How to Stay Organized During Your Office Move

by / Thursday, 31 May 2018 / Published in Moving Tips

Got your dream job and now you’re moving to a new office? That’s great news, although it does mean that you’re going to deal with the stress of packing and unpacking.

An office move can be quite stressful, but don’t let stress highlight what should be an exciting opportunity for you. Fussing over the moving process can lead to a catastrophe, like losing your important documents.

If you want the process to be as smooth and as stress-free as possible, follow these tips so you can stay organized. Stay on top of stress to avoid misplacing items and so you can get back to work as soon as possible.

Start Early If You Can

If you’re fortunate enough to know the office move date a couple of months or even a few weeks ahead, start cleaning little by little right then.

Starting early will ensure that you won’t forget or lose something, and you won’t have to rush through the steps. Often times, rushing leads to mistakes. The best case scenario is you lose an eraser or a pen, while the worst case scenario is that you lose your job because of some missing important files.

Start with the things that you don’t need on a day to day basis. Remember that it’s business as usual even when you’re in the middle of the moving process, so save the important things for the last week or so.

Allot at least 15 minutes each day to go through your stuff. When you’re in a rush, however, keep a clear head as you follow the steps below with quick movements.

Visualize and Plan Your Office Move

You should already have an idea of your new office’s set up, so you can already start planning where each item will go. If you’ll have a room all to yourself, note the drawers and surfaces you can use. If you’ll have a desk, this bit will be easier.

Visualize how your future desk or room will look in relation to your current one, and plan how you’ll arrange things.

Moving to a more cramped space? You may have to take home some items from your current office or discard of them. You may need to make use of storage space too.

If your new office is a surprise, take the necessities with you and plan decorations like plants and photos when you’re already there.

Sort and Purge

As you ransack your drawers and your desk, begin developing a sorting system. You may sort items according to their function, type, or location. For example, all books and references will go to one box, and all items on your desk to another box.

While sorting, take this opportunity to review each item and ask yourself if you have an absolute need for it in your new office. If not, get another box where all items that you need to discard will go. If you need to, get a “take home” box, too, for items that you don’t have to throw away or those that movers won’t transport, such as plants.

Make sure to review your company’s retention policies as well. Shred important papers you no longer need and recycle those that you can.

Add a box as you go, but don’t forget to do the next tip at the same time.

Take Inventory

After all the time you’ll spend packing, you don’t want to lose even a dime – not to mention the extreme importance of all those items, of course.

The best way to do this is to take inventory of everything you’re putting in a box and listing in which box it goes. Make sure to update it when you’ve moved an item to another box.

A paper and pen can do the job but only if you’re sure that you won’t lose the list. As a tip, use a software that you can access anywhere so you can update it anytime and you won’t ever lose it.

You can approach this however you want – you may list items in a specific manner, like “How to Organize Stuff book,” or you may make a simple note of how many books you’re moving into another office. We recommend, though, that you go for what’s the best use of your time, as your boss still requires you to work.

Put General Information in Labels

As you fill in each box, seal it with a tape (as long as you’re sure you won’t open it again before the move) and label it at once. For maximum efficiency and shorter downtimes, write down where you need it to go (e.g. “Equipment – Desk” or “Tools – Nearest Drawer”).

Label the most important box “Open First.” The items within should be the ones you need so you can perform your duties right away after your office move. These are likely the ones you’ll pack away at the last minute, such as equipment and current project files.

Include the following information as well:

  • Your name
  • Department
  • New office

This way, people can return it to you should you or a mover misplace it. It’s best if you keep an eye on your things, though, especially on the important files.

Start with the Furniture

Now, this tip deals with after the office move. If you have furniture in your new office that you can move around, arrange those first before you even open the “Open First” box.

Arrange the desk in a way that it’s close to electrical outlets, and ensure you don’t have your back to the door.

Also, plan your exit in an emergency. If you want some drawers near you, move them to a location that won’t obstruct your way.

Next are your chairs and your computer. Put the chair and the keyboard in a location where typing is comfortable and doesn’t put stress on your eyes, neck, and wrists. The phone should also be in a place you can easily reach while you’re working on your computer.

Remember that these items should accommodate your paperwork, so keep an area open. After which should be a good time to open the first box and the rest.

Get Help from Professional Movers

The moving process is more daunting than it sounds, and we understand how stressful it is for the people. That’s why we make sure to keep it as stress-free as possible by respecting the importance of each item and taking care that it reaches the new location in its original state.

For any inquiries and a free quotation, contact us now.