Comprehensive Guide on How to Pack & Label Your Office

Moving an office can be a complex and time-consuming process, but with the right planning, packing, and labeling, you can ensure a smooth and efficient transition. This guide will walk you through the key steps involved in preparing, packing, and labeling your office belongings, making sure everything is organized, protected, and delivered to the correct location.

Preparing to Move

A well-organized move begins with preparation. Decluttering, inventorying, and gathering the right packing materials will streamline the process and help ensure a smooth transition. Follow these steps to get started:

• Declutter & Purge – Moving is the perfect opportunity to reduce unnecessary items. Sort through office belongings and decide what to donate, recycle, or discard. This will save time, money, and effort during packing and unpacking. MSI recommends tackling this step first for an efficient move.
• Create an Inventory – Keep track of office equipment and supplies by creating an inventory list. This will help prevent misplaced or forgotten items. Consider using Excel or inventory management software for better organization.
• Collect Packing Materials – Stock up on essential packing materials such as boxes, tape, bubble wrap, labels, and markers. MSI provides packing supplies and estimates the quantity needed. Unused materials can be returned for a refund.

Packing Materials

Using the right materials is crucial to protecting office equipment during transit. Below is a guide to commonly used packing supplies:

• Standard Office Containers
  Office & Industrial Boxes (O&I Boxes) – Standard collapsible moving boxes (17” x 13” x 13”) that securely close without tape. Ideal for small office supplies and files.
  
• Plastic Crates (Moving Tubs) – Durable, reusable crates (24” x 15” x 13”) that are stackable and equipped with wheels for effortless transport. Perfect for small office supplies and files.
  
• Specialty Boxes
  Mirror or Picture Cartons – Adjustable boxes designed to protect framed artwork, mirrors, and flat fragile items.
  TV Cartons – Reinforced padding provides secure transport for large monitors and televisions.
• Dishpack Boxes – Reinforced boxes for fragile kitchenware (primarily for offices with breakrooms or kitchens).Packing Materials
  Packing Tape – Heavy-duty tape for securely sealing boxes.
  Packing Paper/Newsprint– Cushioning material for fragile items inside crates or boxes.
  Paper Pads – Thick, padded paper for wrapping delicate glass and fragile objects.
  Bubble Wrap – Provides extra protection for fragile and breakable items.
  Keyboard Bags (Peripheral Bags) – Anti-static Ziploc bags for keyboards, mice, external drives, and small IT equipment.
  Monitor Covers – Anti-static foam covers designed to protect monitors during the move.
• Additional Packing Supplies:
  Labels – The most essential tool for an organized move—used to designate where items belong in the new office.
  Markers & Pens – Permanent markers for labeling boxes with contents and destination rooms.
  Zip Ties – Useful for cable management and securing plastic moving crates.
  Specialty Packing Materials – Additional protective materials may be available based on your needs. Consult your MSI move consultant for recommendations.

General Packing Pointers

Packing efficiently will simplify the moving process and make unpacking easier. Follow these best practices:

• Pack in Phases – When instructing employees to pack, they should follow this order to stay organized and minimize disruptions to their workflow:
  Early Packing: Non-Essentials (2-4 Weeks Before Move)
  Personal & Decorative Items – Photos, artwork, and decorations.
  Reference Materials – Books, manuals, and documents not regularly used.
  Surplus Office Supplies – Extra pens, paper, folders, and unused stationery.
  Archived Files – Old paperwork that is rarely needed.
  Mid-Stage Packing: Work Materials (1-2 Weeks Before Move)
  Active Files – Keep only essential documents accessible. Pack the rest securely.
  Peripheral IT Equipment – Pack extra monitors, printers, keyboards, and external drives.
  Cables & Accessories – Bundle cords, chargers, and adapters.
  Final Packing: Daily-Use Items (Final Days Before Move)
  Daily-Use Electronics – Laptops, desktops, and phones should be packed last (ideally on the final workday).
  Essential Desk Supplies – Pens, notepads, sticky notes, and frequently used office materials.
  Personal Desk Items – Any remaining personal belongings or small desk accessories.
  “First Day Essentials” Box – Pack a personal essentials box with a laptop, phone charger, important documents, and anything needed for the first workday in the new office.
• Group Similar Items Together – Packing similar items together will make unpacking easier.
• Pack Strategically – Place heavier items at the bottom of the box and lighter items on top.
• Label Everything Clearly – Proper labeling is essential for an efficient unpacking process and smooth organization in your new office. Clearly mark all boxes with their contents, destination, and any special handling instructions. More details on labeling strategies are covered in the following sections.
• Items You Should Keep with you – Very Important Documents, Laptops, Cash and Coins, Jewelry, Plants, and other valuables.
• Items you Cannot Pack – Hazardous materials, perishable items, flammable substances, compressed gases, oxidizers, poisons, corrosives, radioactive material and explosives.

