Packing for a commercial move is a huge project that requires attention to detail and careful planning. While there are many aspects of commercial moving that require your attention, packing is a whole project in and of itself. A sloppy, rushed packing job could mean disaster in the form of interrupted work flows, upset or lost clients, lost revenue and stressed employees. A well-organized packing job, however, will mean an easy transition from one location to another, saving you time as well as money.
Get your employees directly involved.
There is an advantage to having your employees do the packing: They know where everything is, what everything is used for and where it needs to go. There are two possible ways of going about this:
1) Have every employee pack up the specific area they work in. This is a particularly effective strategy for offices because each employee has an intimate familiarity with their space, what they need in a hurry and where they want everything for when it is time to unpack.
2) Assemble teams and appoint team leaders. Each team leader should be assigned a specific location to pack up and it will be their responsibility to make sure nothing is missed. Careful planning is essential in this process, as it is imperative that not a single staple is missed and no section is accidentally left without a team. You might find it helpful to label each section with colors and assign the corresponding teams that same color. This strategy works well for warehouses, retail stores and any other business where employees don’t necessarily have an office or a cubicle.
Define Sections
Outside of employee stations, the commercial moving company is going to need to know where things are going. Therefore, it is necessary that you provide the company with a comprehensive “map” of how the things at office location A correspond with office location B. In essence, every section of your current location needs to be given some kind of label and that label must correspond with labels in the new building. For example, if the people in the first floor of your current building are going to be on the fourth floor in the new building; both sections could be labeled “Alpha”.
Label everything.
This may seem an obvious point but it cannot be stressed enough how important proper labeling is. Proper labeling for a business does not include barely legible scrawl that says “Stacy’s desk, 2nd floor”. That tells you and Stacy absolutely nothing about what is in that box and it tells your commercial moving company nothing about where that box is supposed to go, other than the 2nd floor.
Each box should be numbered, labeled with its section designation and contain a list on one side of the contents.
Inventory Sheets
Finally, each individual or Team Leader should present you with an inventory list of their section. The list should contain the section title, number of boxes and an itemized list of anything in that section that is getting moved that isn’t in a box. This includes cabinets, shelving units, and anything else that doesn’t fit into boxes.
With a little careful planning, it is possible to streamline the packing process thereby guaranteeing a relatively smooth transition from one location to another.