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Office Move Instructions for Employees: Office Relocation Made Easy!

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Planning an office move? It can feel like a lot, right? This guide is here to help you out with easy-to-follow office move instructions for employees. It clearly lays out the nitty-gritty like what to pack, how to label items, and the best ways to set up your new workspace.

To get your team moving fast, send them this Office Move Instructions Checklist to ensure every employee is on the same page for your upcoming relocation.

Office Move Instructions Checklist for Employees
Office Move Instructions Checklist for Employees

When it’s time to make the move, RCS Moving has got your back. We have tons of experience in commercial moving, so we will take care of the heavy lifting, making sure everything gets to where it needs to be, on time and in one piece. With RCS Moving, you’re in good hands.

Packing Instructions for an Office Move

Preparing for an office move involves careful consideration of what to pack and what to leave behind. This section offers detailed guidance on what items should be included in your moving boxes, from personal belongings to electronics, ensuring a smoother and more organized relocation process. By following these recommendations, you'll minimize the stress of relocating and contribute to a successful move.

What to Pack in an Office Move
What to Pack in an Office Move

🖼️ Personal Belongings Packing Instructions

Take a box to your desk and pack up all personal belongings, not owned by the firm. This includes any decorations, books, photos, plants or office supplies. These items should be taken home with you prior to the last day in the current office.

  • Family Photos: Preserve the personal touch in your workspace by packing family photos securely in labeled boxes.
  • Desk Plants: Bring your cherished desk plants to your new office, ensuring they are potted securely to prevent soil spillage.
  • Personal Stationery: Include personal stationery like pens, pencils, and notebooks in your packing list, organizing them in small, accessible containers.
  • Office Decorations: Don’t forget to pack office decorations that inspire and motivate you. If you’re ready for an upgrade, now’s the time to create your own aesthetic in your new workplace.

📓 Desk Contents Packing Instructions

In a separate box, aggregate all company owned supplies, resources and accessories. Ensure to remove any sensitive documents from this box and provide to your manager for safe transport. This box will be moved into the new office via the moving company.

  • Working Papers: Ensure you pack your essential working papers, such as project documents, reports, or crucial files, in labeled folders or document boxes for easy retrieval.
  • Letter Trays: Secure your office letter trays, often containing incoming and outgoing mail or documents, by stacking and taping them to prevent shifting during transport.
  • Books: Include any reference books or professional literature from your desk in your move, placing them in suitable boxes for books to prevent damage.
  • Other Desktop Items: Don't forget to pack additional desktop items like office supplies, staplers, or calculators, ensuring loose materials like paper clips and pens are organized in envelopes or small boxes within larger moving boxes.

🏺 Fragile Items Packing Instructions

If there are any fragile items at your workstation, ensure to wrap them with provided bubble-wrap, blankets and padding. If necessary, flag items to your manager to be placed in a flagged “fragile items” box. 

  • Glassware: This category includes decorative glass pieces, glass tabletops, and any other glass items in your workspace.
  • Delicate Equipment: Refers to specialized tools, fragile electronic devices, and other delicate machinery you may have.
  • Artwork: Covers all types of artwork, such as paintings, sculptures, or framed pieces.
  • Ceramics: Encompasses pottery, delicate figurines, and any ceramic items in your office.

💻 Packing Electronics for an Office Move

For electronics packing, managers must be cognizant of the packaging used so that it aligns with the length and type of transport and storage. Humidity, temperature control, padding and ease of access should be considered. In addition, ensure to wrap all wires with plastic ties, and pack them with the corresponding device.

  • Computers: If you're responsible for packing computers, it's crucial to coordinate with your moving team or IT department. They will guide you on the safe disconnection and packaging of computers. Ensure that all cables and accessories are properly labeled and included.
  • Printers: Similar to computers, printers require special handling. Consult with your IT department to disconnect and prepare printers for the move. Label all parts and components for easy reassembly at the new location.
  • Phones: Coordinate the relocation of phones with your IT department. Phones often have multiple components, including handsets, cables, and docking stations. Label each part and coordinate their safe transport to the new office.
  • Monitors and Accessories: Disconnect, label, and coordinate transport with your IT department and the moving team for computer monitors and accessories; consider backing up settings for a smooth setup in your new office.