Packing Office Items

Proper packing techniques ensure office belongings remain safe and undamaged during the move. The guidelines below outline how to pack common office items. If you have questions about specific items, contact MSI for assistance.

• Desks & Credenzas
  Pack all contents into O&I boxes or crates, then label accordingly.
• Pedestals
  Empty all contents and pack them into O&I boxes or crates, then label accordingly.
• Filing Cabinets
  Lateral (Wide) File Cabinets – Remove and pack all contents except for the bottom two shelves. Ensure all file cabinets are locked before moving.
  Vertical (Narrow) File Cabinets – Files can typically remain inside unless otherwise instructed. For cabinets taller than four drawers, empty the top two drawers to maintain stability. Ensure all file cabinets are locked before moving.
• Storage and Shelving
  Bookcases – Empty all contents and pack them into O&I boxes or crates, then label accordingly.
  Storage Cabinets – Empty all contents and pack them into O&I boxes or crates, then label accordingly.
  Map Cases & Drawing File Cabinets – These can typically remain unpacked unless otherwise instructed.
• Books
  Pack books in O&I boxes or crates, alternating their orientation (open edge vs. binding) to balance weight.
  Group similar-sized books together for stability.
  Wrap hardcover or fragile books individually for added protection.
• Safes
  The contents of safes should be removed and taken personally when possible.
  Ensure that safes are properly secured before transport.
• Mirrors, Paintings, and Pictures
  Contact MSI for any valuable or unique artwork requiring special care.
  Wrap mirrors, framed pictures, and paintings individually in paper pads, then place them upright in mirror/picture cartons.
  Do not place packing paper directly against oil paintings.
  For oversized or valuable artwork, consider using a custom crate for added protection.
  MSI typically handles the packing of these items.
• Copiers & Printers
  Desk Copiers & Printers – If available, pack in manufacturer-provided boxes. Secure loose parts and remove toner cartridges before packing. This is typically handled by MSI.
  Standing Copiers & Printers – Secure loose parts and remove toner cartridges before packing. Contact your service provider/vendor for details. If the machine has a finishing tray or fiery, this must be removed before moving. This is typically handled by MSI.
• Electronics
  Computers – Properly disconnect and pack all components securely in keyboard bags and place in O&I Boxes or Crates. MSI will handle the protection of computers
  Computer Monitors – Properly disconnect and pack all components securely in keyboard bags and place in O&I Boxes or Crates. Place monitor covers over the screens.
  Keyboards, Mice & Hard drives – Bundle cords neatly and pack peripherals in keyboard bags and place in O&I Boxes or Crates.
  Other Small Electronics – Original manufacturer packaging is ideal for transporting electronics. If unavailable, pack them in large or medium cartons with plenty of protective padding. Please note that this is typically done by MSI.
• Appliances
  Major Appliances – Many appliances require servicing before moving. MSI can coordinate professional servicing upon request.
  Refrigerators & Freezers – Empty all contents, secure or remove shelves, unplug, and tape the cord to the back. Ice makers should be disconnected from water lines in advance.
  Small Appliances – Wrap items like clocks, desk fans, and coffee makers individually. Pack them in O&I boxes or crates with packing paper for cushioning.
• Foods & Dishware
  Canned Goods and Non-Perishable Food — Transporting food is discouraged, but if necessary, place cans upright in boxes or crates (no more than 24-30 cans per box). Wrap glass containers and boxed food separately.
  Dishware – Line boxes with packing paper for added protection. Place heavier items at the bottom and lighter, fragile items on top. Wrap each piece individually and use dishpacks or small/medium boxes with proper cushioning.
• Tools
  Drain fuel and oil from power tools before packing.
  Do not transport flammable items.
  Use small, strong cartons to pack tools, wrapping valuable items separately to prevent damage.

