OFFICE MOVING TIPS FOR EMPLOYEES

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.

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