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7 Steps to Safely Handle Sensitive Documents During Office Moves

How to Safely Handle Sensitive Documents and Data During Your Office Move

How to Safely Handle Sensitive Documents and Data During Your Office Move

 

7 Steps to Safely Handle Sensitive Documents During Office Moves

Moving your office is always a big deal — a fresh start, new opportunities, and maybe even a little excitement in the air. But beneath all that buzz is a serious responsibility: keeping your sensitive documents and data safe during the move. Whether you’re relocating inside Chicago or heading to one of its busy suburbs, protecting confidential information throughout the process is absolutely critical.

Let’s face it: office moves are chaotic. Boxes stacked in every corner, employees juggling their usual tasks while packing, IT scrambling to keep systems online. When sensitive data is involved, the stakes couldn’t be higher. A lost file, a stolen hard drive, or a document left unprotected can cost your business thousands, even millions — not to mention the damage to your company’s reputation, which is often much harder to fix.

So how do you protect your most valuable information during this hectic time? Let’s break it down into 7 essential steps based on industry best practices and real-world experience.

Why Sensitive Documents and Data Need Extra Care During an Office Move

Every day, your business handles a wealth of confidential information — from client contracts and employee records to financial reports, legal files, health information, and intellectual property. Mismanaging or losing any of these could lead to:

  • Legal issues and fines. Regulations like HIPAA (for healthcare), GDPR (for EU data), FINRA (for financial institutions), and others impose strict rules on how sensitive data must be handled. Violating these can mean costly penalties and lawsuits.
  • Broken trust. Clients and partners expect you to protect their data. A breach or leak can irreparably damage these relationships.
  • Operational disruption. Losing key documents or access to critical data can halt your operations — sometimes for days or weeks.

The reality is simple: moving your office increases the risk of data being lost, damaged, or exposed. Without a clear plan, even one misplaced box or unsecured laptop could cause big problems.

The Challenges of Moving Sensitive Documents and Data

Moving sensitive information is not just about packing up paper. You’re dealing with:

  • A huge volume and variety of data: From paper files to servers, laptops, external drives, and cloud systems.
  • Multiple people involved: Departments, movers, IT specialists — the more hands touching your data, the greater the risk of something going wrong.
  • Both physical and digital risks: Theft, damage, data corruption, accidental exposure, and cyberattacks can happen.
  • Strict compliance requirements: Depending on your industry, the rules around data handling can be very complex.

7 Steps to Safely Handle Sensitive Documents and Data During Your Office Move

Step 1: Take a Complete Inventory and Classify Everything

You can’t protect what you don’t know you have. Start by conducting a thorough audit of all documents, devices, and storage media containing sensitive information.

  • Walk through every department and list everything that holds sensitive data.
  • Categorize files by sensitivity level — public, internal, confidential, or highly confidential.
  • Decide which items can be archived, digitized, or shredded before the move to reduce physical handling and risk.

ℹ️Read: Best Practices For Managing Office Inventory and Supply

Step 2: Create a Clear Data Handling Plan and Assign Roles

A solid plan keeps everyone aligned and prevents mistakes.

  • Appoint a data security officer or move coordinator who will be responsible for overseeing the protection of sensitive information.
  • Develop step-by-step procedures for packing, transporting, and unpacking confidential materials, including secure packaging methods and labeling systems.
  • Define who is authorized to handle sensitive items — limiting access lowers the chance of leaks or losses.
  • Plan your move timing carefully to avoid busy or chaotic periods.

Step 3: Secure Physical Documents With Proper Packaging

Not all sensitive documents can be digitized or discarded — think original contracts, tax filings, or HR records. These need extra protection.

  • Use lockable, tamper-evident boxes rather than standard moving cartons.
  • Seal boxes tightly, and label them discreetly with coded markers to avoid drawing unwanted attention.
  • Whenever possible, move these packages separately or with added security measures, like direct courier services or trusted movers trained in confidentiality.

