What to Pack First During an Office Move
Packing up an office in preparation for a relocation can be a challenge, due to the fact that parts of the business must continue to remain operational even close to the moving date. But packing the office goods with minimum disruptions can be achieved with knowing what to pack first.
1. Office Décor
Trophies, awards, plaques, statues, and certificates should be packed first. While these decorative items give the workplace a pleasant feel, they serve no purpose in the daily business functions. In the same vein, pack all wall art, such as posters, paintings, and other hanging décor.
Framed documents, like diplomas or photographs, should be wrapped in bubble wrap prior to packing them into boxes. Protect the edges and corners with firm cardboard. Tape a large “X” over the frames’ glass to prevent shards from flying in the event of damage. Label the boxes with “Fragile”.
Contemporary offices use file cabinets to hold business records. Most often, these files are unnecessary in day-to-day functions. The records are conveniently kept in hanging files, which makes it easier to transfer them into filing boxes in preparation for moving day.
Purchase boxes or bins designed with built-in inserts for hanging files. Place the hanging files in the boxes, being careful to organize and label the boxes. In the event of an unanticipated need for the files before the scheduled relocation, office personnel will have easy access to them.
If the records are stored in non-hanging files, the papers should be packed vertically. A vertical position will prevent the papers from sliding around during transport, which can lead to chaotic disorganization at the destination point. Fill the box to maximum capacity to limit shifting.
It is highly recommended to keep important paperwork with a designated office worker during the move. The staff member should be careful to keep the records in a personal vehicle on moving day. Such paperwork includes the new lease, insurance documents, and moving contracts.
Similar to office records, books should be packed earlier rather than later. Office personnel are unlikely to reference books around moving day, so it is safe to pack them first. Books in bulk can be heavy, so pack them in small boxes. Disassemble and pack bookshelves at the same time.
Books require careful packing. Lay books flat in the box or with their spines facing the bottom of the box. Try to pack books of the same height and width dimensions together to eliminate the need to fill excess space. Wrap expensive or old books in bubble wrap.
4. Desk Items
While office workers’ desks and chairs will be among the last items to be packed, the contents of their desks can be packed early on. If not packed, the majority of desk items may be donated. Be sure to keep essentials, like a stapler, pens, and notepads, for use.
Computers should be among the last to be packed since office personnel will likely use the technology right up to moving day. Before packing up the computers, back up the data to a preferred storage area, such as a USB drive, external hard drive, or cloud storage.
Prepare computers and technology for packing. Once the data has been backed up, disconnect and label all cables and components. Remove ink cartridges from the printers and place tape over the contact points. Place the cartridges in plastic bags to prevent ink from leaking and damaging other items.
The ideal scenario is to pack the computers and electronic equipment in their original boxes, with the padding and protection. If the original boxes were recycled or are otherwise unavailable, consider purchasing a computer packing kit from a moving supply store.
When using moving boxes to pack the computers and technology, first wrap the equipment in protective bubble wrap. The bubble-wrapped tower, computer screen, printer and scanner should be positioned upright inside the moving boxes. Fill any empty box spaces with crumpled packing paper.
Prevent tangled cables and components by folding them together and wrapping with a cord. Place the cords in the same box with the electronic equipment to which they belong. Also consider adhering colored tape to the cords labeled with their corresponding devices.
Labeling the boxes is key to stress-free unpacking. Mark the boxes with the technology they contain, which direction is “up” and the rooms into which the boxes belong in the new office space. Be sure to use a dark marker to label the boxes containing electronics with the word “Fragile.”
6. Office Furniture
Disassemble office desks and chairs last. Keep the parts together by placing them in the same box. If the disassembled furniture pieces are too large, either tape them together or clearly label them. Place small parts in plastic bags, label them and tape the bags to their larger, corresponding parts.
Work with a Professional Office Mover
Relocating to a new office space is an exciting endeavor. You’ll want a qualified and experienced team to help make the office move successful. When plans to relocate are on the horizon, choose the most trusted name in office relocation, Chicago Office Movers.
Chicago Office Movers is a local commercial moving company with years of professional experience. We’ve earned our stellar reputation by moving prestigious companies, like Lucent and Lake Forest College. We will bring the same dedication and professionalism to moving your business.
Our moving crews are licensed, background checked and trained to handle every aspect of an office move. Your business belongings remain secure during the move. Plus, our moving trucks are climate controlled and feature air-ride suspensions, so your delicate electronic equipment stays safe.
The experience and care Chicago Office Movers bring to each office move is unparalleled. Our countless satisfied customers can attest to our safe handling of business equipment, competitive pricing, and comprehensive commercial moving services.
When you plan to move your business into or out of the Windy City, give us a call at 312-244-2246 or fill out a form. We proudly provide free estimates.