The Importance of Properly Labeling Office Equipment During Transport

Are you planning an office move or a home move with computers for the whole family? Be careful – office equipment requires a special attitude! A laptop or monoblock costs its own (and usually a lot of) money, so their packaging and transportation should be taken as carefully as possible and with special care if you do not want to lose expensive equipment.

office equipment and their uses

In addition, the weight and volume of equipment become a frequent problem: sometimes, the MFP takes the place of a full-fledged cabinet and certainly does not fit in the trunk of a passenger car. Therefore, not only strong hands are needed here, but also suitable transport. In this article, we will analyze the main nuances of transporting office equipment: we will learn how to properly transport it so that it reaches its destination safe and sound, and its owners keep their nerves and healthy backs.

When is it necessary to transport office equipment?

  • Buying new equipment – after all, the store does not always have favorable delivery conditions or delivery falls on an inconvenient day for the buyer.
  • Buying equipment “from hand” – on the Internet, from friends or relatives, that is, in a situation where you need to think over the delivery yourself.
  • An office move is the most obvious case when there can be a lot of computers and office equipment and you need to carefully consider the issue of packaging, loading, transporting, and unloading.
  • Repair – in this case, it is especially important to secure the equipment, it is best to pack it securely and take it out of the office, apartment, or house.

The procedure and rules for the transportation of office equipment

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 it, 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 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 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 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.

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4. Proper packaging of office equipment

For the system unit and the monitor, separate boxes with foam inside rely on. 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

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, and 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.

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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, and 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!