ℹ️Read: 6 Mistakes to Avoid While Packing

Step 4: Protect Your Digital Data and Devices Like a Pro

Moving digital assets requires precision and care.

  • Back up all data multiple times, including encrypted offsite or cloud backups, before the move.
  • Encrypt laptops, external drives, and servers to prevent unauthorized access in case of loss or theft.
  • Get your IT team involved or hire experts who specialize in relocating IT infrastructure — this minimizes downtime and safeguards data integrity.
  • Transport digital devices in locked cases or containers, and track them carefully throughout the move.

Step 5: Maintain a Strict Chain of Custody

When sensitive materials change hands, errors and breaches happen if there’s no accountability.

  • Keep detailed records of who packed, transported, and received each item.
  • Use signed handoff forms at every stage to ensure accountability.
  • Employ tracking technologies like barcode scanners or RFID tags for high-value or highly sensitive assets.

Step 6: Dispose of Unneeded Documents and Devices Securely

Don’t overlook the importance of secure disposal — throwing out sensitive info carelessly can be disastrous.

  • Use NAID AAA-certified shredding and e-waste destruction companies to safely destroy paper documents and electronic devices.
  • Obtain certificates of destruction to prove compliance with regulations.
  • For hard drives and storage media, consider physical destruction if wiping data isn’t sufficient.

Step 7: Train Your Team Thoroughly

Even the best plans fail if your team isn’t on board.

  • Educate everyone involved about the risks and proper procedures for handling sensitive data during the move.
  • Reinforce confidentiality agreements and company policies.
  • Provide clear contact points for questions or to report any suspicious activity.

Planning a Move? Let’s Make It Easy and Secure

Planning an office move in Chicago or suburbs or to a different location? We know how overwhelming it can be, especially when sensitive documents and valuable equipment are involved. That’s why Chicago Office Movers specializes in careful, detailed planning to ensure your move goes smoothly — with zero hassle and full protection of your important data.

From organizing and packing to secure transport and setup at your new location, we handle every step so you can focus on your business. Contact Chicago Office Movers today at (312) 244 2246 or fill a request online, and let’s start planning a move that’s stress-free and efficient.


Frequently Asked Questions

Yes. Storing critical files in secure cloud storage allows employees to access necessary information without transporting physical copies, reducing the risk of loss, theft, or damage.

The most effective way is to limit access to sensitive materials to authorized personnel only. Maintain a clear chain of custody and monitor handling through logs or electronic tracking. Remind staff of confidentiality policies to reinforce accountability.

It is often better to replace outdated or end-of-life devices rather than transport them. Doing so reduces the risk of hardware failure, data breaches, and ensures that IT operations continue smoothly at the new location.

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Office relocation vs decomissioning what’s the difference

Office Relocation vs. Office Decommissioning: Key Differences and What to Expect

Office relocation vs decomissioning what’s the difference

When transitioning into a new workspace, business owners may choose to either relocate to a new building or decommission their current office. While these processes share some similarities, they serve different purposes. Understanding the key differences between office relocation and decommissioning is essential.

Quick Comparison: Office Move vs. Office Decommissioning

Aspect Office Relocation Office Decommissioning
Main Goal Move people and assets to a new office Restore space to lease-compliant condition
Common Reasons Expansion, downsizing, upgrading Lease expiration, closure, move-out
Includes Packing, transporting, setting up Cleaning, repairs, equipment removal
Timeframe Weeks to months Can take up to 6 months
End Result Business operating in a new space Space ready for next tenant

What is an office relocation?

An office relocation is simply moving from one building to another. The new office may be located down the street, in another state, or across the ocean. Company owners choose to relocate to meet their current or future business needs, whether that involves downsizing or upgrading to a bigger facility.

Why do companies relocate?

Growing businesses that seek to attract a new talent pool may relocate to an urban area populated by young, ambitious professionals. Similarly, businesses with plans for expansion might move to a bigger building to house a larger number of employees.

