Moving your home can be stressful, but moving a whole office, complete with equipment, furniture, and files, can be even more challenging. This operation requires careful planning and working with a shipping company that will deliver your materials intact. Here’s a step-by-step guide for how to prepare an office for relocation, whether you’re moving across town or to another state.

How to Set Up Shipping for an Office Move

1. Plan Carefully

You’ll need to create a detailed schedule for your office move with a day or two that can be spent setting up the equipment at your new location. Before you even start packing, make sure all your data is backed up, and, if it’s possible, give your employees the resources they need to work from home as a failsafe. This might include downloading software for them and forwarding phone lines. Next, acquire a copy of the new floor plan so you can plot out the office layout. This will come in handy when you need to direct the movers where to set up workstations, communal furniture, conference tables, and any other features. 

2. Communicate With Employees

Even the most competent planner cannot execute a company move alone. Whether you collect a team of moving coordinators or engage each employee in the moving process, you’ll need help. Communicate to your team verbally and in an itemized list what tasks you expect them to complete before, during, and immediately after the transition. Make sure they know specifically what items should be packed up and what should be left behind.

3. Pare Down Necessities

Before every big move, encourage your employees to sort through all their paper files and office supplies and ditch what they don’t need. Provide a secure document shredding service for sensitive information and make sure there are plenty of recycling and trash cans available. The less employees pack to take with them, the easier it will be to settle into your new space.

4. Pack It Up

After you’ve finished sorting through all the items you don’t need to bring with you, it’s time to pack the remaining files, office supplies, and personal items. Give your employees plenty of boxes, packing material, labels, and tape. If you’re going to use a shipping company, use new corrugated cardboard boxes to protect your belongings. Fill the boxes as much as possible and then use packing material in the corners to keep items from shifting inside the box. Label everything as you go, and use clear lettering to distinguish boxes with fragile contents.

5. Work With Professionals

When it comes to moving expensive equipment like computers, large servers, or office copier/printer machines, professionals can safely disconnect, move, and reconnect this equipment. Don’t risk damaging your machinery by trying to move by yourself or asking employees to carry the burden. 

When you relocate your office, you can protect equipment and furniture with the right planning. Box Stop makes this process simple with reliable shipping services out of Nicholasville, KY. They offer custom boxes and motor freight transportation for oversized, sensitive, and heavy items, and they also sell double-wall corrugated cardboard boxes and discounted bundle moving packages. For over 30 years, this shipping company has provided Lexington residents and business owners with peace of mind. For more information, call (859) 271-2393 today or visit their website. You can also connect with the shipping company on Facebook for more tips.