Packing Pro Tips

Make your move smoother and more organized with these expert packing strategies:

• Protect Liquids from Leaking
  For any office liquids (e.g., cleaners, ink, or kitchen supplies), place plastic wrap over the opening, then screw the lid back on tightly.
  Store bottles upright in a sealed plastic bag to contain any leaks or spills during transit.
• Document Complex Setups
  Before disconnecting TVs, electronics, or intricate setups, take clear photos of the cord arrangements and connections.
  These reference photos make reassembly easier, especially if MSI is not handling the setup.
• Keep Hardware with Furniture
  When disassembling furniture, place screws, bolts, and small hardware in a labeled keyboard bag.
  Tape the bag securely to the corresponding furniture item to avoid losing parts.
  Note: MSI typically handles all furniture disassembly and reassembly, but this tip is helpful if you plan to assist or pack additional items independently.

How to Label Your Office

Proper labeling is one of the most important parts of a successful office move. It ensures that every item ends up in the right place, minimizes confusion, and speeds up both unpacking and setup. While every move has unique needs, the following guide outlines a proven system for labeling office items and planning placement at your new location.

• Start with Floor Plans & Labeling Logistics
  Start with a clear understanding of your space and layout to guide the labeling process:
  Origin & Destination Floor Plans – Ensure that both locations have floor plans with room numbers, employee names, or department labels. This allows MSI to identify where items are coming from and where they should go.
  Assign Room Numbers: If the new space lacks permanent signage, create temporary placards with room numbers or names for each office, cubicle, or designated area.
  Communicate Assignments: Make sure each employee knows their assigned destination in the new office so they can label their items correctly.
  Distribute Labeling Instructions: Provide detailed labeling guidelines to all employees, particularly those responsible for packing their own areas, to maintain consistency and accuracy.
  Use a Coding System: Assign a unique number or code to every destination location (e.g., Room 15). This identifier should appear on the floor plan and all associated item labels.
• Labeling Basics
  Label Every Item: Every piece of furniture, box, monitor, chair, etc. should be labeled—even small parts or items that will be disassembled.
  Label Placement:
  Boxes & Crates: Place a label on the narrow side(s) for visibility when stacked.
  Furniture & Electronics: Place a single label in a visible, easy-to-spot location.
  Label for the Destination, Not the Origin: Always label items with their destination location, not their current location.
• Use Color-Coded Labels for Clarity
  MSI provides color-coded labels to simplify the labeling process. Color coding enhances efficiency and helps movers quickly recognize instructions and destinations.
  Common ways to assign label colors:
  Department or Teams
  Floors or Areas
  Move Phase or Sequence
  Special Handling Instructions, such as:
  black = disposal
  red = do not move
  yellow = storage
  green = new office
  Each MSI label includes a color bar to signify its category and a blank section for writing destination room numbers, employee names, and/or special notes.
• Label Boxes Clearly & Consistently
  Use a consistent labeling structure for all boxed items to streamline unpacking and tracking.
  Suggested Format:
  (Floor #) – (Room # or Name) – (Contents) – (Box #)
  Example:
  (Floor 3) – (Room 5 or John D.) – (Manuals) – (Box 2)
  Additional Tips:
  -Mark boxes containing fragile items with “FRAGILE” on all sides
  -If a box contains liquids, write “THIS END UP” to guide proper handling
• Final Tips for a Smooth Labeling Process
  Review your floor plan with MSI before the move day to ensure all locations and label codes are understood.
  Walk through the office after labeling to ensure everything is properly tagged and visible to MSI.

A well-planned office move can be a smooth and stress-free process with the right preparation, packing, and labeling strategies. By following this guide and staying organized, you’ll ensure that every item arrives at its new location safely and efficiently, helping your team settle into their new workspace with minimal disruption. Remember, thorough planning and clear communication are key to a successful move. If you have any questions or need further assistance, don’t hesitate to reach out to your MSI representative. Good luck with your move, and here’s to a fresh start in your new office!