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Useful and Relevant Tips for Moving Office Equipment Correctly

So, the time has finally come for moving your office, and you’re probably brainstorming several ways to make sure your relocation goes smoothly.
Moving office equipment is entirely different from moving a house. There are just too many fragile office items to deal with. For once, you might be able to tolerate a broken vase when moving a house. But the same can’t be said for office equipment which is not only expensive but also stores valuable data.
When moving an office, it can be easy to get overwhelmed. After all, packing and transporting your computers, furniture, decor, appliances, and other valuable items can be a complex process. But don’t worry, no matter how difficult the relocation seems, there is always a way to get everything organized and transported safely.

USEFUL TIPS FOR MOVING OFFICE EQUIPMENT CORRECTLY

How to Move An Office

The two most critical aspects of any office relocation involve packing and moving. Equipment like computers, printers, and copiers can get damaged if they accidentally fall or get exposed to water while packing or transportation. Read along to know how to move your office without incurring any damages.

HOW TO MOVE AN OFFICE

Create a List of Office Equipment Supplies to be Moved

First things first, when moving an office, thorough planning and organization are critical. To prevent your relocation from taking a chaotic turn, make sure you create a complete office inventory list.
Your list can be created in a way that is convenient to you. You can make several sections in the list that can later align with the packing and arranging procedures. Make sure you group the office equipment supplies in one place. For documents, you can separate the archives from the paperwork you might need in the future.
Whatever format you create your list in, it will make all the difference for a smooth office and furniture relocation.

Focus on Things Needed for Packing to Move

Use the Original Equipment Boxes

With your list now complete, the next step would be to unlock the packing process. The safest and most economical way would be using the original equipment boxes for packaging. These boxes fit the equipment perfectly and also come with cushioning, so moving your equipment does not lead to any damage.

Cushion it All the Way

Your office probably has a lot of fragile items, and you’re wondering how to keep them protected while moving. The simple answer to this question is - cushioning.
Cushioning prevents the office equipment supplies from moving back and forth inside a box. This prevents them from breaking during transit. Different items require different cushioning. Here are some of the options you can use:

  • Bubble bags for larger objects.
  • Padded divider sets for organizing smaller items like mugs or other figurines.
  • Packing peanuts, tiny foam-based peanuts to fill the empty areas of a box in which the equipment is placed.
  • Packaging foam that you can cut in any shape to surround fragile office equipment like computers. It is one of the best ways to cushion heavy and fragile items.

Focus on Specific Office Equipment Supplies

When moving office equipment, it’s not a good idea to toss random items in a single box or use the same packaging for all the items. For example, if you place two heavy items in the same box or if the driver who transports them is not a professional, you might end up receiving damaged items.
Here’s how you can transport each equipment safely:

Office Equipment

Before packing and moving your company equipment, make sure all your company data is backed up on a cloud server. The purpose of this step is to keep your data safe and continue working until the new office is ready. Here’s how you can transport each equipment:

1. Transporting Office Printers

When moving laser printers, make sure you remove the cartridges. During transit, if the equipment happens to face any bumps or shakes, the fine powder might spill out from the cartridge and damage the printer. On the other hand, Inkjet printers can be transported with cartridges inside. However, make sure you place it securely to prevent it from turning over due to constant shaking. Uninterrupted Ink Supply System must be packed separately. You can pack all the equipment in their original boxes and protect them with foam plastic.

2. Transporting Copiers and MFP (Multifunction Devices)

MFP or multi-function printer combines the capabilities of a scanner, printer and copier. It can be seen in many offices. It often weighs more than 50 kg (110 lbs) and should be carried by securing it with belts at the bottom. The device is equipped with wheels so it can be pushed around on flat surfaces. You can pack the MFP in a box with foam plastic on the sides. Make sure you unscrew the MFP’s castors while packing. You can fix the packed MFP box in the truck with a strap so that it does not move, hit or roll over inside the truck.

3. Transporting Computers

Computers, system blocks, laptops and other equipment must be transported very carefully. To start with, separate the wires from each piece of equipment. Next, fold them neatly and provide separate packing (for both equipment and wires) with a marking to avoid confusion.
It’s always a good idea to preserve the original office equipment box. But don’t worry if you haven’t. Professional movers always have a whole range of packaging materials in their arsenal to ensure all your equipment is delivered intact.

Office Furniture and Decor

When it comes to office furniture moving, there are no specific guidelines to follow. In the absence of professional packers and movers, you can ask each employee to pack their own desks. Chairs, tables, and the rest of the office furniture should be bubble-wrapped to prevent them from damage during transportation. When moving furniture, make sure the people moving it take all the safety measures.
Office decor does not play any role in your company’s day-to-day operations. This is why you can pack them first.

Measures to Take for Moving Equipment

With all the equipment now packed and ready, it’s time to make the move. However, even if there’s one small accident, you might end up having damaged equipment. Most of the office items can be fragile and heavy. To avoid this mishap, be sure to inspect all the walking lanes from start to the end so that the people who carry them don’t stumble or trip.
When the office equipment and furniture relocation is underway, it’s also important to analyze how you can make the entire process safe for both the equipment and the employees (if they are a part of the moving process). Make sure they’re equipped with protected gear so nobody gets hurt.

How to protect fragile items during office move

Hire Professionals to Move the Office

We hope our tips helped answer your how-to-move-an-office question. The process can be a daunting task. There are endless details to go over and multiple precautions to take. If you lack the technical finesse of moving these heavy and fragile items, you might be putting them at risk. All in all, office relocation (including furniture relocation) seems like a lot of work which can even lead you to pause your business for the entire relocation duration.
If you want to avoid an expensive moving fiasco, a smart idea would be to hire the pros who relocate offices on a daily basis. A trustworthy moving company like California Movers can professionally handle your relocation right from the start to the end. With us, you will have the option to save your time and not let your business stop throughout the relocation. More importantly, our movers are highly trained to pack and transport all your valuable equipment in the safest possible manner.
Ready for a hassle-free move? We’re just one tap away! Request a free quote or drop us a line to resolve all your inquiries. We’re here to get you moving!

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