Office Furniture Clearance Guide for Glasgow

1. What items do you wish to keep?

The first thing you need to know before you start an office clearance project is what needs to be cleared. Before you engage an office clearance specialist, you should make sure that only those items are left on the property that you wish to get rid of. Take the time to identify what you’re taking and what you’re leaving behind before leaving, if you are not going to be taking anything with you. If a company doesn’t have this information, it won’t be able to figure out how long the clearance will take or get quotes that are comparable.

2. When does your office clearance have to be completed by?

When is the property required to be completely cleared by? Agree on a date and work backwards. In the event that the clearance overruns, allow a little extra time as a contingency. The larger the clearance, the greater the contingency. Additionally, it takes time to clean the office itself. It will naturally depend on the size and contents of the property, but if there are no tight external deadlines, a rough guideline would be to allow one day for every three Luton van loads (approximately six builders’ skips) of junk cleared.

It is also recommended that you give contractors time to prepare their quotes and to arrange adequate resources in their operational calendars to undertake the clearance. A rush quote request and an expectation that clearance companies will begin and complete the work in a shorter period of time will not only add considerable stress and increase the risk of not meeting deadlines, but it will also limit your choice of contractors to those that aren’t already busy-which means they’re the worst on the market. Because the reuse market is not very dynamic, it will also be much harder for you to get a lot of reuse (either by selling items or giving them to charities).

3. Choosing the best office clearance company for the job

In order to choose a Glasgow office clearance specialist to complete the work, you need to know what items need to be cleared and what timeframe you require. Follow the 4 “R’s” – references, resources, rapport, and rates – to find the right one. When it comes to clearances that are large and complex, use companies that have genuine experience in the field and can provide credible references. Recent references are just as important as glowing references.

Second, check if the clearance is being undertaken with appropriate resources. If an office clearance company hires a couple of temporary employees to help with a large project, that’s fine, but the project manager, the majority of the clearance crews, and the supervisor of the site team should all be experienced. Before awarding the office clearance contract, ask to meet the operational team (not just the business development manager). In the process of completing the clearance, you are bound to encounter some stress at least once, so you need to work with people you can get along with and who are able to communicate effectively.

The last thing we need to know is how much they will charge. It is critical to obtain comparison and informed quotes from contractors by asking not only for the total project price but also for a rate per van or truckload, a cubic capacity estimate of the collection vehicle(s), and how many loads you anticipate receiving.The latter figure will also give you a good idea of the company’s experience. Poor volume estimates may lead to low price quotes in theory, but in practice, an incorrectly priced quote is more likely to lead to project overruns, awkward additional payments, and a whole lot of unwanted hassle.

4. Sale of used office furniture and IT equipment to maximise office clearance rebates

To pass on office furniture and IT equipment, any office clearance contractor worth his salt will have access to a network of specialist second-hand dealers, charities, and recycling organizations. You should not be afraid to ask them about reuse and recycling after they have visited your premises, as well as if rebates may be available. At the minimum, they should address the separation of loads into separate streams such as wood, paper, metal, and mixed waste. Ideally, they will ask you if you are more interested in charitable donation or straight-forward resale based on the number of items that could be reused.

As an aside, the second-hand office furniture market is quite fickle, often very slow moving, and it only works for large quantities of the same item in good condition, which is why they work well for large quantities of the same item. It is time-consuming to sell or donate a small amount of diverse furniture, and the prices available, unless the item is of particularly high value, will add to your costs rather than decrease them. Therefore, if you try to sell 20 old office chairs with varying quality, specs, and conditions, you are unlikely to be able to travel to Barbados on the proceeds of your sale! You can expect to find a buyer for 100 modern desks that are in good condition and of the same style on the second-hand office furniture market, although you may have to wait a few weeks to find someone who will accept them.

It is also possible to resell working IT equipment, especially computers. There are, however, hazards associated with redundant computer monitors (CRTs) and appliances containing refrigerants (CFCs), such as air conditioning units and refrigerators. As a result, it is relatively expensive to dispose of these items because they need to be disposed of in specific ways. Make sure that the organisation you’re working with can provide you with appropriate documentation and evidence of where the waste electronics and electrical equipment (WEEE) is going to be disposed of as it is a specialist and highly regulated area.

5. Compliance and waste reporting

In order to dispose of your waste properly, you have a duty of care. It is possible to be criminally prosecuted and be open to civil claims if a contractor you hire takes away your waste and it ends up being fly-tipped or illegally exported.

Check that the clearance company is a licenced waste carrier (SEPA is usually used for registration by carriers with head offices in Scotland, but either registration is fine) as well as that it is insured and has proper health and safety policies and practices. A risk assessment must be prepared in order to carry out the project effectively.

The office clearance company should provide you with a waste transfer note once the clearance has started for each collection of waste (vanload, skip, or RORO container). The waste transfer note should include your organisation’s name and the name of the waste contractor who is picking up the trash. It should also include the date, the address where the trash will be picked up, and the type and amount of trash that is being taken away.

You will get a hazardous waste consignment note when things like computer monitors, refrigerators, and air conditioners that are dangerous to the environment are taken away.

Reusable items do not require a waste transfer note because they are not actually waste. Always ask for a receipt for every reuse collection so that you can keep track of what items were collected, when they were taken, and to whom they were taken.

Even though it is not yet a legal requirement, companies that perform office clearances are increasingly required to provide a final report about what was removed, where it was taken, and whether any of it was recycled, reused, or disposed of. In most cases, when materials are reused, they are described in terms of their type (e.g. 150 desks, 20 filing cabinets), whereas if materials are recycled or disposed of as general waste, they are described by their waste type (e.g. paper and cardboard) and their overall weight and volume (e.g. 1250 kg, 20 cubic yards). In addition, the contractor should disclose which waste facilities each waste load was delivered to and their landfill diversion rate.

And, finally…

It’s great to see you at the end of this guide. You deserve to relax in your office chair and drink some tea for a few minutes. If, however, just reading this guide has made you feel exhausted, why not give us a call or book online so we can help with your Glasgow office clearance fast?

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