Office Move Instructions for Sensitive and Large Items

During your office move, it's important to recognize that not everything should be packed into moving boxes. Certain items, like confidential documents and large furniture, require special handling or should be left out of the moving process altogether. This section will highlight what should not be packed, ensuring the safety of crucial assets and a more efficient relocation.

🔐 Packing Protected and Sensitive Documents

Protected and sensitive documents should not be packed with non-sensitive items. Doing so is often a violation of regulations and increases the risk losing or exposing confidential information. All important documents in this category should be clearly marked, labeled and stored for transport. 

  • Legal Papers: Vital legal documents, such as contracts, agreements, or sensitive company files, should not be included in the move. Handle these privately and securely, ensuring they remain confidential and protected.
  • Important Documents: Important business documents, such as financial records or confidential client information, should also be kept separate from the moving process. Safeguard them appropriately, as they are crucial for business continuity.
  • Valuable Items: Items of significant value, such as money, valuable jewelry, or sensitive personal items, should be securely managed outside of the office move process. Keep them in a secure location.

🪑 Furniture Identification for Office Relocation

Large office furniture items like desks, chairs, cabinets, and conference tables should not be packed into boxes. Instead, these should be properly prepared for the move. Labeling them for identification is key to ensuring they are placed correctly in the new office space. Employees should write their name on a piece of tape and attach it to the underside of each furniture item for easy identification upon unpacking at the new office.

Office Move Instructions for Labeling and Organization

Effective and organized labeling is essential for a smooth office relocation. Try to optimize unpacking. Here's a guide to enhance your labeling process:

🏷️ How to Label for Office Relocation

Utilize moving labels for every item being moved. Consider the types of information that will provide the most value to your company to streamline move in and set up at your new location.

Here are some options of potential labels:

  • Employee Name, Role, Department
  • Office room and location
  • Fragile / heavy item
  • Sensitive / Non-Sensitive

Additional tips for labeling include:

  • Color-code  your labels to enable easy identification and sorting
  • Stage items with similar labels in the office prior to moving, so that they are packed and unloaded together
  • Use a label printer or write in large, all capital letters to reduce confusion and poor handwriting.
  • Use a spreadsheet tool like the free one below to keep track of your labeled inventory. This will help make it easier to identify missing items upon move in.
Office Relocation Inventory Checklist
Office Relocation Inventory Checklist

Office Move Instructions: Post Packing Office Walkthrough

Creating an ideal post-packing workspace is vital not only for a smooth move but also for ensuring your team's efficiency when transitioning to the new office. Here's a detailed breakdown of how your workspace should ideally appear after packing:

Ensure all desks are cleared

All desks should be completely cleared of items. This includes personal belongings, work-related materials, and any loose items on the desktop. Ensure that your desk surfaces are clean and free of clutter, ready to be disassembled or moved to the new office.

Ensure all items are packed according to instructions

Desk contents, such as working papers, letter trays, books, and other desktop items, should be securely packed. Use labeled folders or document boxes to organize important documents. Loose materials like paper clips and pens should be placed in envelopes or small boxes within larger moving boxes for neatness and ease of unpacking.

Ensure file cabinets are empty or locked for transport

Pay special attention to file cabinets. Lateral files must be completely emptied, regardless of the number of drawers they contain. Vertical files, on the other hand, may not require emptying unless they have five or more drawers. Consider locking cabinets if they have keys to prevent items from shifting during the move.

Verify label accuracy and separate items to be left behind

Ensure that trash and recycling bins are appropriately labeled, making it clear that they are ready for the move. This step helps the moving team identify which bins should be transported and which can be replaced or left behind.

For fragile items, proper labeling is essential. Clearly indicate the delicate nature of these items on their respective boxes to alert the moving team to exercise extra caution. Mark these boxes with "FRAGILE" on all sides and the top, and consider using distinctive packaging materials like bubble wrap or foam for added protection.

Inspect for personal items left behind

It's crucial to take home any personal items, including family photos, personal stationery, and valuable possessions. Removing these items ensures their safety during the move and prevents potential loss or damage.

Office Move Instructions: A Timeline for Packing 

An organized office move depends on a structured, well-thought-out timeline. Below is a more detailed breakdown to ensure every phase of the packing process is accounted for, paving the way for a smooth moving day.

