Moving an office can be a chaotic and stressful time, especially when it comes to handling your valuable technology. Whether you’re relocating your home or office, it’s essential to take extra care with fragile items and when packing and moving your devices and other tech items.
To help you navigate this process smoothly, we’ve put together a handy checklist of industry advice, as well as some of thing we’ve learnt over many years of supporting clients with their moves to help you prepare and ensure everything goes smoothly. We recently moved our office from one floor to another, and there were definitely things we could have one better, so it just goes to show we are always learning. Here’s our advice:
Don’t underestimate how long it will take!
From planning to execution, don’t underestimate the time and effort this will take you and your team, and the potential impact on your business. Dismantling furniture, unplugging your phone lines and setting up all desks with everything you need can take much longer than you think, and without proper planning this could negatively impact your business. Where possible, work out what tasks can be completed outside of office hours to minimise disruption.
Before you start disassembling your technology, make sure to back up all your data. You’ll need to create copies of important files, documents, photos, and any other irreplaceable information. You can either use an external hard drive, cloud storage, or both. By doing this, you’ll have peace of mind knowing you’ve protected your data. Should something unfortunate happen during the move, your files will be intact – Phew!
Organise and Label Cables
We all know the struggle of untangling a mess of cables! This is especially true when you’re eager to set up your devices and get to work as soon as possible. To avoid this headache, take the time to organise and label your cables before packing – You’ll thank yourself later, we promise!
Use cable ties or twist ties to keep them neatly bundled and attach labels to identify which cable belongs to which device. Trust us; this simple step will save you a lot of time and frustration later on.
Pack Devices Carefully
When packing your devices, opt for their original boxes whenever possible (depending on how long you’ve had some of them). The original packaging is designed to provide the best protection during shipping as there are usually specific compartments to secure each component.
If you don’t have the original boxes, use sturdy cardboard boxes. Wrap each device in bubble wrap or anti-static foam to prevent any damage and fill any empty spaces in the boxes with packing peanuts or crumpled paper to ensure a snug fit.
Remove Ink Cartridges and Batteries
It might seem easier to just load up your printers “as is” to move them. But that’s not a good idea – no-one wants ink spilling all over their printers! For printers and devices that use ink, it’s crucial to remove those cartridges. Do this before packing the devices where possible. Ink cartridges can dry out if your printer is in storage or the components can be damaged in transit, which can be expensive in the long run.
Also, remember to remove batteries from devices such as laptops, cameras, or remote controls. This precaution prevents accidental power-on and potential damage during the move. Pack the cartridges and batteries separately in sealed bags and label them so you don’t forget which device they belong to.
Take Photos of Cable Connections
Before unplugging cables from your devices, snap a quick photo of the connections. We can’t state this enough, and it’s something we didn’t do because we were confident we knew where they all went, only to be left holing wires and asking ‘What’s this for?’ and ‘Why do we have spare cables?!’. Whilst this was mildly amusing, it was also frustrating and took extra time to sort out.
Simply refer to the photos, and you’ll be back up and running in no time!
Pack Your Wi-Fi Equipment Separately
Reconnecting to the internet is usually one of the first things done for both home and office moves. To make it easier, pack all your Wi-Fi network equipment separately from other items.
This includes your modem, router, ethernet cables, and other network connectors. Clearly label the box “Wi-Fi Equipment” so you’ll know right where to go first to get online.
Secure Fragile Screens
Are you moving devices with delicate screens, such as TVs or monitors? Then take extra precautions to protect them from scratches and cracks.
Place a soft cloth or microfiber cloth over the screen, and secure with elastic bands or tape; the barrier will shield the screen from any accidental contact during transit. Additionally, make sure to pack these items in a vertical position to reduce the risk of damage where possible.
Inform Your Movers about Fragile Items
When enlisting professional movers, be sure to be clear about your technology. Inform them about the fragile nature of your devices and other tech items, and clearly label the boxes containing your valuable devices as “fragile.” Provide any necessary instructions to handle them with care. By communicating your concerns upfront, you reduce the chances of accidents while moving.
Test Everything After the Move
If you’ve moved offices, you don’t want to find out about problems on a busy Monday morning. Once you’ve moved your technology and reconnected cables, turn your devices on. Test them to ensure they work as usual and weren’t damaged.
Something may not look damaged on the outside. But that doesn’t mean that there isn’t internal damage. You want to know this upfront so you can file a claim and call in an IT service professional to help.
Need Help with a Safe Technology Move?
Moving can be a hectic and challenging process, especially when moving office tech. But with the right approach, you can ensure the safety of your devices from point A to point B in once piece – along with your sanity!
If you need help or advice about your upcoming office move, or even if you’re thinking about it in the future, give us a call. We’d love to help!
This Article has been Republished with Permission from The Technology Press.