There are various reasons for office consolidation or downsizing. Whatever the situation, when you merge two or more office spaces into one, some preparation before the movers arrive will make a real difference.
Good preparation leads to a better office consolidation
Any solid move starts with solid preparation. Merging two or more offices into one shared space means at least one office has to physically relocate. But really, both sides need to prepare if you want things to go smoothly on moving day.
Why should you start by decluttering?
Decluttering is part of good moving preparation, whether you are handling an office or a residential move. When you have been in an office for a while, things pile up: files, supplies, electronics, peripherals. When consolidation comes up, you may realize just how much has accumulated. Before you start packing a single box, it is worth getting rid of anything you no longer need or that no longer works.
Doing this will help you:
- save office and storage space
- save on moving costs
- keep everything organized and running efficiently
How do you handle files and paperwork?
Go through all the papers in your office carefully, including anything that has been archived. Get rid of what you no longer need. That said, different businesses and locations have different rules about how long certain documents must be kept. Check those requirements before you dispose of anything, and do not throw away records that fall under retention regulations.
Once you have sorted what stays and what goes, organize the files you are keeping. Have enough folders for your hardcopies and decide on a sorting system before you start. A digital file inventory for your various folders can give you a much clearer overview once you are in the new space.
Digitize where you can
For many documents, a scanned copy is enough. Digitizing files lets you hold onto the information while reducing the physical storage space you need to move and maintain.
Dispose of papers the right way
Do not just throw papers in the trash. There are two good reasons for that. First, it is not good for the environment. Second, and more importantly for most businesses, confidentiality and data security matter. Some paper materials can go straight into a recycling container. Others need to be shredded, either in-house or by a professional shredding company.
More office consolidation tips are coming
We will continue this series in our next post. In the meantime, one piece of advice that matters once the actual move needs to be organized: choose the right moving company. Send us a message or give us a call to get your free quote.
