Relocating offices can be a huge undertaking and there is an incredible amount of organisation which needs to take place. Not only do you need to coordinate staff members, consider the logistics of packing and organise the removal of furniture, there is an added layer of complexity if you need to move sensitive or confidential items. Today, we’ll be looking at how you can best manage sensitive material during your office move.
Have one person coordinate
In the case of coordinating the move of sensitive items such as client files, documentation and computers, it’s best to choose one person to take on this role. Having too many people weighing in can lead to confusion and miscommunication. Instead, nominate one person to be in charge and they can then have responsibility of keeping other staff members informed as to how they should be packing and labelling confidential material. This ensures that processes are followed correctly and there is a designated contact person if there are issues.
Dispose of unnecessary material
We all know how easily paperwork builds up in an office. Take the opportunity to confidentially dispose of all unnecessary material before the move so you don’t need to worry about transporting it. For example, there’s no need to run the risk of transporting sensitive documents to the new office if they’re available digitally – simply get rid of the hard copies. When it comes to disposing of electronic records, make sure they’re permanently erased.
Ensure secure packing
Make sure sensitive items are packed securely in sturdy boxes and keep a clear inventory to help you avoid mistakes at the other end. If you’re moving filing cabinets as they are, ensure they are securely locked and that the keys are accounted for. If you start packing up confidential material before the moving day, store them in a secured area of the office and not in the open space. On moving day, have everyone check their work space and desks one last time – there may be some overlooked files or documents which need to be removed.
Speak to your removalists
If you have sensitive items which need to be transported, speak to your removalists to check that they have the necessary experience in managing these types of situation. Speak to them about what their responsibilities will be when it comes to moving the items and be clear about where you want them to be put at the other end so you don’t need to worry about them being misplaced. With an experienced removalist, the process of shifting sensitive items should be relatively stress free.
At Emmanuel Transport, we provide office relocation services for Perth businesses. We understand the complexities that come with office removals and have the industry experience to help the process run as smoothly as possible. We have particular experience in helping with the transport of sensitive items such as files and computers for ultimate peace of mind.