Moving can be a hassle. For businesses changing offices, the associated costs of moving can be several thousands of dollars on top of new rent or mortgage charges. Corporate moves make up around 38% of annual relocations, so there’s a good chance your business could go through this process at some point in the future.
With the right advice, however, moving doesn’t have to be so bad. Your large office move might seem daunting, but when you break it all down into steps, it gets much easier. Keep reading for some tips on navigating your next large office move and to learn about ways to pack things correctly and efficiently.
Before you start packing up everything in the office, it’s best to make a plan for how your move is going to go. Are you going to hire any helpers, or take on the task yourself? Where will your items go, in storage or directly to your new location? Let’s break things down even further.
On-site vs. Off-site Storage
Simply put, on-site storage keeps your storage unit or container right by your building. This is mainly used for renovations or as temporary storage for the same location. In this case, the unit doesn’t move with your office’s items inside; it only gets picked up afterward.
If you plan on relocating your office, however, off-site storage might be more beneficial. This is when you use a separate storage unit or storage facility. When it’s time for you to move into your new space, you can have everything transported to the new building.
This could be useful if you aren’t moving immediately and have some time between when you vacate your previous office and move into a new one. Many businesses also utilize this option if their new office needs some renovations prior to move-in.
Another option is utilizing storage containers to transport things directly to your new building without a stopping point. This is a common route, though it can be pricey if you go the traditional way with moving trucks and professional movers. Consider turning to a company like Mobile Storage Solutions, which will provide the same end result without burning an extra-deep hole in your company budget.
Labeling and Documentation
Before you start packing, it’s also important to establish a labeling system. How are you going to organize everything? We advise creating an inventory listing everything you are packing and where it can be found. Having multiple copies of this list is recommended. This ensures that if anyone in the organization needs something, they know exactly where to look.
Not only does labeling help you find what you’re looking for, but it also prevents you from forgetting important items as you pack. No one will need to question “did we leave this behind?” because your inventory confirms everything you put in your storage unit.
Just like with your inventory list, you will also want multiple copies of other important documents more pertinent to your business. Before you start packing, make sure you have copies of any files you might need in case something goes wrong in the move. You don’t want to lose anything important when going from one location to another.
Once you have your prep work done, there are a few things to remember about packing. You’ll want to start with the essentials: large cardboard boxes, bubble wrap, heavy duty-trash bags, box cutters, permanent markers, and packing tape. From there, work like you’re solving a puzzle to find the most efficient way to load your items into boxes and bags—remember to document where everything goes in your inventory!
If you have bulk supplies, sometimes they don’t even need to go in boxes. Multiple reams of paper take up space, and if you don’t have any room to spare, just transport or store them as they are.
Consider grouping similar items together. For example, if you have a large set of coffee mugs from your break room, put them all in one box instead of splitting them up. Just don’t forget to wrap them up in bubble wrap so they don’t break.
Shared supplies are easy to pack (especially smaller items), but be sure to label boxes and individual items in case there are personal or specialized supplies in your collection. Packing things used by different departments in the same box might make it difficult to separate them again later on, so take this into consideration when packing as well.
Equipment can be incredibly expensive, and you don’t want to add to your moving costs with any replacements. Use bubble wrap, foam sheets, and packing peanuts for breakable items. Anything you can do to soften your equipment’s surroundings is a plus.
If possible, consider keeping some equipment separate from your storage unit. For example, perhaps an employee can transport the office’s favorite coffee machine instead of having it take up space elsewhere during transport or storage.
Many pieces of furniture can be more conveniently packed if you disassemble them. This won’t work with every piece, but many large furniture pieces can be broken down in some form or fashion. If you do this, consider taking a photo or writing down how you disassembled it in case you need a reference for when you put it back together.
Regardless of whether something can be disassembled or not, make sure you protect your furniture from chips or scratches by wrapping it in bubble wrap or placing cardboard around or in between each chair, couch, or desk.
Consider Mobile Storage Solutions
If you are in the Greater Chicago area, we offer services to make your move as easy as possible. Not only do we provide easy-to-load storage containers, but we also bring them to your driveway and take them to your new location once they’re ready to go! No transporting hassle on your end.
We also provide on and off-site storage options, so we’ve got you covered regardless of which works better for you. Save money by avoiding moving trucks and movers all while supporting a local business. Contact us at 224-432-6344 or fill out a form for a free quote on our moving services in and around Chicago.