Labelling Strategy for Office Moving

Posted by: George, on 30/03/2013

moving office computers

No business owner enjoys the prospect of office moving and the hassles that come along with it. Even when done efficiently, moving carries with it downtime, misappropriated employee resources, and the possibility of losing important files. When done poorly, the results can be disastrous. The key to a great move is all in the labelling. With good labels, a sound labelling strategy, and a motivated workforce, your office packing doesn’t have to be painful. Here are some tips to make your move a dream rather than a nightmare.

Why Labelling Matters

It’s easy to underestimate how difficult it will be to unpack everything at your new location. Not only is it time consuming, this is the point where things have a tendency to go missing. Even losing something as insignificant as a stapler costs your company money. Losing something truly important like an accounting folder could jeopardise sensitive information and create headaches for your entire office. By labelling every box carefully, you reduce the chances of a disaster and speed up the unpacking process, cutting downtime to a minimum.

Ready to Ship

Colour Coding

One of the most effective labelling strategies is to use a colour coded system. What’s crucial is that everyone in your office is on the same page. If you have Bob in finance labelling things with one system and Janice from sales using another, you may as well have dispensed with a labelling system altogether. Hold a meeting prior to moving day and make sure everyone understands how to label their boxes. By using colour coded labels to differentiate various categories of equipment (blue for folders, red for office accessories, etc), you’ll know exactly where everything is when you arrive at your new office.

Out With the Old

One of the most common mistakes in office packing is the tendency to believe that everything needs to go to the new location. This is your chance to get rid of old equipment, outdated files, and furniture that needs to be replaced. There’s no sense starting over in a new building with the same clutter. Hold an office sale, donate old equipment, or simply throw out anything that doesn’t need to make the move. Make sure, however, there is a designated strategy for getting rid of anything sensitive such as customer information that could get out and prove compromising.

The Final Checklist

All of the planning, labelling, and care in the world can still leave room for mistakes. While some degree of error is inevitable, here are some questions you should ask before you hand office removals over to the moving company:

  • Have you cleared everything out of the desks?
  • Have you cleaned out the filing cabinets and supply pantries?
  • If you have an office refrigerator, has it been emptied?
  • Are all fragile items properly packed and marked as such?
  • Is everything off the walls?

By creating a final checklist using these and other considerations specific to your office, you can reduce the chances of a head-slapping moment upon setting up your new space. No move is ever perfect, but a careful strategy can get you as close as possible.

By George B (follow me on Google)