Whether you are moving your computer as part of an office move, or just for personal reasons, there are some computer moving tips to follow to keep your computer safe.  Always follow manufacturers’ directions if you still have the manual, but if you don’t these computer moving tips are a good general guide. 

Use the original boxes and packaging for your devices if at all possible! – The manufacturer may have designed the package to jump off the shelf at you, but they also considered that they don’t want you to get it home only to find that it doesn’t work.  Their containers are generally made to withstand truck delivery as well as small jolts during handling.

Pack the equipment tightly, so it doesn’t get jarred or experience excessive shock by rattling.  Unprinted paper can be crumpled as a simple but effective buffer between your devices and the box in most cases.  Using printed paper can leave marks.

Make a backup of your data! – Your data is generally stored on a hard drive, which is a mechanical item and susceptible to damage from handling.  It’s delicate and you can expect that during the move, there will be vibration and temperature changes.  While attention will be paid to proper handling and the chances of your data being affected are low, you shouldn’t unnecessarily risk your documents, pictures, and music.  Just backup your files onto an external hard drive, USB flash drive, DVD’s, or an online backup service to make sure that your files will arrive safely; even if your computer’s hard drive gives out!

Disconnect all the cords! – Take a picture if you want to, but don’t leave anything plugged in just so you don’t forget where it went.  Any torque against a plugged in cord can result in the connection coming loose, and resulting in costly repair down the road – trust us, we see it all the time!

Label your boxes – When it comes time to put it all back together, it’ll save you time and frustration to know where the needed part or cord is located.

Heat damages electronics – It’s a good idea to leave some room for ventilation in your boxes and also unpack them immediately once you arrive.  Don’t ever leave electronic equipment baking in the sun – boxed or not.

Write “FRAGILE” on all the boxes so you can be extra careful with them.

Recycling – if you’re not going to move some of your equipment, be sure to dispose of it properly since some items like monitors can contain toxic mercury or other elements.

Specific Suggestions for your equipment:

Laptops –

 Store them in their closed position, and if possible place a soft, thin piece of foam between the LCD and keyboard before closing them shut.

Desktop Computers –

 Protect the corners of the computer since they are sharp and usually metal.  You could end up damaging the computer or surrounding objects if left exposed.

LCD Monitors –

Be sure to protect the LCD screen from any sharp objects or pressure.  Even blunt objects can break the delicate Liquid Crystal material.

CRT Monitors –

 These are quite heavy in the front.  Don’t expect the weight to be evenly distributed.  They will tilt toward the front screen, so pack them in a way that they cannot lean forward or roll over.

Scanners –

 Most scanners have a lock on the underside specifically meant to be engaged during transport, so that the scanner bulb assembly doesn’t get knocked around or loosened through vibration.  Engage the lock for transport, and remember to disengage it before using the scanner again.

Printers –

 Ink can leak during transport and create a mess!  Be sure to remove and store ink cartridges in their appropriate holder or at least wrap them and place them in a zip lock bag.

As with any other type of move, use common sense, but if you need some direction these computer moving tips should help guide you.

PLASTIC OFFICE CRATES VS. CORRUGATED OFFICE MOVING BOXES (TOTES):  The Characteristics of Each

When you do an office move, the type of cartons you use to transfer your goods is a big decision.  Which type of cartons should you use or should you use a combination?  Here are 2 types of cartons and the properties of each.

PLASTIC OFFICE CRATES:

Plastic Office Crates are environmentally friendly. 

They are plastic and reusable for years.

Plastic Office Crates are durable and water resistant. 

The carton holds its integrity no matter how it’s packed and although you can’t pour a bucket of water on top and expect a perfect seal if the crate is set on a wet spot, it won’t get mushy and blow out.

Plastic Office Crates are Easy To Fit Together.

They stack on top of one another and on specially made 4 wheel dollies neatly and tightly so handling and pushing is easier.

 Plastic Office Crates are Convenient.

If rented the vendor will provide a delivery and pick up service. 

Plastic Office Crates are Potentially Less Expensive. 

Each crate (at a similar cost) is larger than a corrugated office tote.

 CORRUGATED OFFICE BOXES (TOTES):

 Totes Can Provide Flexibility.

Since you can purchase them a month or more before your move if you like, you can take your time when packing.  Plastic office crates (if not purchased) are usually rented on one week durations (or the cost goes up).

 Totes are a Long Term Option.

Since you own totes long term or archive type storage is usually better suited to totes.

 Totes Can Potentially Be Easier To Lift and Handle.

Since a tote is generally 2.0 cubic feet and a plastic office crate is usually a minimum of 3.0 cubic feet, totes hold less so they potentially can be lighter.

 Totes Aren’t Difficult to Dispose Of.

