It’s time to relocate. Take guidance from the Office Moving Tips – Things you should know before moving: Each department or section head should ensure that their staff follow these instructions to minimise time lost preparing for the move.
Each employee should be responsible for packing their belongings in preparation for the move. Detailed instructions for packing and labelling are provided to assist with this task. Unless otherwise specified, your personnel will be responsible for packing and unpacking.
Only personnel involved with the move must be present during the actual move. When moving your office to a new location, it’s essential to carefully consider various factors to ensure a smooth and successful transition. Paying attention to important office moving tips can help you avoid common mistakes and challenges often arising during office relocations.
Planning thoroughly, communicating effectively with employees, and coordinating with professional movers are crucial to minimising downtime and disruptions to business operations.
Packing Instructions for Office Moving Tips.
Please take note of the following detailed packing instructions for Office Moving Tips – Things you should know before moving:
In preparation for your move, we will provide you with one-piece recyclable polystyrene rental crates or one-piece self-locking cardboard moving cartons for packing your belongings. Both options have their advantages in specific situations, but the rental crates are particularly desirable for their ease of use and efficiency in the moving process.
For optimal packing and stacking, it is crucial to undergo training on the proper methods for utilizing the rental crates and assembling the cardboard moving cartons. These instructions will equip you with the knowledge needed to ensure the safety and security of your items during the move.
The instructions below provide further detailed information regarding assembly and packing. Adhering to these guidelines will minimize any potential issues during the move.
To facilitate a seamless and stress-free transition, remember to complete all packing before the move starts.
Office Moving Tips Detailed Instructions:
DESKS: Desks must be cleared. Loose items like paper clips, pencils, etc., should be sealed in envelopes. Place working papers, letter trays, books, and other items on the desk in a carton. Protect glass receptacles with paper or other material in the carton.
FILING CABINETS/UPRIGHT: These cabinets are usually moved with their contents intact. Tighten internal drawers to secure the contents. Lock the cabinet if possible. If locking isn’t possible, use filament tape to secure each drawer. If the cabinet is locked, remove the key and keep it in a safe place. Note: If the file has a punch-in lock and you don’t have the key, wrap tape around the lock to avoid accidental locking.
FILING CABINETS/LATERAL: These cabinets can’t be moved with their contents intact. Pack all the contents in cartons, and secure the drawers by locking them or using tape as above.
BOOKCASES: Pack all contents in cartons. After packing, remove the shelves, tape them together, and pack the shelf pins in an envelope.
SUPPLY OR STORAGE CABINETS: Pack all contents in cartons. Lock or tape the cabinet doors.
COAT RACKS OR LOCKERS: Pack all contents, including hangers.
SMALLER OFFICE MACHINES (scanners, printers, etc.): DO NOT PACK THESE MACHINES. Leave the machine on top of the desk or stand. Ensure the equipment has been serviced and all components disconnected. Pack small items like power cords in zip-lock bags or cartons.
PICTURES, MAPS, AND BULLETIN BOARDS: If they are secured to the wall, remove them and tag each piece, leaving it against the wall for the mover to handle. Small items should be consolidated in a carton. Use newspapers or tissue to fill empty spaces between the pictures.
SPECIAL EQUIPMENT: Certain equipment, such as copiers or computer equipment, requires special servicing by company-trained personnel. Arrange directly with the vendor for servicing before the move date. IT service Representatives should back up personal computers, disconnect separate components, and pack loose wires in a box. Notify your supervisor if special services requiring electricians, plumbers, or machinists are necessary to disconnect equipment. Failure to have internal servicing may void service warranties.
Copying, printing, or reproducing machines containing liquid or fluid must be drained.
LIVING OR ARTIFICIAL PLANTS: Palmer Moving can move these items, but it’s not responsible for any damage to the plant. Employees should make their arrangements for these items.
SECURITY FILES: All cabinets should be locked before and during the move. If security regulations require escorts, make arrangements with the PICK&MOVE Project Manager.
PERSONAL ITEMS: PICK&MOVE is not responsible for transporting these items. Employees should make arrangements for moving them.
Tagging and Marking Instructions.
When following the office moving tips, each item to be moved must be tagged or marked. Remember that certain items, such as detachable bookcase units, consist of several sections.
Your move coordinator can provide specific and detailed code assignments for a floor, room number, etc. Be sure to fill in the correct information on each tag.
Certain furniture and equipment (e.g., L-units or conference tables) may need dismantling to move. Be sure to tag each piece with the same information.
- LOCATION OF FURNITURE IN NEW OFFICE—Draw an arrangement of furniture in your new office on a placard provided by our project manager or on a blank sheet of paper. Each item should be identified and drawn close to scale. Be sure to draw in the location of the door or window. Always place the door at the bottom of the drawing. Give it to your move coordinator before the move.
- LOCATION OF TAGS – A uniform marking system is necessary and will greatly assist the movers in locating the furniture and equipment in the new office. Your Project Manager will help design a workable, efficient system.
We utilize a system of color-coded removable labels. Each label’s colour identifies a piece as going to a particular floor, which will be the room number specified. A floor plan depicting the placement of all identified pieces should be on the door to each room.
Dividing the building into colour-coded floors helps the move proceed more quickly and eliminates backup at elevators; identifying rooms and furniture pieces helps get things placed exactly where you want them.
By placing colour-coded tags on each box and piece of office furniture, we can quickly and efficiently move all items to their new positions.
THEFT OR LOSS – Report missing items immediately. In most instances, these items are discovered within a short period and are found to have been misplaced due to the lack of or improper tagging. Palmer Moving cannot accept liability for missing items unless such items are considered missing while they are in our complete and total control or if it can be proven that there was gross negligence on the part of our personnel.
We provide security insofar as the uniformed identification of our crews and the sealing of each truck as it is loaded. It is recommended that a customer’s representative record the number of the randomly numbered seal both as it is affixed and before its removal. Most people are honest, but given the opportunity, even the most honest movers, cleaning people, telephone installers, or even your personnel can be tempted to steal. Do not give anyone the opportunity.
CONDUCT A PRE-MOVE “PURGE” CAMPAIGN—To All Personnel: Please read these suggestions carefully and dispose of everything you will no longer need before the move. Do not delay doing a good “housecleaning job” so that the obsolete material you do not want can be discarded now, reducing packing and moving charges.
Files.
GENERAL FILES: All records with predetermined retention periods must be transferred to the storage centre. It must be done if transferring these records ahead of schedule will eliminate the need to move them. Palmer Moving Document Service offers various computerised, bar-coded records management and retrieval services.
DESKS: Before packing begins, all unneeded items must be removed. It is mandatory to take all personal items home.
STORAGE CABINETS: Critically analyse the contents of storage cabinets and minimize stocks. We will purchase stationery and supplies for delivery to the new location.
ACCESSORIES.
- Please handle the items specified below: – Tag glass tops and blotters separately and leave them on desks.
- Ensure all trash cans and floor mats are tagged. Tag both lamp shades and lamp bases. Office appliances, including coffee machines, must be in contact with the service vendor. Remove and pad the glass plate in microwaves. Unplug the refrigerator and leave the door open. It must be promptly plugged in at the new location following the move.
PICK&MOVE office relocation covers the whole of London and the surrounding areas of M25.
