Moving into a new office space can be just as involved—if not more involved—as moving from one house to another. You have to pack furniture, electronics, and multiple rooms worth of office supplies and personal knick-knacks. And as is most often the case, there's not a whole lot of time to get it all done and you can't simply shut down the company for a week while you make the transition.
Having the right plan of action and the necessary packing and moving supplies can mean the difference between “What did we get ourselves into?” and “Hey, that wasn't so bad!” Follow the tips below for the smoothest office move possible.
Start Planning Early
When it comes to moving to a new office space, there's no such thing as planning too soon. It's critical that you determine who will be in charge of various tasks so you have a concrete plan going in. It's better to start early than to find yourself rushing at the last minute, loading boxes haphazardly or in a way that will make the move and unpacking an even bigger headache.
If possible, start planning six months in advance and give employees notice about the move as early as possible in the planning stage. As time progresses, you'll want to keep everyone in the office informed with any updates. You should not only plan how you'll get everything ready for moving day, but you'll also want to plan where your items will go according to your new office layout.
Research the Best Moving Companies
Moving an entire office is a big job, and one that can't be done with just your employees. Plus, it's unfair to ask them to try and haul desks from place to place. Because an office move can quickly get very expensive, it's recommended that you get quotes from at least three or four professional moving companies before you book.
If the budget allows, plan to hire a full-service moving company that will not only move your stuff but also pack, load, unload, and unpack it. Ask for recommendations of moving companies that have experience with office relocations. To get the most accurate quote possible, have someone from each company visit your office and see the scope of the work in person. (There are some tasks that can't be tackled over the phone, and this is one of them.)
Assign a Move Manager and Individual Tasks
After you divide the work amongst your team members, it's helpful to assign a move manager, (i.e. someone who can oversee the entire moving process. While it's ideal to appoint someone who has dealt with office moves in the past, you can also award this title to an administrative assistant). Make sure everyone knows that is the person to go to with questions about the move.
Once you select a move manager, the next step is to assign everyone the task of packing up their own desk. While the moving company will take care of the heavy lifting, each employee will be responsible for their own desk space and supplies. Give employees a deadline well in advance so they can pack at their convenience, and allot a couple hours the day before the move to make sure your team is packed and ready to go.
Start Packing and Remember to Label
Pack certain items early and in small batches so you can avoid feeling overwhelmed when the big day arrives. It can be helpful to divide your items into these three categories:
- Early birds: Items you don't use on a daily basis, which means you can pack them immediately
- Make-do items: These items aren't crucial to have at the ready, but it's nice to have them available when you need them
- Absolute necessities:: Items you use on a daily basis, which means you'll need to pack them the day before or on the day of the move
We'll get to the specifics of packing and necessary supplies in a minute, but take note that when packing your supplies, labeling is of the utmost importance. To save time, consider labeling each box with a location and number. Then create a corresponding spreadsheet to organize what's in each box according to the number.
How to Determine What Boxes to Use
There are a variety of packing materials you'll need (discussed below) but you should place special focus on boxes. How many do you need? The answer is dependent on the number of employees you have and the amount of office supplies and personal belongings you need to move. Thankfully, there are some basic guidelines you can use to best estimate your needs.
Packing Materials You Will Need
Along with boxes, you will need a variety of packing materials for a successful office move.
These include:
- Packing peanuts
These small pieces of Styrofoam cushion and fill up space around items as well as help prevent shock in moving boxes. Packing peanuts are typically less expensive than bubble wrap and you may be able to find biodegradable options. - Bubble wrap
As an alternative to packing peanuts, bubble wrap comes in rolls, and ranges from small to large bubbles. Because it's typically perforated every 12 inches or so, it's easy to tear off just the right amount and perfect for packing delicate and fragile items. You can either wrap each individual item or line the inside of the boxes to add some light protection. - Packing tape
It's important to invest in quality tape with great sticking power so your boxes don't fall apart. That's where packing tape comes in handy. It has a long-lasting adhesive that will hold no matter if you move when it's hot or cold outside. Make sure to choose packing tape rather than shipping tape; the latter is an entirely different option that's best for mailing and shipping packages. - Packing tape dispenser
As the name suggests, packing tape dispensers help to efficiently and effectively dispense the tape. You'll want to use the tape more liberally than you may think. Run the dispenser down the middle of your boxes as well along the sides (a few strips will do) for extra support. - Permanent markers
Because you're going to label everything, it's critical to stock up on permanent markers. Label the boxes with the markers as you pack, and indicate if any boxes contain fragile items (up arrows can help too!). - Box cutters
It's important to use box cutters carefully not only to keep your fingers safe but also to keep whatever is inside safe. If you pack your boxes to the brim, try your best not to apply too much pressure to the box cutter, which may accidentally damage the box's contents. - Plastic bags
Plastic bags of multiple sizes can help you organize and pack miscellaneous items. Smaller plastic bags are ideal for screws, bolts, and washers you remove when disassembling furniture. (Just be sure to label each bag so you can find them when it's time to reassemble.) Larger plastic bags can store items such as cords and cables.
What to Do with Your Boxes After the Move
Once you move into your new office location, you'll be left with all the boxes you so diligently packed and unpacked. What should you do with them? One option is to keep them for a future move. If you have the storage space, flatten out the moving boxes and store them away from moisture and direct sunlight.
Chances are you don't have the extra space for all those boxes and you would like alternative options. A feel-good solution is to donate the boxes to people who need them. For instance, you could donate them to a local charity or to the Freecycle Network, a non-profit organization that strives to keep usable items out of dumps. (All you need to do is create a free listing for your packing supplies on the Freecycle website.)
You can also use the U-Haul Box Exchange. Just mention that you're getting rid of your boxes for free so they can be used by people in need. This not only helps the community, but it also benefits the environment by keeping moving supplies out of landfills.
Finally, you can choose to recycle, which is the best option if the boxes aren't in good enough shape to be repurposed or reused. Break down the worn boxes and drop them off at your local recycling center or leave them on the curb (in the appropriate recycle bin) for pick up.
The Final Word
Moving an office is a big job, but it can be less painful with careful planning and the proper supplies. Use the list above to figure out what you have and what you need. It's important to get your moving supplies ahead of time so you can enjoy a safe, well-organized move.
Because moving to a new location can be stressful for your employees, consider budgeting for a small thank-you party after the move. It can be as simple as a midday snack or lunch to celebrate your new space, show your team how much you appreciate their help, and welcome exciting times to come at the new office.
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Abby Heugel
Abby has more than 15 years professional experience and her personal work has been featured multiple times in Reader's Digest, Huffington Post, The Today Show, Vend, Shopify, and BuzzFeed, among other places. She was the editor of two specialty retail trade publications before moving on to become the associate editor of a website that was ranked as one of the top 10 mobile websites in the world. She also has an award-winning blog and more than 60,000 social media followers.