Moving can be overwhelming for many people. There are many different parts to it, and when they’re trying to get their regular work done while also trying to pack up their office, the result can be a major headache. But it doesn’t have to be. With the right timing and preparation, packing up an office can be done efficiently and without too much stress involved. Below are five tips to help you and your colleagues through it.
When you’re moving offices, start by boxing up the items you don’t need on a daily basis. Items like posters, pictures and other decorations should be packed first, while your phone, computer and desk chair should be packed last. Books should also be packed early in the process, unless you absolutely need to keep a few for reference. Office supplies can also be packed early, since they’re not something you use frequently.
Packing can be more time-consuming than your coworkers might think. That’s because it can involve a lot of organizing, even before they tape their first box shut. Tell your colleagues to start combing through their old files and papers early so that they’ll know what to keep and what to shred. If they have a lot of documents, the overall packing process can take longer than they may expect.
Just like you should give yourself time to look through your physical files, you need some time to go through your digital ones, too—especially if you have limited storage space for the files you’ll be backing up. If you haven’t cleared out your computer in awhile, now may be a good time to look over your files and scrap what you don’t need. Important items should be backed up on cloud storage or on an external hard drive.
Computer cords should be placed together in a clear plastic bag. (Before removing them from the monitor and system unit, you may want to take a picture of where the cords are plugged in, for easier re-assembly later on). System units, which should be placed upright, and computer monitors should be carefully wrapped in bubble wrap and placed in separate boxes. Line each box with packing paper and use it to secure these computer parts so they’re well-cushioned on all sides. (See more computer packing tips at the Upack blog.)
Boxes should be labeled with their contents to make items easier to find once you start unpacking. The Staples blog suggests using a number system to help you determine which ones should be unpacked first. Boxes marked “No. 1” should be unpacked first, “No. 2” second and so on. Also mark boxes containing breakable items with special instructions, like “Fragile” or “This end up.”
In sum, timing and organization are key to a successful packing process. Keep these guidelines in mind if you ever have to write a move management guide for staff. If you know a move is in your eminent future, share these tips with your colleagues. That way, they’ll have what they need to get started and the process will seem less daunting overall.