Business growth can also demand additional office space to accommodate advanced technology and equipment. Inventory needs may change as businesses experience a spike in growth. Moving to a prestigious address or a brand-new building enhances a company’s image and improves morale.

Conversely, companies may downsize and see the need to operate out of a smaller building. Especially with the increase in remote and hybrid work, many businesses have reduced needs for physical office space. Relocating to a more efficient space can be a cost-saving measure.

What is involved in a corporate relocation?

Moving to a new office requires packing up the existing office equipment, supplies, and furniture and relocating them, often with the help of a commercial office mover. A corporate relocation is a major event and requires detailed, advanced planning to be successful and limit downtime.

What is office decommissioning?

Decommissioning an office also involves moving out of the current workspace. However, the difference is that the business is obligated to clean the office space, returning it to the condition it was when they first moved in. Upon decommissioning the office, the security deposit is returned.

The business must clean the office from floor to ceiling, eliminating all traces of their use of the space. The purpose of office decommissioning is to make it easier for the next tenant to move in and give them an opportunity to customize the space according to their business needs.

Learn More about the Benefits of Office Decommissioning

Why do companies decommission the office?

Office decommissioning is stipulated in the lease terms and is therefore expected once the tenant leaves. Oftentimes, the lease agreement describes in what condition the space must be left, whether that’s the original condition or a specific state as defined in the lease.

Some leases simply require a “broom clean,” which involves a basic cleanup of debris. Others demand an extensive cleanup involving the removal of furniture and fixtures, disconnecting utilities, and fixing damages. Failure to adhere to the decommissioning requirements could result in financial penalties, like security deposit deductions.

What is involved in office decommissioning?

The decommissioning process varies depending on the terms of the lease. In general, however, the property manager may require that the business turn off phone lines and remove office equipment, such as photocopiers and fax machines, before the space is vacated.

The property manager may point out damage caused by the tenant during their stay that must be repaired. It is beneficial when business managers bring photos of the space before they move in. Sharing them with the property manager helps identify fixtures that need repair before vacating.

Liquidating office furniture is another part of the decommissioning process. Companies might reuse desks, chairs, and computers and relocate them to the new office. In the event the office furnishings are unusable, it’s advised to recycle or donate them rather than discard them in landfills.

Before deciding what to do with the office furniture, company owners should consider the layout of the new office space and how the existing furnishings can be incorporated. Some used equipment may pose as dangers, like lead exposure, and should be appropriately handled.

Consider creating an inventory of all the office equipment and furniture. The list should include details, such as damage and the current conditions of the goods. Wear and tear could increase the cost of restoring or transporting the items. Take ample photos to reference later on.

office decommissioning process

How long does decommissioning take?

The length of time to decommission an office varies based on its size and the extent of decommissioning needs. On average, expect to dedicate up to six months to the process. Most companies hire a trusted commercial mover to manage the office decommissioning and shorten this timeline. Delegating the decommissioning process to a commercial moving service gives a company time to focus on prepping the new location and limits disruptions. Plus, the mover can serve double duty and relocate the business to the brand-new building. One trusted mover is Chicago Office Movers.

Office Decommissioning from Chicago Office Movers

We offer comprehensive office decommissioning services, whereby our specialist meets with your property manager to learn the requirements of the decommissioning. Customers are provided with the contact information of the project manager who oversees the decommissioning, in case questions arise.

Our crews work tirelessly to restore the office, removing appliances, fixing damaged drywall, and removing dangerous products, such as lead paints and flammable chemicals. We also remove, recycle, or repurpose unwanted office furniture, preventing them from ending up in landfills.

Additional services included in the decommissioning process include disconnecting cables, replacing light bulbs, and replacing ballasts. The tiles are cleaned, and the carpets are vacuumed. We’re also available to remove signs, recycle e-waste, shred documents, and paint the office space.