Office Move Timeline Tips
Office Move Timeline Tips

Two to Three Weeks Before the Move:

  • Send an office relocation letter to all employees. 
  • Have a team meeting and uncover any concerns or reservations for the move
  • If the move is more than 15 to 30 minute drive from the current location, this step should occur more than 3 weeks before the move to allow time for employees to figure out their logistics.

One Week Before the Move:

  • Start the packing process a week before the move.
  • Assign specific packing responsibilities to team members for different areas of the office.
  • Sort and label all items to make unpacking in the new office easier.
  • Ensure sensitive documents and valuable items are packed securely to maintain their safety and confidentiality.

Moving Week:

  • Proceed with packing non-essential items as the week progresses.
  • Verify the moving schedule with the moving company.
  • Go through the packed items, making sure everything is properly labeled and secured.
  • Compile an inventory of packed items and distribute it among the moving team for easy coordination.

Day Before the Move (or Three Days for Weekend Moves):

  • Make sure all packing is completed a day before the move.
  • Pack personal items, confidential documents, and valuable possessions securely and separately.
  • Reconfirm the final plan and timeline with the moving team to ensure synchronization.
  • Create a checklist for the moving day to make sure no detail is missed.

Day of the Move:

  • On the moving day morning, prepare for the arrival of the moving team and IT department.
  • The IT department will take charge of disconnecting and preparing computers and phones for the move.
  • Supervise the moving team while they load your belongings, marking the onset of the actual move.
  • Allocate downtime in the afternoon for the safe disconnection of technology and the commencement of the physical move by the moving team.

Why Hire Professional Office Relocation Movers?

Hiring professional movers is an essential step in ensuring a smooth and efficient office relocation. Professional movers have the expertise, equipment, and experience to handle the logistics of the move, ensuring that all your belongings are safely and efficiently transported to the new location.

Professional movers help reduce risk and ensure smooth transition of your office with benefits such as:

  • Packing support with labels, checklists, tools and consulting.
  • Packing supplies including tape, boxes, crates, padding, etc.
  • Insurance for all furniture, electronics and other items being moved. 
  • Safe transport from your old office to the new location.
  • Office staging, cleaning and installation to make your office ready for business.

Choose RCS Moving and Storage as your Relocation Partner

When it comes to ensuring a smooth and efficient office relocation, choosing the right moving company is paramount. This is where RCS Moving comes into play, offering unmatched expertise and a comprehensive range of services to make your office move a seamless experience.

Why Choose RCS Moving?

  • Extensive Experience: With 30 years in the commercial moving industry, RCS Moving brings a wealth of knowledge and experience to ensure your move is handled with utmost professionalism.
  • Comprehensive Services: From expert logistics and handling to storage and transport of various items including delicate equipment and artwork, RCS Moving covers all aspects of your move.
  • Licensed and Insured: Rest easy knowing your items are in safe hands. RCS Moving is fully licensed and insured, providing assurance of the safety and security of your belongings during the move.
  • Dedicated and Trained Teams: RCS Moving boasts a team of over 100 movers, installers, and drivers, all professionally trained to handle your move with care and precision.
  • Global Network: As a proud member of the Office Moving Alliance, RCS Moving is part of a global network, ensuring world-class relocation services no matter the scale or location of your move.

How RCS Moving Makes a Difference:

  • Personalized Moving Plans: RCS Moving understands that every move is unique. They work closely with you to develop a tailored moving plan, ensuring all your needs and requirements are met.
  • Efficient and Timely Delivery: Timeliness is crucial in an office move to minimize downtime. RCS Moving guarantees in-time delivery, ensuring your business operations resume smoothly and promptly.
  • Fair Pricing: Budget is a significant consideration in any move. RCS Moving is committed to providing exceptional moving services at fair and transparent pricing.
  • Customer Success: Your success is RCS Moving's priority. They go above and beyond to ensure your move is not just a transaction but a relationship-building experience, contributing to your long-term success.

Entrusting your office move to RCS Moving means choosing reliability, efficiency, and peace of mind. Make the right choice and ensure your office relocation is in the expert hands of RCS Moving, where your satisfaction is guaranteed.

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