The Branch Closure Checklist: 5 Things to Do Before Your Cleanout Starts

Closing the branch office is never an easy thing to do, considering the expiration of the lease period, the fact that employees have not finished their tasks yet, and that there are several years of office furniture and cabinets stored behind the break room. Be it consolidating in a bigger branch office or permanently closing the branch office, the physical process of cleaning it usually comes last and is always very expensive.

However, proper preparation prior to the arrival of the crew helps to avoid these difficulties. The following five steps are designed to solve the most common issues in office clean-out services, such as confusing lease conditions, inventory, information left on obsolete computers, and loading conditions.

1. Review the Lease and Building Rules

Start by checking the contract, not the office furniture. The lease document may specify the required condition when the property should be vacated, and “broom-clean” is very different from “returned to its original configuration.” Verify who is supposed to remove built-in shelving, partitions, signage, and cable runs.

Then contact building management. In many commercial facilities, the move out times are restricted, the use of the freight elevator needs to be scheduled, or certification of insurance needs to be provided by the external service. Scheduling these matters ahead of time will prevent the move out day from being stalled at the entrance.

2. Walk the Space and Build an Inventory

Use an hour to organize everything you see from one room to another, including the storage area, the server room, and the dark corner no one uses. Divide your findings into four categories, namely relocation, sale, donation, and disposal. This can be achieved through the use of simple spreadsheets or even a marked-out floor plan.

Remember to take pictures along the way. Pictures of all rooms provide a vendor with the exact amount and accessibility, hence making a quote much more precise than a mere verbal description.

Office Furniture Disposal Options

Given that furniture is typically the heaviest component of branch closure, it needs a specific plan for its disposal:

• Sell it. Desks, good quality ergonomic chairs and conference tables can be sold via used office furniture sellers or local classifieds.

  
  

• Give it to employees. Employees tend to request chairs, monitors and standing desks and this way you clear the space without any cost.

  
  

• Donate it. Some schools, charities and community organizations receive used furniture, but they have different requirements. Contact them to know which furniture they accept and whether they will pick it up. If you intend to write off this donation, consult with your accountant on what paperwork you need.

  
  

• Dispose of it. Damaged, dirty or obsolete furniture should be taken away by a disposal team. Find out how they handle reusable items.

  
  

3. Secure Confidential Documents and Data

Complete this step prior to removal of any data from your facility. Start by reviewing your paper files, and make sure you know about retention policies. Some tax records, personnel records, and client files have mandatory retention periods, so discuss the issue with your accountant or attorney before destroying any of your documents. Documents that need to be kept should be sent to archives or the new location. The remaining papers may be sent for document shredding, and it is necessary to obtain the certificate of destruction.

Digital data is frequently overlooked, but laptops, personal computers, photocopiers, multifunction printers, mobile devices, and backup devices may store your sensitive data. First, back up the necessary files, and afterward, erase or physically destroy your digital storage devices. IT specialists usually apply NIST guidelines (SP 800-88) in the course of performing this task. Identify a particular person in charge of verifying that all devices were treated accordingly.

4. Separate Electronics and Unwanted Inventory

These items should not be disposed of together with other waste. Rules regarding disposal of electronic devices and dangerous items differ from city to city and from one county to another. You should inquire into local regulations and also consult your haulers about their capacity.

Excess goods require equal consideration. Old pamphlets, merchandise, and equipment could possibly be taken back to a vendor, shipped to another branch or donated. The rest of the goods gets thrown away. You will use colored stickers (green for keeping, yellow for donating and red for disposing) so that nothing would be guessed at during clean-out.

5. Line Up the Right Help and Brief Your Team

When the decisions are reached, get the quotes in writing. Commercial cleanouts are usually charged according to volume and access, so inform each service about the elevators, stairs and distance from the door to the truck. Also compare what is included in each quote, such as labor, hauling and disposal fees. Insurance is another question to ask, especially if your landlord insists on having one.

• If you have a lot of work in one branch to be done, hiring a professional commercial cleaning service will allow you to continue your work, and the cleaners will sort, load and haul away all the clutter. For example, Fly By Junk Haulers works in commercial buildings in the area of Northeast Ohio and provides job quotes based on pictures.
  

• After that, brief your own people:
  

• Give a deadline for the employees to move out their personal items.
  

• Choose one person who will know the plan and will be able to answer questions.
  

• Schedule a walk-through with the landlord when the work is finished.
  

Wrapping Up

Branch closing is successful when all the arrangements have been made well before the truck arrives. You need to examine the lease, do an inventory check, secure your data, organize the electronics and surplus stock, and ensure you have a written quote from a reliable company. All this in place, the process will be smooth and stress-free. When there is too much volume for your team to handle, getting a quote becomes logical.

FAQs

1. When is it time to start an office cleanup prior to closing down a branch?

Ideally, four to six weeks before the end of the lease agreement. It allows time to clarify the requirements of the landlord, sell/donate the furniture and obtain price quotes. Smaller offices may be more flexible; data and documents disposition cannot be rushed.

2. What to do with confidential documentation while closing the office?

Consult an attorney/accountant about the period that must be retained according to law and destroy everything else in a reputable company that issues a certificate of destruction.

3. Can I donate office furniture?

 Usually, it is possible, however, different organizations have their own policies concerning the acceptable condition and pick-up of the furniture. Inquire about them and consult your accountant on the necessary documentation for tax purposes.

4. What to do with computers and other electronics that need to be disposed of after closing the office?

Make a copy of all necessary information, erase or physically destroy the hard drives. Electronics disposal policy depends on your location and the capabilities of your waste hauler.

5. Factors that influence the cost of commercial cleanout services?

Typically, the pricing will depend on the quantity of materials to be cleaned, difficulty of access (stairs, elevators, distance from the truck), and nature of the material. The best way to have the most accurate price comparison would be to submit pictures for an estimate.