Rest assured that the office decommissioning is performed by qualified specialists. Our crews are insured, bonded, and licensed. The main objective is to return the existing office space to its original condition and satisfy the lease requirements. Whether your company has plans to relocate or seeks thorough decommissioning services, Chicago Office Movers is qualified to provide both.


Frequently Asked Questions

Absolutely. Many commercial movers, including Chicago Office Movers, offer both relocation and decommissioning services. Hiring one team for both can simplify project coordination, reduce costs, and streamline the overall office transition process.

Old furniture is typically evaluated for reuse, donation, recycling, or responsible disposal. Many companies choose to repurpose what they can and recycle the rest to avoid landfill waste. Some movers offer eco-friendly disposal services as part of the decommissioning process.

Yes. Utility disconnection—such as phone lines, internet, and power to equipment—is typically required during decommissioning. This step ensures the space is fully vacated and helps prevent unnecessary charges after your lease ends.

Failure to decommission an office correctly can result in loss of your security deposit, additional fees for repairs, or legal consequences if lease terms are violated. It may also delay your ability to move into the new space if your transition timeline overlaps.

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how to clean office chair

How to Clean an Office Chair: Practical Step-by-Step Guide

 

how to clean office chair

If you’ve been using your office chair daily—whether at home or in a corporate workspace—it’s probably due for a deep clean.

While most people wipe down their desks and keyboards regularly, they often overlook the office chair, one of the most-used and most-touched items in a work environment. Sweat, dust, food crumbs, pet hair, and body oils slowly accumulate in the fabric, mesh, or leather surfaces. Over time, this build-up can lead to odors, visible stains, and even skin irritation or allergies.

In this comprehensive guide, we’ll show you exactly how to clean your office chair, step by step, based on its material—fabric, mesh, leather, or vinyl. You’ll also learn how to clean the wheels, remove odor naturally, and disinfect high-touch areas safely, using tools and supplies you already have at home.

Why It’s Important to Clean Your Office Chair Regularly

Office chairs are used for hours on end, often without a second thought about hygiene. But research shows that the average desk chair can harbor thousands of bacteria per square inch, especially in shared workspaces.

Cleaning your office chair regularly helps:

  • Improve indoor air quality by reducing allergens
  • Extend the lifespan of upholstery and parts
  • Prevent odor buildup, especially from sweat
  • Maintain proper function of wheels and levers
  • Create a more professional and comfortable workspace

According to the American Journal of Infection Control, fabric furniture in office settings can be a hidden source of allergens and microbial growth if not properly cleaned.

What You’ll Need to Clean an Office Chair

Here’s a list of basic supplies you’ll want to gather before getting started. Most of these are household items:

  • A vacuum with a brush or upholstery attachment
  • Microfiber cloths
  • Dish soap (mild and unscented)
  • Warm water
  • White vinegar (for odor removal)
  • Rubbing alcohol or upholstery stain remover
  • Soft-bristled brush or an old toothbrush
  • Compressed air (for cleaning wheel crevices)
  • Leather cleaner and conditioner (if applicable)

At First: Check the Cleaning Code

Look under the seat or on the tag to find a cleaning code that tells you what cleaning methods are safe:

  • W – Use water-based cleaners
  • S – Use solvent-based cleaners
  • W/S – Either water- or solvent-based cleaners are safe
  • X – Vacuum only; no moisture

How to Clean an Office Chair: Step-by-Step by Material

step by step guide to clean office chairs

1. Cleaning a Fabric Office Chair

Fabric is a popular choice for office chairs because it’s comfortable and breathable. But it also absorbs sweat, food stains, and odors more easily than other materials.

Step-by-Step Instructions:

  1. Vacuum the entire chair, including the seat, back, arms, and underside, to remove loose dirt, hair, and crumbs.
  2. Mix a solution of warm water and a few drops of dish soap in a small bowl or spray bottle.
  3. Dampen a microfiber cloth in the solution (do not soak it) and gently blot any stained areas. Avoid scrubbing hard.
  4. Rinse the cloth with clean water and wipe again to remove soap residue.
  5. Allow the chair to air dry completely. You can open windows or use a fan to speed up the drying process.

