Moving office equipment is very different than moving a home – it’s often much more complicated and involves the transport of very expensive and sensitive apparatus. Such an undertaking should not be left to the average person, to the last minute, or without a thorough plan in place.
Below are some do’s and don’ts to moving office equipment:
- DO create a checklist to follow before, during, and after the moving process.
- DON’T wait until the last minute to create a checklist because something important will inevitably be overlooked.
- DO be prepared for mishaps; accidents happen and it’s best to have back-up plans in place.
- DON’T move the entire office in one day; if possible, move in stages starting with the furniture first, then the office equipment.
- DO communicate the move with enough advanced notice to employees, vendors, clients, the post office, building management, etc.
- DON’T hire the first office moving company you come across in the yellow pages or on Groupon.
- DO ask people you know for office moving company recommendations, ask for references, and investigate their reputation on the Better Business Bureau or Angie’s List.
- DON’T forget to sign a contract with the office moving company, spelling out the agreed upon terms and conditions of the move.
- DO require the moving company to provide plastic containers and not cardboard boxes to use for packing.
- DON’T forget to thoroughly clean the office equipment according to the Original Equipment Manufacturer’s instructions before dismantling and moving.
- DO put the IT staff in charge of all aspects relating to the office equipment.
- DON’T let inexperienced employees clean, dismantle, pack, move, or set-up expensive and sensitive office equipment.
- DO review the office equipment service contracts’ moving clause; there may be specific requirements for moving leased equipment or recommendations for installing the equipment in a new location.
- DON’T allow employees to move or lift heavy containers, office equipment, furniture, etc. to help avoid injuries; leave the heavy lifting to the pros.
- DO delegate uncomplicated tasks to different employees; appoint team leaders and use the manpower to your advantage.
- DON’T forget to provide drinks and snacks to the employees on moving day.
It’s important to remember that moving office equipment, whether it’s down the hall or across town, is extremely complex and should not be taken lightly. It’s best to leave it to the pros – the company’s IT staff should have direct contact with the moving company to ensure the office equipment is moved properly. If you are well prepared for the moving process, have realistic expectations, and take one step at time, it should be fairly painless.
Have you had experience moving office equipment? Share additional do’s and don’ts with us!