Preparing for an office relocation can be stressful. Moving in to a new space is exciting but it takes a lot of work to make it happen. From personal belongings to large office machines, every item should be labeled and moved with care. We’ve compiled a helpful packing checklist to make sure you don’t forget any of the important items along the way!
- Color code: Color coding can be used to designate floors, departments, or individual rooms/offices. Just make sure to have a comprehensive key and distribute it to your employees and your moving company.
- Labeling: Label everything including chairs, desks, lamps, mats, etc. Make sure labels on furniture are visible and write legibly. This will insure that you don’t lose any items and that your new office will mirror your old. Ensure that labels have a similar structure company-wide so items are easily identified.
- Inventory: Make sure to take a final inventory of all items so you can ensure that nothing is amiss after the move. Taking inventory by room will allow for the most accurate count and will also help you place items if any labels fall off during the move.
Tips by Item:
- Audiovisual Technology
In order to properly move your audiovisual systems, you will need to hire an audiovisual systems integrator. They will perform a system certification to document the product inventory, system functionality, performance, and system flow diagrams. This testing will determine if there are any existing issues or faulty products that need repair or replacement. Complete system flow diagrams will provide a blueprint for ensuring that the original system will be reinstalled exactly as designed.
- IT Equipment
Office IT equipment, including printers, copiers, network equipment and servers, should be moved by trained professionals. Printers and copiers often require servicing prior to moving so the ink cartridges can be removed. Be sure to label each office machine with its desired location in the new space.
Label each phone carefully and make sure they are kept together with their cords. Make sure to contact your phone service vendor to ask if you can maintain extension numbers, or if employees will receive new ones. Additionally, a professional will need to be hired to reconnect the phones to the network.
Computer monitors and hard drives should be carefully labeled to ensure that each employee receives their devices with all original documents and information. Make sure to bundle each computer with its wiring and cords. A trained professional should be hired to set up the network in your new office and check that each device is connected correctly.
- Filing Cabinets
Filing cabinets can often be moved with files still intact: Just be sure to double check with your moving company and ensure the drawers are locked and secure. Place the keys in a labeled envelope and either pack them in a secure box or carry them along with personal items.
- Storage Cabinets
Make sure to empty all contents and pack into labeled boxes. As with filing cabinets, make sure drawers are locked and the keys are placed somewhere safe. If there are no locks, drawers can also be held in place with packing tape.
Bookcases must be emptied and the contents packaged in labeled boxes. If the bookcase has adjustable shelves, each shelf must be removed and labeled. Store pegs in a small plastic bag so they don’t get lost.
- Pictures | Posters
Pictures and posters can be easily packed and labeled in thin flat boxes or round poster tubes to prevent creasing.
Pack the contents of your shelves. Make sure to inquire with your moving company whether or not large shelves must be disassembled prior to moving. If shelves must be disassembled, make sure to label all parts individually.
Pack loose office supplies like pens, paperclips, and tacks into plastic bags or envelopes. Most desk contents can be packed into a box and sealed but personal items such as pictures, plants, and other décor should be personally carried to the new space. After completely emptying your desk, lock or tape shut all drawers and place a label where it can be easily seen.
The most important thing to remember during an office relocation is to stay calm and plan ahead. Use this office relocation checklist as a starting point for packing and share it throughout your organization. After you’re all settled in don’t forget to take the time to debrief from the move and celebrate in your new space. After all, an office relocation is a big step for any organization!