Office moves can be a bit overwhelming. You have to think about when you’ll move, how you will move, and what you need to move. This can wear you down, but you still have to deal with it as you need to settle in the new office as soon as possible and start working.
When preparing to move, the one important thing you should figure out is how to pack your office. You want everything to reach your new office quickly and in good shape. This might seem challenging, but you can make this process manageable with a few pointers from an experienced mover.
Here are some tips for packing for an office move:
1. Label Boxes
Proper labelling will result in a smoother move, keeping things organized and ensuring that you can easily find items once everything is unpacked. Here are some helpful tips:
- Label boxes with room names: This will help you keep your belongings sorted and ready to unpack as soon as you get to your new office.
- Label boxes with their contents: Here are examples:
- Desk 1 – Lamp, Stapler, Tape Dispenser
- Desk 2 – In/Out Tray, Letter Opener, etc.
- Label boxes with the item type: “Drinks,” “Light Fixtures,” and “Coffee Mugs.” If a box has a mix of items, note this on the label (“Kitchenware & Office Supplies”). This will also help prevent different boxes from getting mixed up when transported to your new location.
- Label fragile items accordingly and handle them with care during transport—they are liable to break if not properly packed and handled.
2. Pack Similar Items Together
Keeping items packed by departments, employees, or even by the type of equipment is helpful for unpacking. For example, if you have a lot of delicate electronics and want to load them safely into your moving truck, pack them all together instead of spreading them out in different boxes. If you’re planning on setting up your new office as soon as possible, packing based on the frequency of use is also an option. Put things that aren’t used often at the top of the box and more frequently used items in a separate box.
There’s no need to be too particular when packing small office supplies like pens and paperclips. Pens can go right into a box with other similar-sized objects. Make sure they are packed securely but don’t worry about grouping them according to colour or brand.
3. Pack Important Documents Separately
Some documents are more important than others, and you should pack these separately. You will need to retrieve documents quickly after the move, like bank statements or other financial information. Set aside a small box for this information, and mark it as “Important Documents” or “Urgent Documents.” If possible, keep the box with you in your car or on the company truck rather than packing it with the rest of your office belongings.
Make sure to include anything that may affect your ability to function in this new office space: insurance papers, employee records, emergency contact information, and so on. It is best to have everything together when entering a new environment to avoid confusion over where it may be located within the many boxes that now occupy your office space.
4. Get Packing Supplies Ahead of Time
When you start packing up your office, it’s important to have the right supplies. Getting the right supplies ensures that your fragile items are protected and that everything is packed securely. If out of boxes or tape, you may not be able to finish packing on time, which could cause delays in your move. You’ll need several different types of packing supplies for your office move:
- Packing paper or bubble wrap will protect any fragile items in your office. It also comes in handy when separating files within file cabinets.
- Labels and markers – You can easily identify each box to avoid mixing it up at the new location. You may want to create an inventory list to find what you need once everything is unpacked easily.
- Heavy-duty tape – This will help to hold things together as lightweight packaging tape won’t hold together if it gets bumped or dropped along the way.
5. Use The Right Packing Materials For Each Item
Moving your office requires packing up all of the items in your workspace. You will want to make sure you have the right materials to protect each item during the moving process.
Below are some tips on what supplies you should use for different items:
- Use specialty boxes for computers, TVs, and other electronics.
- Use padded moving blankets to protect fragile items.
- Use packing peanuts or bubble wrap to protect small and fragile items.
- Use packing tape to seal the boxes.
At one point in your business life, you may be forced to move offices to a new location for different reasons like exploring a new market. Therefore, you’ll need to pack your office properly. The tips discussed in this article will help you make a move more manageable.