2. Cleaning a Mesh Office Chair

Mesh chairs allow for airflow and are great for warmer environments, but their open weave tends to trap dust, lint, and hair.

How to Clean a Mesh Chair:

  1. Vacuum thoroughly with a brush attachment to remove debris from the mesh backrest and seat.
  2. Use a soft-bristled brush to loosen stubborn particles embedded in the mesh.
  3. Mix mild soap and water, dip a cloth in the solution, and gently wipe the mesh surface. Avoid using too much water, as mesh can stretch or warp.
  4. Let the chair air dry completely before sitting again.

3. Cleaning a Leather Office Chair (Real or Faux)

Leather chairs make a workspace look professional and polished—but they require specific care to prevent drying, cracking, or fading.

Here’s how to clean a leather office chair properly:

  1. Use a dry microfiber cloth to wipe away dust and surface debris.
  2. Mix equal parts distilled water and white vinegar, or use a leather-specific cleaner.
  3. Apply the solution using a soft cloth—never spray directly onto the leather.
  4. Gently wipe down the surface in circular motions.
  5. Use a dry cloth to absorb moisture and avoid water spots.
  6. For real leather, apply a leather conditioner every few months to keep it supple and hydrated.

4. Cleaning a Vinyl or Plastic Office Chair

Vinyl chairs are often found in medical offices or minimalist setups. They’re the easiest to clean and require minimal maintenance.

Quick Cleaning Guide:

  • Spray an all-purpose cleaner or soapy water on a cloth and wipe the seat, backrest, and legs.
  • For tough grime, use a magic eraser or a soft sponge.
  • Rinse and dry thoroughly to prevent streaks or watermarks.

Don’t Forget: Clean the Chair Wheels and Armrests

Chair wheels (casters) collect more dirt than you think—from hair and lint to food crumbs and carpet fuzz. Dirty wheels reduce mobility and can scratch hardwood floors.

How to Clean Chair Wheels:

  1. Flip the chair upside down.
  2. Remove visible debris with tweezers or your fingers.
  3. Use compressed air or a small brush to dislodge stuck dirt inside the wheels.
  4. Wipe each wheel with a damp cloth.
  5. Apply a silicone-based lubricant to keep wheels moving smoothly.

To Clean Armrests and Adjustment Levers:

  • Use 70% isopropyl alcohol or disinfecting wipes.
  • Wipe down all high-touch areas: armrests, tilt levers, and height adjustment handles.

How Often Should You Clean Your Office Chair?

Cleaning Task Recommended Frequency
Vacuuming or Dusting Weekly
Spot Cleaning (Stains) As Needed
Deep Cleaning (All Surfaces) Monthly
Wheel Maintenance Every 2–3 Months
Leather Conditioning Every 3–6 Months
Disinfecting Touch Points Weekly or After Illness

Expert Tips to Keep Your Office Chair Clean Longer

  • Use a washable seat cover to reduce wear and odor buildup.
  • Avoid eating at your desk to prevent food stains.
  • Keep pets off the chair—fur can be difficult to remove from fabric and mesh.
  • Clean up spills immediately to prevent permanent stains.
  • Vacuum your floors regularly to stop debris from transferring to chair wheels.

Ready to Move Your Chicago Office? Let Us Handle the Heavy Lifting

Relocating your office is a big task — from carefully packing sensitive equipment to moving bulky furniture like desks, chairs, and conference tables, it can quickly become overwhelming. That’s why Chicago Office Movers is here to help.

We specialize in full-service corporate relocations tailored to businesses of all sizes throughout the Chicago area. Our expert team handles everything from packing and unpacking your files and technology to disassembling, moving, and reassembling your office furniture with precision and care.

