Moving an office is a big endeavour for all managers and employees. There’s a lot of preparations to get through, paperwork, notifications and that’s all before the moving day. Most companies would hire professional movers to do the hard part of the work, like packing and moving. But some prefer to go the DIY route. If you’re the latter, the Fantastic Services team prepared this handy guide for you.

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Be aware that moving office furniture is not a job for your employees and some of them might not take on the task with enthusiasm. But if you’re a small company with people, eager to help with everything, here are a few helpful office moving tips.

How to move a desk

Let’s start with the obvious most used piece of furniture in any office – the desk. Even if you have a home office, you’re most probably working on one.

  • Take a photo. It’s important to have a photographic inventory of everything you own in your office. This way, it will be easier to know if you’re missing something. Also, having a picture of your desk can help you assemble the parts, you’ve disassembled priorly.
  • Empty the desk. If the desk has a drawer, empty it. Wrap the items individually in stretch wrap. If they’re too small, put them all in a plastic bag. Don’t forget to label the bags if they’re not transparent.
  • Remove detachable parts. Drawers, keyboard trays and anything that can be detached from the desk should be removed. This is to prevent any damage during transportation. Wrap the parts in stretch wrap or packing paper for protection.
  • Protect. To ensure your desk doesn’t get scratched or seriously damaged during the move, wrap the piece of furniture in soft blankets. They will ensure that it is sufficiently protected. Secure the blankets with packing tape, so they don’t slip off. Wrap the desk completely in blankets and secure them with packing tape.
  • Move. First, clear the way to ensure that the desk can pass through doors and in between other furniture. After that, find someone to help you, as two people need to lift the desk on a dolly. Then, two people need to hold the desk in place, while sliding it along. Once the desk is out, two people need to push it into the moving van.
tip

When wrapping the desk with packing tape, make sure the tape doesn’t touch the desk. Otherwise, you will have to later spend a whole day removing glue residue from the surface.

How to move a secretary desk

A secretary desk is slightly trickier to prepare for a long move, but not impossible. There are just a few complications you have to take into account.

  • Take a photo. Since the secretary desk has more parts, a photo is important for the assembling after the move. Don’t skip this step.
  • Empty desk. Pack the items you take from the drawers in separate plastic bags and carefully label each one, so you know where they go. Finally, place all plastic bags in a single cardboard box and label it “secretary desk”.
  • Detach removables. Remove all small, medium and big drawers from their places and wrap them carefully. Do the same with the shelves and trays. Put everything in a box and label it “desk parts”. Finally, close all non-detachable lids, to make the desk as compact as it can get.
  • Pack. Start with stretch wrap, in order to secure all non-removable parts of the desk, so they don’t randomly open during transportation. Then, wrap the secretary desk with soft blankets and seal with packing tape.
  • Move. You’ll need two people to lift the desk on a dolly and move it to the moving van.

If you have to move any furniture down a flight of stairs, you will need two people, equipped with working gloves and forearm lifting straps. “Walking” any furniture down the stairs is dangerous and should be done by professionals only.

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How to move a file cabinet

Filing cabinets might take you the most time to prepare. If they’re full, they are extremely heavy, so you have to empty them and find a way to organise all your files without them.

  • Declutter. First, you should go through all your papers and sort them out. Throw away any old and useless documents. The fewer things you have to carry, the better. This step would take most of your time.
  • Separate important papers. While decluttering, set aside your most important documents – insurance policies, important contracts and the such. Add the documents that are most valuable for your company and which you don’t have a digital copy of, or basically, all documents that you mustn’t lose under any circumstances. Keep all of them with you during the move.
  • Pack the rest into boxes. The rest of your files should go in cardboard boxes. Organise them however you see fit. Don’t forget to label which documents go where.
  • Wrap the cabinet. Once your cabinet is empty, remove the drawers and pack them into a separate box. After that, wrap the cabinet in a soft blanket and secure with packing tape.
  • Move. Get two people to move the cabinet to the moving truck. If the cabinet is still too heavy, use a moving dolly. Heavy items should be generally left to be moved by professional movers, so we recommend that you don’t risk hurting yourself in the process.

How to move a computer

And finally, here is how to prepare your most important office item for the big move. Be very careful with this one, as a lot can go wrong.

  • Back-up your data. Do this as soon as you’re done using your work on the computer for the day. Accidents happen and once the move is over, you may find that the computer’s been damaged during transportation. You can easily buy new equipment, but the data is irreplaceable.
  • Remove and organise the cables. Take a picture of the cables so it can be easier to put them back in their place after the move. Then, remove all cables and place them in a plastic bag. Put the plastic bag in a box reserved for the peripheral parts.
  • Prepare the computer box. A cardboard box that is about to contain your desktop computer should be re-enforced with packing tape. Additionally, place a sheet of bubble wrap on the bottom to serve as a cushion.
  • Pack. Wrap the disconnected desktop computer with bubble wrap and secure with packing tape. Then, place the computer inside the box. If you’ve measured everything well, there shouldn’t be any gaps. If there are, fill them up with packing paper or more bubble wrap.
  • Move. Test the box by shaking it to make sure it’s packed snuggly. The computer tower shouldn’t be shifting inside. If it is, take it out and fill the gaps with more packing paper. Soft cloths would so the same job. When it’s finally packed properly, seal the box and label. Don’t forget to add a sign “Fragile” so everyone would know to handle it with care.

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How to pack a computer monitor

  • Remove and wrap stand. Pack the stand separately with packing paper and then in bubble wrap. Use the original packaging if you still have it.
  • Wrap monitor. Wrap the monitor in packing paper and place a large piece of bubble wrap on the screen.
  • Place in a box. Place the packed monitor back in its original box or in a similar one if you don’t have it. Fill the gaps with more bubble wrap.
  • Seal. Close the box and shake gently to make sure nothing is shifting inside. Finally, seal securely with packing tape and label with a sign “Fragile”.

How to pack computer periphery

  • Keyboard. Wrap in bubble wrap along with the cable. Be careful not to press too hard, so you don’t damage the wiring inside.
  • Mouse. Wrap in bubble wrap along with the cable and secure with packing tape or a strong rubber band.
  • Microphones and cameras. Wrap in bubble wrap and secure with packing tape or a strong rubber band.
  • Pack. Use a large labelled box for the computer periphery. Make sure to be of a suitable size – not too big, but enough for all the items. Fill the gaps with a soft cloth or packing paper and seal the box.

Moving office furniture doesn’t have to be a difficult task. With enough preparation, good organisation and some help, you won’t have to worry about damage or delays. If a smooth move is your utmost priority, you can always call professionals to make sure everything goes according to plan.

Image source: Africa Studio/shutterstock.com

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  • Last update: September 25, 2019

Posted in Office Moving Advice

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