If you are going to organize the transportation of office equipment and equipment yourself, choose a certain tactic and stick to it. Yes, oddly enough, namely a clear plan will help you save time and effort.
1. Creating a catalog of office equipment
To a greater extent, this applies to large office moves, but it will also come in handy in a home move. List each item in a catalog. Such a list will be useful to you in the process of disassembling and assembling equipment – you will know what and where to put, and even if something gets lost, you will immediately understand it based on the list.
2. Assigning office equipment to the workplace of each employee
In an office move, it is very difficult not to confuse equipment between employees, because very often monitors, system units and other things are absolutely identical. To avoid confusion, you need to create a separate file for each employee and assign all the relevant things to him.
3. Disconnection from the mains and disassembly of equipment into its component parts
Each item is disconnected from the network, and the power cord must be pulled out of the equipment itself and twisted. Also, often almost any office equipment can and should be disassembled into its component parts: for example, a computer is a separate system unit, monitor, keyboard, mouse, speakers, etc. Of course, it is impossible to put all this in one box – there is a high risk that things will be damaged during transportation and, in general, it is unsafe to transport equipment in this way. Each item must be packed separately.
4. Proper packaging of office equipment
For the system unit and the monitor, separate boxes with foam inside rely. If suddenly the factory packaging is not preserved, then you can make it yourself, and instead of foam, take an air bubble film. The main thing is that the equipment inside the box is tightly fixed. Small items should also be wrapped in bubble wrap and distributed in their boxes. If you put a sticker with a number on each item (which will decipher which employee the item belongs to), then you can transport all the mice and keyboards in one box. The box itself is also marked with what is inside – it is better to do this from at least two opposite sides. By the same principle, you can transport audio speakers and headsets. As for the wires, it is better to put them in the same box as the equipment to which they belong. The cord must be twisted, tied and secured to the item with tape so that it is not accidentally lost during unloading.
5. Loading and placing in the car
Firstly, the transport must correspond to the volume of the transported cargo and its dimensions. Estimate in advance how many things you have, tell the manager when ordering a truck – for someone, an ordinary minivan will be enough, but somewhere you need more voluminous Gazelles.
Secondly, there are certain rules when placing boxes inside the body. If possible, it is better not to stack boxes with appliances on top of each other. If this is unavoidable, then try to place the boxes so that the weight of the top is less than the weight of the bottom (i.e. the lightest boxes on top). Trucks have belts that can be used to secure things to the sides of the body – this must be done.
Important: do not turn the printer with cartridges upside down – be sure to label the box with the printer and place it horizontally on the floor as it stands in the office.
6. Careful transportation
For transportation, select a day with minimal traffic jams – for example, a weekend morning. Do not exceed the speed of more than 70-80 km/h, choose the most comfortable path, with good asphalt, and find out in advance about the entrance to the new office or home (perhaps you will need to order a pass for the car).
7. Unloading and assembly at a new location
The unloading of office equipment occurs in the reverse order, as the loading took place. The main point is that when unloading, you can (and should) immediately distribute all office equipment to workplaces. That is why you draw up a moving plan, a catalog of office equipment and assign it to employees. In addition, by immediately placing the boxes in their places, you avoid the hassle and storage of equipment in one place. A useful life hack: if there are few employees, then you can assign a different marking color to each person – red, blue, orange, etc. So unloading will be even faster and easier!