There are various reasons for office consolidation or downsizing. One way or the other, when you merge two or more office spaces into one, some preparation is recommended before the movers arrive.
Good preparation – better office consolidation
Any good move starts with a good preparation. Merging two (ore more) offices to share the same space means that at least one office needs to move. Nevertheless, it is both sides that need to prepare to make it go as smoothly as possible.
Why you should start with decluttering
A good decluttering is part of any good moving preparation, be it for an office or a residential move. When you have been in your office for a while, things tend to accumulate: files, office supplies, electronics, and periphery. Suddenly, when you think about consolidating or relocating your office, you realize just how out of hand it might have gotten. Therefore, before you even consider starting the process of office consolidation and packing things up, it helps to get rid of those items you don’t need or that don’t function anymore.
This will help you to:
- save office and storage space
- save moving costs
- keep everything organized and efficient
Organize files and paperwork
Take the time to carefully go through all of the papers in your office, especially those that have been archived. Get rid of anything you don’t need anymore. However, there might be different requirements and regulations about how long certain documents need to be archived. This depends on the nature of the business and where it is located. Make sure you don’t throw away any papers to which this applies.
Once you have distinguished between what to keep and what to get rid of, start organizing the files you are keeping. Make sure you have plenty of folders for the hardcopies and have decided on how you want things sorted. For a better overview, consider creating a digital file inventory for the various folders.
An additional option for keeping files and still reducing storage space is digitization: For many files, it might be sufficient to keep scanned copies and dispose of the actual papers.
Disposal of papers
Avoid simply throwing papers into the trash: It’s not a good idea for environmental reasons. Another very important reason: confidentiality and data security.
Some papers and paper materials can simply go into the recycling container. However, others need to be shredded – either by you or a professional shredding company.
Stay tuned for the next part
We will continue our tips for office consolidation in our next post. In the meantime, here is another piece of advice that will become important once the actual office move needs to be organized: Hire the right moving company! Simply send us a message or give us a call to receive your free quote!