Do’s and Don’ts For Office Relocation

March 12 2019
office relocation

When it comes to office moving, you need to be organized. The process can be more complicated than you actually think. Often, office moves turn out to be not-so-predictable. Every move is different in its own way. It is crucial for you to check the list of office moving do’s and don’ts. This will help you avoid making certain basic mistakes while relocating your office.

Here are some basic Do’s:

  • Prepare a detailed move timeline. You must make it comprehensive by including task delegation.
  • Make effective communication in a positive manner with your employees. The communication should be regarding the move. You can set up regular meetings. You can try using memos, emails, and intranet.
  • You can make your IT department connect and disconnect your major office equipment. Many of these office items are delicate and sensitive. So, these need to be handled with utmost care. Try to make special arrangements.
  • Try to pack your own personal items. Most of the office movers are not really responsible for the property like wallets, computer discs, and personal files. So, you will have to take a good deal of responsibility for yourself.
  • Consider packing any living plants. This is a basic step. Keep in mind that your office movers cannot move living things.
  • Try to hire full-service office movers who will pack and unpack. This is the most organized and streamlined relocating method. This will enable you and your employees to focus on regular operations.
  • Make sure to leave vertical cabinets full. This is an effective way to transport them.
  • Try to use only the special move “tags” that your mover has given you. You can tag everything no matter how small or complex the item is. Make sure to tag computer cables, floor mats, white, trash cans, typewriters, individual computer components, and peripherals, etc. Keep in mind that items not tagged will not be moved. Try to tag items in locations that are easy for the mover to notice. These include bookcases on top, chairs on the backrest, storage cabinets and file cabinets on the front top, desks, tables and credenzas on, boxes on the ends, etc.
  • Empty the contents of certain articles like desks.
  • Try to leave lateral cabinets full beyond two drawers. You must know that every drawer above the second one is completely empty.
  • Make sure to move your copy machine without consulting your vendor. Such machines are pretty sensitive. These often require special care to move them properly.
  • Focus on labeling boxes. You must clearly label each side with the contents and where they should go. In case you label with employee names, your office movers will not know what you mean.
  • You must leave only the two bottom drawers of lateral file cabinets full. Keep in mind that all drawers above the bottom two drawers must be entirely emptied.
  • Try to make all electrical and mechanical disconnections yourself. However, you might not be required to do so when specific arrangements have been made with your mover.
  • Try to secure personal items like money, computer discs, and items of personal value. You can take these items with you to your new office location.
  • You can give your employees plenty of warning. Most of the times, they will have to adjust a good deal at the time of moving.
  • Go for step-ladders.
  • Try to lift boxes by pushing up with your legs. You will have to keep your back straight, chest forward, and head up.
  • Try to give every employee a check-list to make sure that their workstation is ready to go.
  • Make sure that every box is properly labeled. This is more important when it comes to boxes with sensitive information.
  • Try to spread out heavy items into separate boxes to more evenly distribute weight.
  • Create a master sheet of in-house items. Then, assign numbers to furniture.

Here are some basic Dont’s:

  • Try not to procrastinate. You might end up losing valuable time if you don’t plan well. So, you must do things in a timely fashion.
  • Try not to wait until the last minute to notify your staff. Your team might have issues if they get an idea that you did not intend to notify them directly.
  • Try not to leave items in your desk. You must empty everything instead of leaving it to rattle and slide around at the time of your move.
  • You must not leave your expensive plant to stay in a hot vehicle! You must pack them last, and unpack them first. Keep in mind that plants are pretty sensitive to certain elements.
  • Try not to use your name at the time of labeling, tagging, and marking. You must use your assigned number only. Keep in mind that the placement of furniture and equipment at your new facility will be identified by number. In case you do not know your assigned number, you must see your company’s move manager who will assign a specific number for you to use.
  • Try not to empty vertical file cabinets. These should be moved full.
  • Try to move photocopiers or Printers with a toner that is installed inside. Try to notify all service or lease agents that you are moving photocopiers. Same applies to computer equipment that is under contract.
  • Try not to use cheap packing supplies. You might need professional-grade boxes, tape, bubble wrap, and other custom moving supplies to keep your delicate office items safe and sound. Take no risk when it comes to safety. You might go ahead and consult your office relocation company.
  • Try not to pack valuable assets into boxes. Some common valuable assets are cash, personal disks, etc.
  • Try not to stand on swivel chairs to reach high places.
  • Try not to take breaks during the move!
  • Try not to wear office footwear on moving day. Avoid loafers, high heels, lace-up Oxfords, and ballet flats at all costs. This type of footwear fails to provide proper support, convenience and grip for moving heavy and complex office items.
  • Try not to lift boxes that are too heavy. Some of these might even obstruct your view.