A phone call to a local moving company will usually result in a free pickup since the mover can reuse the cartons for other customers.

 Totes are Easy to Work around before Packing.

Since they come to you flat, totes don’t take up a great deal of space in your office before they are unfolded for use.

 Both are viable options when doing an office move, and I would probably recommend a combination of the 2 types depending on the different needs within the office.

This article isn’t about the nuts and bolts of moving desks and files, your commercial mover is well versed in that. What it is about is planning, flexibility, teamwork, and vision. 

PLANNING AND FLEXIBILITY

The first thing you want to do when you approach an office move is to plan way ahead of time.  Look at all the contingencies that can happen and build in extra time with back up plans for the unexpected.  Get an office moving checklist to guide you through the time table of events.

VISION

Look at the trends your company is following and the direction you’d like it to go, and factor that into your choice when finding a new space.  Make sure you have the right phone system, computer system, etc to fit your needs both now and in the future.  Make sure the systems are expandable and have enough storage space (computers) for the foreseeable future.  If you do have to roll out a new system, the new office location is the perfect arena for that.  Employees will have other changes to deal with and a new and improved system to make them more efficient and effective should help with the transition. 

TEAMWORK

The way you can help make this process and any other changes happen is by enabling employees to evaluate, tinker with, and possibly rebuild processes within the company.  When employees are empowered to help determine things like work flow, rules and sometimes even hierarchy they take more pride in and buy into any changes more readily.  Even after the move, a periodic round table type meeting with open communication is a good idea to build a bond between employer and employees.  Remember, people are much more productive when they “want” to do something vs. feeling that they “have” to do something.

Whether you are using  commercial mover or doing it yourself, most companies require you to pack up your own space.  Planning and organization are both key in making a smooth transition.

HOW TO PACK YOUR OFFICE OR CUBICLE:

PRIOR TO PACKING:

Find out if your cubicle or office will be the same floor plan at your destination.  If  not, get dimensions of your new space, get some graph paper and set up your office furniture to scale to make sure it fits.  Find out if there are rule changes or restrictions with the new building that could change your plans.

ELECTRONICS/PHONES:

You need to find out whether your computer, printer, phone systems, etc are your responsibility to disconnect, move, and reconnect or whether other arrangements have been made.  Sometimes your companies IT department handles the move, sometimes your organization get a commercial mover or 3^rd party service to handle this aspect, and sometimes it is the responsibility of each person to move their own electronics.  Whatever the case, it’s important for you to understand how your electronics disconnect and reconnect.  You can take a picture or video with your phone or you can use small coded tags to identify plugs in points (which can be purchased at an office supply store), but it’s a good idea to have the knowledge of how your system works.

PACKING YOUR DESK, HANGING FILES, BOOKCASES:

Whether you are using rigid plastic moving crates or office moving boxes (totes), mark the top right corner on 2 sides with your name, or office destination, or cubicle number, where the contents of the box came from (desk middle drawer, bookcase, shelf 1, etc..)  You may need to use smaller boxes inside of the crate or tote to separate loose items from drawers otherwise you will end up with a big mess.  As with other packing, make sure you pack all the way to the top of the carton, filling open spaces with wadded up newsprint. Any sentimental or valuable items, are probably best to be “self moved” in your own vehicle for insurance reasons and your own peace of mind.

Once you have all of your items packed up, get a count of how many items (both furniture pieces and boxes) you have in your office or cubicle.  Use commercial moving stickers if possible (or any stickers at least 2”x3”) and mark each item. 1 of 10, 2 of 10, 3 of 10, etc.)  This system will verify that everything is present and accounted for at your destination.

PACKING FILE CABINETS:

Some people like to leave file cabinets full for convenience but most of the time this is a bad idea.  Some people will leave 2 drawer legal files (18” wide) full and although its not always the best idea, its not the end of the world.  4 drawer legal files are better moved empty, but you can go ahead and take if the top 2 of the 4 drawers are empty.  However, 2 drawer and 4 drawer lateral files (36” wide) should always be emptied because they are way too heavy and simply moving them can potentially make them twist and then the drawers won’t pull out correctly.  Also, any type of concrete filled fire proof file should be emptied completely to reduce as much weight as possible.  Use the same system of tagging boxes with stickers like the rest of your office with identifier, drawer locations, number of box and total number furniture and boxes on 2 sides of the carton.  Drawers should be able to be kept in order, one drawer per carton if proper moving containers are used.

GENERALTIPS:

When packing boxes, make sure your cartons are flat across the top with no crowning and don’t have open topped containers.  Whether you move yourself or use professional office movers, these are a pain to handle and stack. 

