Moving Office Equipment The Right Way

Posted by: George, on 05/04/2013

office moving

A business must scramble to do several things during a typical move, but proper planning and coordination increases the chance of a successful implementation – and a sigh of relief knowing that the office removals went smoothly. If you are an entrepreneur, pay special attention to the way your team prepares office equipment during a move – specifically how personnel plan the move, how they pack office gear, whether or not your company should hire an external services provider, and how to coordinate things at the new location.

Plan the Move

Planning the way you want to move office equipment is key to preventing operational incidents, such as loss and damage. Assemble a specific team for each work stream, setting goals and procedures for each member. For example, assign specific groups to handle computers, copy machinery, servers, laptops, videoconference gear and projectors, to name a few. Ensure each team meets periodically to follow up on open items and ascertain that the packing process is in sync with what other teams are doing – say, cleaning, physical planning at the existing location, and contacting the transportation services provider.

Pack Appropriately

Buy custom-made boxes from a specialized vendor and label each box in accordance with the category to which the content belongs. Use full words – such as computers, fax machines and projectors – or special codes the packing team understands – say, “C” or “COMP” for computers, “F” or “FAX” for fax machines, and “P” or “PROJ” for projectors. Assign storage facilities – which may be offices at the current location – to each equipment group. Then, implement the move process and provide important details to responsible teams to ensure everyone is on the same page. Specify who will move each piece of equipment, when the move will happen, from which location the equipment will be transferred, and where it will be stored at the receiving location – and clarify the different phases in between all of the above processes. Also, review equipment-repair orders to identify those pieces that may have a problem on move day, and to determine gear that should be donated because of obsolescence or pending replacement orders.


Seek Specialized Help

Depending on your company’s size, the scope of the move, and the deadline set by senior management, you may need to seek the expertise of a machinery-moving company. You also can reach out to a managed services provider (MSP) to handle everything related to the move, transfer and setup of IT gear. Hiring a professional team to move the servers, for example, can help ensure that these critical pieces of your IT infrastructure are safeguarded against damage during the move-out and move-in phases. The team would identify the telephone and server room at the new location and label it on the floor plan, making sure the server room is centralized to prevent Ethernet UTP length limit. The server-moving group also would confirm that minimum requirements for server room are met – think of things like security, size, electrical and cooling.

Coordinate at the New Location

Coordinate tasks at the move-in location to ensure effective delivery and unpacking. Follow the same approach you use in the old location by storing all equipment in specifically assigned rooms. That way, you can quickly review the office equipment inventory sheet to compare what was transferred and what was eventually received – thus determining whether loss or damage, among other incidents, occurred during the office removals. The inventory sheet is often called a Furniture & Equipment (F&E) list. Unpack each F&E item in accordance with the planning schedule laid out for the new location.

By George B (follow me on Google)