What Should Businesses Pack First When Moving Offices? A Commercial Movers Guide

6 Smart Steps for What to Pack First When Moving Offices

1. Start With Items That Don’t Affect Daily Operations

The first step in any business move is knowing what to pack without interrupting workflows. Items that aren’t used every day can be boxed up early and stored safely, giving teams a head start. Understanding what to pack first when moving can help businesses avoid last-minute chaos and keep productivity intact.

How to Identify and Pack Non-Essential Items

• Seasonal Decorations and Event Supplies: These items usually sit in storage closets and aren’t needed until specific times of year. Packing them first clears space and reduces clutter in shared areas.
• Archived Files and Old Records: Physical documents stored for compliance or recordkeeping are ideal for early packing. Labeling them by year or department ensures easy access later without disrupting the current workflow.
• Unused Office Supplies and Extras: Bulk items like unopened reams of paper, spare keyboards, or extra monitors can be packed weeks in advance. They’re not part of daily use but still need to be accounted for in any moving preparation checklist.

2. Prioritize Employee Workspaces After Shared Storage

Once non-essentials are packed, the next step is to prepare individual workstations. This part of the process requires coordination and timing, especially in busy departments. Starting early helps reduce the pressure on employees and ensures nothing gets left behind.

How to Pack Workstations Without Disrupting the Team

• Clear Personal Items First: Items like photos, plants, mugs, or personal notebooks can be boxed ahead of the main move. Since these don’t affect operations, they fit well into an early packing for relocation strategy.
• Bundle Desk Supplies Efficiently: Office supplies such as pens, staplers, sticky notes, and calendars can be packed in labeled bins or bags. Grouping small items avoids clutter and makes it easier for teams to unpack quickly at the new location.
• Schedule Departmental Packing Days: Assigning specific packing days for each department helps stagger the workload and maintain productivity. This approach keeps things organized and aligns with any broader moving preparation checklist.

3. Prepare Technology and Electronics Carefully

IT gear is often one of the most valuable and sensitive categories in an office move. From laptops to printers to routers, every component needs to be packed methodically to prevent damage or confusion later. Knowing what to pack first when moving tech-related items can reduce stress for IT teams and employees alike.

How to Handle Technology the Right Way

• Back Up All Digital Files: Ensure that all documents, emails, and system data are fully backed up on secure drives or cloud platforms before disconnection. This precaution protects the business in case of unexpected delays or damage.
• Use Original Boxes or Padding: If available, original packaging for monitors, computers, and scanners should be used to prevent shifting during transport. If not, sturdy boxes with foam or bubble wrap can protect screens and fragile components.
• Label Cables and Accessories Clearly: Every power cord, adapter, or mouse should be labeled and stored with its corresponding device. A tech-specific inventory list makes it easier to reassemble equipment post-move and supports better packing tips for moving.

4. Disassemble and Organize Furniture for Moving Day

Packing furniture takes time and should be planned before moving day arrives. Tables, shelving units, and modular workstations are often heavy or awkward to move without prep. Early disassembly prevents injuries and allows movers to load efficiently.

How to Effectively Organize Furniture

• Break Down Large Items Into Components: Conference tables, desks with return shells, and cubicle walls should be disassembled in stages. This makes transport safer and avoids last-minute surprises on moving day.
• Group Hardware and Screws in Labeled Bags: Every bolt, bracket, or hinge should be placed in a small, labeled bag and taped to the corresponding furniture part. This method simplifies reassembly and supports detailed moving preparation checklists.
• Stage Furniture by Zone or Room: Grouping furniture by where it will go in the new office—breakroom, reception, or sales floor—can speed up the move-in process. It also helps reduce downtime and ensures every piece ends up in the right place

5. Handle Shared Equipment and Supplies Last

Shared office equipment, like printers, copiers, kitchen appliances, and supplies in common areas, should be packed near the end of the move. These items often support daily tasks across teams and should stay accessible as long as possible. Careful timing is essential to keep operations running smoothly.

How to Plan the Final Packing Phase

• Create a Final Week Use Plan: Designate which items will remain in service up to the last day and which can be phased out earlier. For example, a secondary printer may be unplugged while the main one remains available.
• Pack Pantry and Kitchen Supplies Thoughtfully: Non-perishable snacks, coffee machines, dishware, and cleaning supplies can be boxed a day or two before the move. Be sure to discard expired food and clean out the fridge thoroughly.
• Use Color Coding for Shared Resources: A simple color tag system helps movers and staff know which shared items go to which new room or department. It’s one of the easiest tips on packing for a move that can streamline setup at the new location.

6. Designate and Pack the Office Essentials Box

Every business move needs a go-to essentials box for the first day in the new space. This box (or set of boxes) contains everything the team needs to hit the ground running. It helps avoid delays while unpacking and brings instant organization to day one.

How to Pack an Essentials Box

• Include Core Office Supplies and Tools: Stock this box with items like pens, scissors, notepads, Wi-Fi routers, extension cords, printer paper, and first-aid kits. It should be accessible and clearly labeled for delivery at the front of the new office.
• Add Copies of Floor Plans and Schedules: Keep hard copies of the move-in timeline, department layouts, and utility contact lists in this box. These details are critical for setup and can guide teams when the digital systems aren’t online yet.
• Assign Someone to Manage the Essentials: A team lead or office manager should be in charge of maintaining and transporting the essentials box. This proactive step reflects smart packing tips for moving and prevents confusion during the busiest hours.