Whether you’re moving across the street or to a new city, we make sure your office move is smooth and efficient, minimizing downtime so your team can get back to work fast. Plus, with flexible scheduling options—including evenings and weekends—we work around your business hours.

Don’t stress over the logistics—let Chicago Office Movers take care of the heavy lifting and details, so you can focus on what really matters: running your business.

Call Chicago Office Movers today or contact us online for a free consultation and customized moving plan tailored to your office’s unique needs.

 


Frequently Asked Questions

Can I use a steam cleaner on my office chair?
It depends on the chair. If your chair has a “W” or “W/S” tag underneath (meaning it can handle water-based cleaning), a light-duty steam cleaner can be safe—but always keep the heat and moisture low. Never use steam on mesh or leather chairs—it can warp the material or cause it to crack over time. I’ve seen well-intentioned DIYers ruin chairs that way.
How do you remove sweat stains or smells from an office chair?
That’s a common issue, especially in warmer offices or home setups with no AC. Mix equal parts white vinegar and water in a spray bottle and lightly mist the seat—don’t soak it. Let it sit for a few minutes, then blot with a clean cloth. If the smell lingers, try the baking soda trick overnight and vacuum it the next day. Works wonders.
What should I use to clean a mesh office chair without damaging it?
Mesh is great for airflow but tricky to clean. Use a vacuum and soft brush first to get into the weave. Then gently wipe it with a damp cloth and mild soap. Avoid soaking it or using scrub brushes—I've seen people stretch or rip mesh by accident. Light pressure and a soft touch go a long way.
How often should I clean my office chair?
If you’re using it daily, vacuum it once a week and wipe it down at least once a month. For deep cleaning, aim for every 2–3 months, especially if you’re in a shared space or tend to snack at your desk. Trust me—routine maintenance saves you from much bigger cleaning headaches later.

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key checklist to consider when choosing an office space and location

11 Key Factors to Consider When Choosing an Office Space

key checklist to consider when choosing an office space and location

As your lease nears its end, it’s time to start searching for a new office space. The ideal location should align with the evolving needs of your employees—especially as workplace expectations have shifted significantly since the pandemic. Whether you're wondering “what to look for in a new office space” or “how to choose the best office location for a hybrid team,” here are 11 essential factors to guide your decision.

Location

When deciding where your next office should be, think about convenience for your team. While an office on the outskirts may be cheaper, a central business district (CBD) location is usually more appealing to employees who value a short commute. A good location can also improve your brand visibility and help attract high-quality talent. Some businesses seek proximity to industry clusters, while others prefer standing out in a unique location. Choose what aligns with your operational strategy. Once you’ve found the right space, it’s equally important to introduce the new location to your customers and local audience. Here’s how to introduce your office to the community after relocating to make a strong first impression and maintain business continuity.

Amenities

A prime location is not only accessible to employees but also vendors and clients. Plus, an office near coffee shops, a gym, and stores allow staff to grab a bite, exercise, and shop right after work, factors that increase their happiness and productivity. Onsite amenities are equally valued. These may include fitness centers and wellness rooms, valet services, and even laundry facilities. Security personnel who work around the clock can also improve the level of safety the employees and visitors feel when on the premises.

Office Size

When determining how much office space you need, consider both your current headcount and future growth. Will you be hiring soon? Will more employees be working remotely in the future? Choose a space that accommodates flexible work models and potential expansion.

Layout

The best office layout depends on your team's workflow. Collaborative teams may prefer an open-plan layout, while sales teams and client-facing departments may need private spaces. Flexible configurations are a smart choice for evolving work styles.

Parking

Limited parking can lead to frustration. Offices with onsite parking, a nearby parking garage, or ample street parking simplify commuting for staff and visiting clients. Ask about employee parking permits and guest passes before signing a lease.

Public Transportation

Especially for companies situated in cities, the proximity of public transportation should be a prime consideration. Check train and bus routes and schedules to ensure employees have access. Don’t forget clients, who should be able to travel from the airport to the office with the least hassle.

