Moving office space is a huge undertaking and a plan that will take several months to prepare for. The plans need to start as soon as the lease is up for renewal since it will take months to secure a new office space and make sure ALL of your office furniture is packed up and ready for the move.
Note: before you start packing up for the transition, take a look at your business insurance policy to see if you could be compensated in any way for any damages your office equipment may suffer from during the move.
How do you prioritize what items you should move? Here's our definitive list:
1. Computers and Medical Equipment
These items are easily the most expensive and most critical for your business to function. Therefore, they must be prioritized first and foremost so that they are packed as securely as possible so they don't get ruined in any way during the move.
Preparation Tips:
Back up data: Ensure all important data is backed up before moving, both in the cloud and in hard drives.
Label cables: Clearly label all cables and connectors for easy reassembly. Invest in cable ties as well to keep them neat and not a tangled mess.
Use original packaging: If available, use the original boxes and packing materials such as packing peanuts and foam for maximum protection.
Consider climate control: Sensitive equipment may need climate-controlled transportation to prevent damage from extreme temperatures.
2. Desks and Workstations
Desks and workstations are essential components of any office environment. These items often include built-in storage, cable management systems, and sometimes expensive materials like glass or hardwood.
Preparation Tips:
Disassemble when possible: Remove legs, drawers, and other detachable parts to make transportation easier and reduce the risk of damage.
Label parts: Keep screws, bolts, and other small components in labeled bags to simplify reassembly.
Protect surfaces: Use bubble wrap, moving blankets, or padding to protect surfaces from scratches and dents.
3. Filing Cabinets and Storage Units
Filing cabinets and storage units can be extremely heavy, especially when filled with documents or supplies. Their contents need to be secured to prevent shifting during the move.
Preparation Tips:
Empty contents: Remove all documents and items to lighten the load and prevent internal shifting.
Lock drawers: Secure drawers and doors with tape or moving straps.
Wrap for protection: Use moving blankets or padding to protect the exterior from scratches and dents.
4. Printers and Copiers
Printers and copiers are not only heavy but also contain delicate components like glass screens and internal moving parts.
Preparation Tips:
Remove cartridges: Take out ink or toner cartridges to prevent leaks.
Secure moving parts: Lock or tape down any parts that could move during transit.
Wrap carefully: Use padding to protect glass surfaces and delicate components.
5. Conference Room Equipment
Conference rooms often house expensive audiovisual equipment, large tables, and specialized chairs. These items are vital for meetings and presentations.
Preparation Tips:
Disassemble AV equipment: Remove projectors, speakers, and screens from mounts and pack them securely.
Protect screens: Use screen protectors or blankets to shield screens from scratches and cracks.
Disassemble large tables: If possible, take apart large tables to make them easier to move.
6. Office Chairs
High-quality ergonomic office chairs can be both bulky and delicate. They often have wheels, adjustable parts, and padding that need protection.
Preparation Tips:
Clean thoroughly: Remove any dust or debris before wrapping.
Secure moving parts: Lock wheels and wrap adjustable parts to prevent damage during transit.
Cover with plastic: Protect fabric and leather surfaces from dirt and moisture.
7. Artwork and Decorations
Art pieces, framed photos, and decorative items add personality to an office but are often fragile and valuable.
Preparation Tips:
Use appropriate packaging: Pack artwork in specialized boxes or crates with ample padding.
Wrap frames: Protect glass frames with bubble wrap or foam sheets.
Label as fragile: Clearly mark these items as fragile to ensure careful handling.
Conclusion
Moving an office is a complex task that requires careful planning and attention to detail. By giving special care to the largest and most sensitive items, you can minimize the risk of damage and ensure a smooth transition. Proper preparation, including disassembly, labeling, and protective wrapping, will go a long way in safeguarding your office assets and maintaining productivity in your new location.
If you need additional help for your big office move, contact us for more info!
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