Is there a right way of how to pack when relocating to a new office? The short answer, yes there is.
Relocating to a new office takes the same amount of time as moving to a new house. You’re dealing with a lot of big, heavy furniture, devices that are tough to pack, and knickknacks that fill many rooms. In most circumstances, there isn’t much time. It is a huge step that requires an organized plan.
When relocating to a new office, get the correct type of packing supplies first. Then, gather all of your documents and keep them together. You can donate items you don’t want to take to your new building. Next, label all boxes properly for easy unpacking. If you’re going to make the process easier, consider hiring a packing and moving company, especially for electronic devices.
However, we’re sure that you would need a more in-depth guide. So to help you out, we came up with a list of things to follow when packing as you relocate into a new office.
What Do I Need To Do When Relocating To A New Office?
You’ll need to arrange the correct packing materials well in advance to give the essential protection for your sensitive documents, office equipment, and office furniture. But rest assured that we have your back! Here’s a list of things you will need to do for your big office move.
Gather Sturdy Cardboard Boxes
One thing is sure: you won’t be able to pack your office without the help of robust cardboard boxes in various sizes. The good news is that you don’t have to utilize brand-new boxes from a local moving company or an office supply store.
If you have spare time, the easiest way to get free moving boxes is to ask friends, coworkers, and neighbors if they have any cardboard boxes they no longer need. You can also check with local businesses for any extra box containers. It would do wonders for your budget.
Get Some Packing Paper
To pack your office efficiently, you’ll need a lot of packing paper. It is because it helps safeguard all of the sensitive goods in your office or home office, such as electrical equipment.
However, never use newspapers to box up your office stuff because the ink might transfer to some of the more sensitive surfaces and permanently destroy your prized possessions. Packing paper comes in packs of 200 sheets for roughly $10 and may be purchased online or at an office supply store.
Don’t Forget Bubble Wraps
Bubble wrap is the most satisfactory protection for any fragile goods in your office or home office, from delicate portions of furniture (glass panels, glass doors, etc.) to easily breakable gadgets. The air-filled bubbles act as soft cushions, protecting the fragile items from the road’s hazards.
Packing Tape and Markers Come In Handy
Rather than purchasing the cheapest packing tape available, invest a few extra bucks in rolls of high-quality packing tape. It will effectively seal your moving boxes and secure all protective items.
You’re more likely to have a couple of excellent markers stowed away in your home office when it comes to markers. So get those markers ready for your labeling tasks.
How Should I Pack When Relocating To A New Office?
Now that you have the suitable materials for packing your office stuff, here’s a list to help you “how” to pack properly. It may sound easy, but packing can be complex, especially for fragile items. So, here are tips on how you should pack when relocating to a new office.
Tip #1 – Plan early
When it comes to relocating to a new office location, there is no such thing as “winging it.” Instead, you must begin the planning process as soon as possible, dividing up who will do what, how they will accomplish it, and when it will get completed.
Otherwise, you may find yourself scrambling at the last minute. No one likes to be stuck in the office all night putting staplers in boxes or figuring out how to get a dozen massive printers ready for shipment.
You’ll want to have a strategy in place for where things will go when you arrive at your new office space and get everything ready for moving day. Use a blueprint to plan out the layout of your office and common areas, as well as any additional requirements you may have.
Estimate that it will take at least a few months to plan and execute your office relocation, as well as a few months to get everything set up and ready to go. Also, don’t forget to budget for your move—knowing how much you have to spend is crucial.
Tip #2 – Prepare the correct type of boxes
Pack heavy objects in compact boxes while moving. Large boxes stuffed with heavy objects can be difficult to manage even for a professional office relocation company in Santa Cruz. They not only make the job more difficult, but they also have a higher risk of breaking.
Tip #3 – Make a moving folder
Begin gathering new addresses, rental or purchase papers, moving contracts, and other information in a single folder. If your computer or phone batteries expire during the move, consider a hard copy rather than a digital copy. Then, you’ll have the answer – along with records of agreements, payments, and more. It is a great idea to have them on hand if any questions arise during the planning phase or the move itself.
Tip #4 – Keep office documents and paperwork in one box
To avoid doing things that make no sense, go through your amassed documentation and sort it into three categories: pack, shred, and recycle.
While looking through your material, you’ll most likely come across numerous old and unneeded documents; don’t waste time packing and transporting them.
The solution is simple: shred all superfluous confidential information documents and recycle the rest of the unwanted paperwork.
When you’ve finished packing a box with essential documents, tape the lid shut and label it with a brief explanation of what’s inside. Also, write OFFICE DOCS on those boxes so you’ll know where to put them once you’ve settled into your new office.
Tip #5 – Label boxes diligently
Label each box with a location and a number for maximum efficiency. You should also keep a spreadsheet that details each box number and the contents inside of it. It will take a little more effort, but it will save you a lot of time when you’re settling into your new area and will be accessible to everyone.
Tip #6 – Keep I.T. in check
Have your IT department prepare a strategy for relocating all of your office’s technological equipment as soon as you know the date of your move. It includes your data and internet plans, as well as your laptops, servers, and phones.
It is a significant job that you won’t delegate to the movers, so your team must get started as soon as possible. In addition, set up a plan for recycling or donating any equipment you won’t need anymore.
Tip #7 – Back up essential data
Anything can happen during a home relocation, so you should make a backup of all of your crucial electronic work data if your computer is damaged.
For the entire company’s peace of mind, back up all crucial computer files to a portable flash drive or an external hard drive. To keep things further safer, consider using an online backup service like Google Drive, Dropbox, or Microsoft Azure to copy your most important electronic data.
Tip #8 – Make sure everything fits
While you may intend to bring your large breakroom refrigerator with you, the kitchen space in your new breakroom may not allow it. Get the dimensions of your largest item and compare them to the measurements of your new area.
It would save you time, energy, and money relocating stuff that won’t fit in your new office space. This rule applies to conference room tables, bulky electrical equipment, and anything else that takes up a lot of room.
Tip #9 – Disassemble furniture before packing
To preserve dismantled furniture from damage, wrap it in thick blankets. Extra fragile areas, such as glass components, should be wrapped in packing paper first, then bubble wrap as a cushioning material, and finally blankets.
Rather than removing and packing random tiny items, choose to leave them in their drawers as is. All you have to do now is wrap the drawer in stretch wrap, and you’re done.
Do not put packing tape or bubble wrap directly on the surfaces of your office furniture. If you do, the unpleasant blemishes, tape, and plastic can leave on the light outer coats of finish and may damage a furniture set.
Moving to a new office is stressful for everyone involved, including your staff. It’s a lot of work to move to a new office, but you’re doing it for a good cause. Plan ahead of time to avoid to-dos falling through the cracks, and hire your relocation manager as soon as possible.
If you have other moving concerns, you can always come back to our page for more tips. We’re always ready to lend a hand and help you out in your moving endeavors.
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