Meeting Rooms

If you're wondering “how many meeting rooms does my office need?”, consider your meeting frequency and team size. Dedicated rooms for client presentations, team huddles, and virtual meetings support better communication and productivity.

Lease Length

Today’s workplace trends favor flexibility. Instead of locking into a 5- to 10-year lease, many companies choose short-term or renewable leases that adapt to changing business needs—especially as remote and hybrid work continues to evolve.

Neighborhood

Safety is a concern for many people, employees included. When staff feel safe, they are likely to perform better. Choose an office space in a neighborhood with a low crime rate. The building and its location should feel safe to not only valued team members but also to clients. Ideally, the neighborhood in which a prospective office is located should be walkable. Staff feel greater ease when they can walk to the nearby bank or coffee shop. The right neighborhood is one that fulfills the needs of team members outside of working hours.

Future Needs

A desirable office space is one that serves the technological needs of its staff both now and in the future. It should accommodate advanced equipment, like smart video conferencing hardware or interactive digital whiteboards, to prevent frozen videos, dropped calls, and interruptions. A building that remains in top condition facilitates workflow. Companies that enjoy a positive working relationship with their building supervisor or landlord can be assured that their existing and future needs, such as building maintenance, are handled in a timely manner.

Atmosphere

The building’s architecture, interior design, and ambiance help shape visitors’ and employees’ impressions. A modern, well-maintained office in a professional building contributes to your company’s brand credibility and corporate culture.

Office Relocation Services from Chicago Office Movers

If you're still wondering “how do I move to a new office without disrupting business?”, our team at Chicago Office Movers is here to help. We specialize in end-to-end corporate relocation planning and logistics. Whether your business is relocating within Illinois, across state lines, or internationally, we manage every detail of the transition to reduce stress and downtime.

chicago office moves team in action

Our services include:

  • Short- and long-term commercial storage
  • Secure document and record storage
  • Full-service packing, unpacking, and furniture assembly
  • Insurance coverage and relocation consulting
  • Union-certified and licensed moving professionals

We’ve handled everything from confidential IT systems to delicate lab equipment and high-value artwork. Your business assets are in expert hands.

Let us coordinate your move while your team stays focused on operations. Our relocation experts ensure a smooth, budget-conscious, and timely transition to your new space.

Call our Elk Grove Village, Illinois office today at 312-244-2246 to schedule your consultation.


Frequently Asked Questions

How do I estimate how much office space my business really needs?
A good rule of thumb is to allocate between 125 to 250 square feet per employee, depending on your layout (open-plan vs. private offices). Plan for future growth and shared workstations if your team is partially remote. Include space for meetings, break areas, and storage.
What kind of lease should I look for—short-term or long-term?
It depends on your business’s stability. Startups may benefit from short-term leases (1–3 years) for flexibility. Established businesses might prefer long-term leases with better rates. Evaluate lease terms based on your goals and consult a commercial real estate expert.
How can I move my office without disrupting business operations?
Start early with a clear relocation plan. Assign roles internally, communicate with staff, and work with experienced movers like Chicago Office Movers. We handle everything from packing to furniture setup to ensure minimal disruption.

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How to disassemble an office cubicle

How to Disassemble an Office Cubicle for Moving | Step-by-Step Guide

How to disassemble an office cubicle

Office cubicles can be used for years, which is why many businesses opt to move them when relocating to a new workspace. If you're planning to bring your current cubicles along, proper disassembly is key to ensuring a smooth transition. Here's a guide to help you dismantle your office cubicles and prepare them for the move to your new corporate space.

What Are the Benefits of Reusing Cubicles?

While new cubicles offer appeal, reusing existing cubicles offers clear advantages.

