How to Organize Moving Your Business

Whether you’re relocating a small office or large corporation, the same guidelines apply for getting organized, packing, and moving your business.

• Plan ahead – way ahead. Let your staff know you’re moving as far in advance as possible. Schedule some time every week for each employee to prepare.  
• Reduce clutter and purge old files. For most businesses, files over a certain age (5-10 years) can be destroyed. Use a shredding service for security, and check with your accountant – some tax files need to be kept long-term. 
• Separate any files and records that are going to long term storage (legal and medical, for example) and send them ahead to your storage facility. 
• Take this opportunity to reduce paper records – if you use paper files for current clients, consider replacing them with software- it’s 2018!
• Clean out clutter around the office – ask employees to take home unnecessary personal items. Organize and purge closets and storage rooms – they’re probably full of outdated equipment, old gift baskets, and office supplies no one uses anymore. Donate to your local schools and churches – they always need office supplies, and even take empty ink cartridges for fundraising.
• Inventory every piece of office furniture and equipment; now is the time to toss anything that’s unused or broken. A new office is a fresh start, so take time to reorganize and ensure each employee has an efficient workspace with furnishings in good condition.
• Finish your furniture inventory a few weeks before the move – sell or donate any surplus furniture. Having some empty space makes organizing and packing much easier.
• Check the age and condition of electronics, including computers, printers, and phone equipment. It may be more cost-effective to replace old equipment rather than paying to move it.  Once you confirm all equipment is in working order, consider whether you’ll move it to the new business location.
• Donate or recycle any old computer equipment. Most cities have programs to recycle old monitors; cords and cables are recyclable for their copper. It’s important not to put computers and monitors in the landfill.
• Create a digital inventory file or spreadsheet of your furniture and equipment to track everything during the move. Also, be sure to give a copy to your accountant at tax time.
• Use large colored labels for packing and give each department or employee a different color. Create a standard labeling system to avoid confusion: “Department/Employee” for example.
• Back up all computers and make sure you have a secure copy of all your data before disassembling each workstation.
• Each employee should have their desk area packed before the movers arrive. Have them use their assigned color to label everything – including computers, printers, cords and cables they’re going to use at the new location. Pack one box with all computer, phone, and printer cords for quick setup.
• Pack a box with the essentials – paper towels, hand soap, toilet paper, coffee maker, snacks – to help settle in on moving day. Label it clearly “Open First”.  Make sure the movers load that box last and unload it first!  You’ll be able to set up your kitchen/break area and bathrooms right away.

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