Read Maria's bio.
Skip to main content
Skip to footer
Packing and moving your office
Q: We are relocating our office. Packing and moving is never easy, but we've been in our current office for 12 years. Do you have any advice on how to make this move as organized and as easy as possible? How much should we move? How much should we throw away? How do we know the difference?
A: Office relocation sounds like a daunting task to many, but taken one small step at a time, it can be a stress–free, and even fun project.
First, appoint someone to act as your 'move coordinator' and assign staff members to the coordinator's 'move team.' The 'move coordinator' should be an organized, detail–oriented person, as this person will be responsible for keeping an overall picture of tasks, people assigned to tasks, schedules, deadlines, and progress.
The 'move coordinator' and the 'move team' can brainstorm a list of major projects, and mini projects within each major project, that must be completed. Then, assign each 'move team' member, one or two major categories. Each of those staff members will be responsible for overseeing the tasks within his or her assigned categories, and reporting progress back to the 'move coordinator.'
The list should look something like this:
SPACE PLANNING
- Task 1
- Task 2
- Task 3
- Task 1
- Task 2
- Task 3
The rule of thumb is to write everything down so nothing is missed, and to have staff members in charge of specific duties so that the work is evenly distributed.
Regarding how much you should move depends on your individual situation. For example, if your company is getting all new office furniture for your new location, it won't be necessary to move your old furniture with you.
The real problem for many office relocation projects is deciding what paperwork to bring with you, and what can be tossed. Many companies require customer, legal, and financial documents to be retained for a number of years, so any documents that are still within that legal timeframe will need to be moved.
However, any correspondence for events that have passed, meeting notes you filed years ago and never look at, computer software manuals for computer programs you no longer use, old advertisements and catalogs, and other outdated or unused materials should be tossed. Most offices that relocate can lighten their loads by more than 50%, just by getting rid of these types of items. And a lighter load, means a lighter, less–stressful move.
Finally, remember that there are bound to be things that don't go exactly as planned. If you expect snags to arise, you won't be surprised or stressed when they do. Simply take a deep breath, and come up with an alternate plan. In the end, everything will work out, and you'll be all set up in your new location in no time at all.
Some issues discussed in the expert forum are complex and continually changing.We recommend you consult a professional advisor about your specific circumstances, needs, and applicable laws. More details.