• Move your own plants, they’re messy, awkward, and may not survive the trip in a truck, most movers won’t take them anyway.
• If you have fragile or breakables to pack in your office click Packing Sculptures, Vases, and Fragiles.

As with any other move, use common sense and plan ahead.

Keeping A Building Green Goes Beyond LEED Certification:  The Green Office Move is an article written by David L. King, AIA, CFM.  President, LEED AP, ICB, LLC, Parent Company of Samson Carts & CrateXpress.  David explains in the introduction how companies strive to get LEED certification.  LEED certification is the recognized standard for demonstrating that your company is friendly or “green”.

He compares the effect of using plywood carts vs “Samson carts”in an office move when it comes to the environment and the arena of cost savings to the commercial mover.

A case study is also broken down comparing the substantial savings achievable by using “Tyga Boxes” instead of corrugated office moving boxes (office totes) or book boxes.

The interesting part about both studies is the environmentally green option is actually a cost saver for the commercial mover, not an additional expense.  Finally, David Shares information from the EPA regarding the “Waste stream” or affect that disposed paper and wood have on the atmosphere and on land fills.

To read the entire article THE GREEN OFFICE MOVE.  It has been, posted by the American Moving & Storage Association www.moving.org, as well as www.emovingstorage.com.

Whether you are using office movers or relocating your business yourself, here are some general guidelines to follow to make your office relocation go smoother.

3-4 MONTHS BEFORE THE MOVE:

• Choose your new location.
• Decide if there are any build outs or modifications you’ll need to contract for the new location.
• Order new fax #’s, phone #’s, or any other IT requirements that will be needed.
• Order new address labels and other “we’re moving” materials to send to clients, vendors, etc.
• Decide whether you will move yourself or use a commercial mover.

2 MONTHS BEFORE THE MOVE:

• Choose the move date.
• Meet with building management at new location regarding insurance requirements, moving time restrictions (after hours, weekends only, etc)building protection requirements like masonite for  floors, etc (most buildings management has a “Rights and Repsonsibilities when you Move Checklist”.
• Set your moving budget.
• If you’re using professional office movers, get 3-4 bids to compare services offered, pricing, and other qualifications.
• If moving yourself, figure out rental trucks, labor and logistics for the move, make sure you have enough time to complete your move correctly and avoid down time for your business.
• Make a list or inventory of what you are moving and the logical flow of how it will leave the old building and arrive at the new building.
• Floor plan how existing (and possibly new) furniture will be set up in the new space, it’s critical that this is done to scale so  “what fits” and “what doesn’t fit” isn’t left to chance.
• Cover the schedule with staff so everyone is informed of date and times and on the same page.
• Order internet access, phone lines for new office.

1 MONTH BEFORE THE MOVE:

• Order and receive moving cartons or moving crates and begin to pack if you are not using professional office movers.
• Use color coded tags when packing with room #, employee name, or some designation to tell where the items will go, a color coded schematic or floor plan at destination will assist either commercial movers or do it yourselfers.
• Decide what can or should be purged, there is no reason to move something and then throw it away.
• Set up any new services at the new location like vending or publications like magazines, newspapers, journals, etc.
• Set up a pre-move punch list with any contractors and building management at the new location (elevator times, loading dock restrictions, etc).
• Set up a post-move punch list with management at old location for exit expectations like cleaning, carpets, windows, etc.

2 WEEKS BEFORE THE MOVE:

• Arrange any carpet cleaning, drywall repairs, painting, etc at old location.
• Set the itinerary for move day(s) and contact info for all involved, a list of responsibilities for employees helps to avoid confusion, if it makes more sense to allow a couple days to do so, have an agenda for everyone to follow.
• Cancel any publications and services like newspapers or vending at old location.

DAY BEFORE THE MOVE:

• Confirm move times with all parties: origin building, destination building, commercial or office movers (if necessary), and office staff.
• Review the itinerary with staff.
• Do a walk through at the current location to confirm all items are prepped, packed (if not using professional movers) tagged for new location, and ready to go.
• Do a walk through at the new location to confirm accessibility and readiness for move in.
• Make sure all electronics are unhooked, and ready to be packed, or are in containers already, and are at room temperature prior to moving.
• Post schematics/floor plans and office/cubicle identification at new location.

DAY OF THE MOVE:

• Arrange refreshments whether using a professional mover or doing it yourself, coolers of water or sports drinks are a good idea along with some energy snack bars, granola bars, etc
• Try and schedule the days at 10 hours and under if possible, even professional movers run out of gas if worked too long
• Make sure there is plenty of direction from staff, organization is key for any type of office move.
• Once the move is complete (time permitting) have the staff go for pizza (and maybe their favorite liquid refreshment), it’s a great team builder and bonds people together after completing an important and often stressful process.