Relocating to a new office is not an easy endeavor. It requires a lot of careful planning to make sure the entire process goes smoothly. You’ll need to contact all of your business connections about the updated address. You’ll have to prep employees for the transition so that no one commutes to an office that doesn’t exist anymore. And, of course, you’ll have to deal with an entire office’s worth of equipment.
What should you do with it?
The Big Question
Are you going to bring all of that equipment with you?
Some of your equipment might not be worth the effort of relocation. Maybe it’s old and out-of-date, or maybe the measurements won’t work with the new floor plan. Figure out exactly which pieces of equipment are coming to the new location with you and which ones you’re leaving behind. These separate categories require different actions.
What to Do with the Equipment You’re Bringing
Protect Your Data
If you’re bringing computer equipment with you, you’ll want to take some precautions to protect the user data. Have users back up the data. If the equipment breaks or goes missing during the move, they won’t lose their data. Instead of backing it up with an external hard drive, use a cloud software program. A cloud software program will keep a digital copy attached to the user’s account.
Pack the equipment carefully so that it survives the journey to the new office unscathed. You don’t want to end up with cracked computer screens, dented desks, or broken chairs.
Add labels to the moving boxes. Labels should describe the contents and where they are meant to be placed in the new office. They should also warn movers that the contents are light, heavy, or fragile.
Find a Moving Vehicle
Your choice of moving vehicle will depend on the size of your office and the amount of equipment you’ll need to transport. Small companies with a moderate amount of equipment will only require a basic moving truck. Larger offices may require larger vessels for their equipment. If you need to rent more than a basic moving truck, you should consider purchasing a shipping container for your relocation.
A shipping container will provide plenty of room for your office equipment. They come in 40ft and 20ft standard sizes. A 40ft size is designed to carry a large number of “light” items (think office chairs). A 20ft size is designed to carry heavier items (think office copiers). Pick types of containers that suit your equipment needs.
What do you do after you purchase a shipping container? You can click here to learn how to move a 20ft shipping container full of equipment. You might want to know this information for your office’s big move.
Professional movers can help you pack and unpack your moving truck or shipping container properly. You don’t want any of your employees to tackle this task and risk injury. Get the experts to come in.
What To Do with the Equipment You’re Not Bringing
You’ve decided that some of the equipment isn’t coming with you. So, what can you do with it? Instead of tossing the equipment into a landfill to rot, consider these alternatives available to you.
If the equipment is still in good condition, you should donate it to charitable organizations. Organizations like Goodwill and The Furniture Bank accept office furniture. The National Cristina Foundation and Computers With Causes accept used computers. You can also contact schools, universities, and community centers in your local area to see whether they are in need of supplies.
Some equipment can be recycled when it’s not in good enough condition to reuse. For example, you can recycle electronic waste like computers, laptops, printers, copiers, fax machines, and telephones.
Managing your office equipment is going to be a big task in your relocation. So, follow these tips and handle them the right way.