  • Cost savings: A new, standard cubicle with 6’ x 6’ or 8’ x 8’ dimensions has a price tag of $800 to $2,000 per unit. Larger units can cost $4,000 or more.
  • Lower installation costs: In 2025, installation ranges from $240 to $1,600 per cubicle, depending on complexity and location.
  • Eco-friendly choice: Reusing cubicles reduces waste. According to the U.S. EPA, reuse conserves natural resources and reduces greenhouse gas emissions.
  • Immediate access: Employees can resume work right away instead of waiting for new installations.
  • Less downtime: Companies avoid delays associated with manufacturing and shipping new units.

Reusing cubicles makes financial and environmental sense, especially for businesses on a budget or those focused on sustainability.

How to Disassemble Office Cubicles

The advantages of repurposing existing cubicles are clear. When a relocation is around the corner, it’s necessary to prepare the cubicles for the move. Companies can either delegate the disassembly task to professional commercial movers or handle it themselves. Here are the steps for a DIY disassembly.

1. Alert Staff

The first step in the disassembly process is to prepare the office staff for the move and the need to disassemble their workstations. Providing advance notice allows employees to securely pack up and organize their possessions and helps prevent chaos or confusion.

2. Gather Tools

Before starting, collect the tools needed:

  • Flat-end screwdriver
  • Adjustable wrench
  • Rubber hammer
  • Ladder (for high panels)
  • Safety gear: gloves, goggles

3. Take Photos Before Disassembling

Prior to beginning the dismantling process, take ample photos of the cubicle setup. Photos serve as visual cues that help guide the reassembly process at the new office. The images serve as detailed reference points for upper panel placement, connectors, as well as other important components.

4. Disconnect All Components

Shut off the power and disconnect all cables. Unplug cords from computers, printers, and other electronics to eliminate tripping hazards. Wrap and secure cables to prevent tangling or damage. This also helps avoid electrical mishaps during disassembly.

5. Use Color-Coded Labels

Label cables, cords, and hardware with colored stickers. Match colors with corresponding parts to speed up reassembly and avoid confusion. This simple step can save hours when setting up the new office.

6. Dismantle Built-In Features

Cabinets, desks, and shelves should be removed before accessing cubicle walls. Always use two individuals for this step:

  • Unscrew the desks and overhead cabinets using the screwdriver.
  • Have a second person support each component to prevent sudden drops.
  • Place screws in a labeled plastic bag and seal it securely.

7. Remove Cubicle Walls

Start with the outermost panels, then work inward:

  • Remove screws, springs, latches, and levers.
  • Use two people to lift the heavy panels and avoid injury.
  • Set aside components in a neat, organized manner.

8. Work with Connector Rails

Connector rails vary depending on cubicle design. You may encounter:

  • Spring latches
  • Rods
  • Screws or bolts

Use an adjustable wrench to remove bolts from panels attached to connector rails. If bolts aren’t present, use a flathead screwdriver to gently pry the panels loose. A rubber hammer can help—just tap lightly to release stuck panels. Always work with a partner when handling panels near ladders or elevated sections.

Consider Professional Help: Chicago Office Movers

When you’re planning a corporate relocation and intend to transport your office cubicles to the new location, it helps to have a reliable commercial mover by your side.

Chicago Office Movers is your trusted moving partner who ensures your office move is as seamless as possible. We provide efficient furniture moving services that include disassembling cubicles and reassembling them at the new office.

Our skilled crews are experts in:

  • Cubicle, cabinet, shelf, table, or any other furniture assembly and disassembly
  • Moving computer systems, electronics, and appliances
  • Handling complex equipment and assembly lines
  • Keeping track of every bolt, cord, and label during the move

Whether your office has one or one hundred cubicles, our trained union movers ensure the job is completed professionally, efficiently, and safely.

Disassembling office cubicles requires planning, the right tools, and some teamwork. While a do-it-yourself approach is possible, many companies save time and avoid risk by working with a professional office mover.

For reliable, affordable corporate relocations—local, interstate, or overseas—Chicago Office Movers is ready to help. Contact our office today for a free estimate and expert support.

Call now 312-244-2246 or request your free quote online.

 

 

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