are forced to pay steeply hiked-up prices.

Take Care of Your Belongings

Certain items won’t fare very well in a hot moving truck and should be taken with you in the car, or packed extremely carefully. These items include candles which can melt in the heat and get wax all over your other items and music items, such as instruments, CDs, cassettes, and vinyl records, which could warp or get damaged under high temperatures.

Don’t let the challenges of moving summer scare you; as long as you keep on top of things and plan ahead, it won’t be a nightmare.

Moving Summer Tip: Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Request a free quote online.

Keep Your Home Clean and Organized After A Move

Home Clean and Organized After A MoveThe process of moving can seem never-ending. But there’s nothing quite like the feeling of finally getting everything unpacked and settling into your home. Those first few days after unpacking are pretty glorious—everything is in its right place and your space is perfectly clean and uncluttered. The good news is, it’s actually pretty easy to keep it that way.

Embrace small changes first

If you’re generally a bit messy, it may be difficult for you to adopt a tidier and more organized lifestyle. Trying to clean your home from top to bottom at once can be quite overwhelming for you, so you should try to adopt simple habits first. For instance, you can start by simply washing the dishes after your meal every time. Gradually, you can implement other changes until you realize that living in a clean, organized home is much more inspiring and motivating.

Greet change at your front door

When cleaning your home, you should embrace change at your front door – leave your shoes there. You can imagine how much dirt and bacteria you’re bringing inside when you walk around your home in your shoes. So, once you step inside, take off your shoes and leave them by your front door. If you have a lot of shoes, make sure to introduce enough storage units for you and your family members. You can even design a built-in shoe closet next to your entry.

Don’t let clutter rule your life

According to NBC News, one in four Americans actually has a clutter problem. Not only is this making your space smaller, stuffier and more overwhelming, but it’s actually leaving you without a few extra bucks in your wallet. You’d be surprised by how much money you can earn by simply selling your clutter online or organizing a yard sale. Therefore, instead of feeling cramped in your own home and letting clutter take over your life, you should finally free yourself and your space from unnecessary junk and useless items. The best way to declutter your home is to deal with one room at a time. You should throw away anything that you haven’t used in more than a year, put away some items and clothing that you want to donate and set aside those things that you can sell.

Start your morning the organized way

Your bedroom will seem more organized the moment you make your bed in the morning. This will take just a few minutes each morning and you’ll be able to start your day by creating an organized look in your bedroom. Afterwards, your personal sanctuary will seem more relaxing and inspiring, which will have a positive effect on you, as well.

Pay attention to what you breathe in

When cleaning and tidying up their homes, most people consider dusting, mopping, scrubbing and vacuuming without even thinking about the quality of their indoor air. Yet, indoor pollution is a serious issue that can affect your health and your home’s general atmosphere. Fortunately, there are plenty of ways to eliminate or at least mitigate this problem in your home. For instance, effective AC units are a key component for creating a healthy, airy atmosphere in homes. Furthermore, proper air conditioning installation is a way of ensuring the effectiveness and efficiency of both duct and spit systems in households. Therefore, if you feel that your home needs some fresh air, you should have an AC unit installed by professionals so that you can rest assured that it’s working properly.

Other ways to increase your indoor air quality is to introduce air purifiers and houseplants that will help you remove airborne toxins and allergens. You should also switch to healthy, green cleaning products instead of using those highly toxic ones.

Wash and deep clean

Everything from covers and pillowcases to drapes and area rugs collects dust and allergens in your home every day. Carpets and rugs, in particular, are full of dirt, toxins and other pollutants that can easily spread throughout your space. Therefore, you should wash and deep clean your fabrics, carpets, rugs and other materials on a regular basis. While covers, pillowcases, sheets, cloths, towels and other materials can be easily thrown into the washing machine, rugs and carpets require more effort, so you can just have them professionally cleaned at least twice a year.

Put away after use

Learning to put an item away after using it is a simple habit that will save you a lot of effort. By always keeping each item in its own place, you’ll prevent clutter from building up. You may need to introduce more storage units, but you’ll finally have enough room for everything.

Clean as you go

You probably passed by a blanket thrown over your sofa or a pile of magazines lying on your coffee table countless times. Instead of choosing not to even pay attention to these messy spots, you should tidy them up as soon as you notice them. Every time you pass by a cluttered or dirty area in your home, don’t ignore it, but deal with it immediately. This will save you a lot of trouble later on when you can’t postpone cleaning anymore.

Keeping your home clean, tidy and healthy often entails adopting simple habits that will make both your home and your life more organized.

Save money with Pony Express Moving Assisted Living Home Services. Lower prices than traditional moving companies and you don’t have to drive! Request a free quote online.

Packing for College Dorm Room Life

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With colleges and universities across the New England getting their school year underway, we thought it may be helpful to share our own experiences with what you’ll need for your first or fourth year at college and how best to pack for the fall semester. After all, with more and more Americans going to college than ever before, many are the first in their families to go and thus there’s often a learning curve when it comes to dorm life, such as knowing when to use a professional storage unit. To help you avoid some of the mistakes we’ve seen over the years when it comes to packing for a tiny dorm, here are four tips to consider for your move to college or university.

Packing for College Dorm Room Life

Packing for College Dorm Room Life Tips

1. Think Small

One of the hardest things for any first-year college student to adjust to is dorm life and having to share an already small dorm room with another person. If possible, get the measurements for your room in advance so that when you’re in dialogue with your future roommate and planning on who will bring what, you know just how much space you have to work with and don’t end up with more stuff than you have room for. Often packing for college, much like writing a paper, takes several drafts with each one removing any remaining items that you just won’t need.

2. Establish the Essentials

Communicating with future roommates has gotten so easy that especially congenial students can spend much of August just planning on how to best pack for their new room. But when communication is so easy, it’s often tempting to skip establishing what particular items you simply must have and the ones you really want to have. If possible, communicate with your new roommate that you wish to discuss the essentials right off the bat so as you continue to get to know one another and get a better sense of what our room will look like with a roommate in it is the best way to avoid missing the essentials. And yes, packing an essentials box applies for dorm life as well.

3. Go Easy With the Electronics

We get it. Going to college can represent long nights of playing video games with friends on a giant forty-two inch flat screen, but good luck fitting a television that size into a dorm room–that’s something that may have to wait for off-campus life. Knowing how to pack your electronics is as important as deciding which ones you’re going to bring if you simply have too much for the space of a dorm room. Be sure to pack any manuals you may need as well, even if it means a video game or two may get left behind.

4. Organization is Everything

While it’s easy to go overboard when shopping for college as each year more unnecessary products come out that distract students from less glamorous items like organizational tools. From milk crates and closet organizers to plastic hooks and bins, these items not only serve as handy packing containers, but also as potential shelves in the form of stacked milk crates. Of course, you can also hit up IKEA for a more sleek cupboard or shelving unit while also grabbing a few milk crates as those are packing materials that can be used again and again.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.