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Tip Top Tips for Handling Technology Safely During A School or Office Move

Man moving office kit

The summertime is often the best time of year to move to a new building, office, or a flashy new school. It’s essential to take extra care. Both with fragile items and when packing and moving your devices and other tech items. But what about the old kit? What needs to be moved? What should be left behind and how do you dispose of that old IT kit?

To help you navigate this process smoothly, we’ve put together some Tip Top Tips. Use these to help ensure your technology remains safe and sound during the move.

Back-Up Everything

Before you start disassembling your technology, make sure to back up all your data. It is worth checking with your technology provider that the backups have been taken and tested! You should make sure your devices have sync’d to cloud storage before they are packed. Should something unfortunate happen during the move, your files will be intact.

Label Devices, Boxes and Cables

Keep a register of all your devices that you plan to move and label each device. Make sure the label clearly notes, the owner of the device plus the new location in the new building. We usually clearly label the box that the item is stored in with the new location so it is easier for the box handlers to put it in the correct location.

We all know the struggle of untangling a mess of cables. This is true especially when you’re eager to set up your devices in the new place. To avoid this headache, take the time to organise and label cables before packing. Some people become very attached to the laptop charger power lead. Whilst others, only remember they have one when it is time to charge.

Use velcro ties or elastic bands to keep them neatly bundled. Attach labels to identify which cable belongs to which device. Trust us; this simple step will save you a lot of time and frustration later on.

Pack Devices Carefully

When packing your devices, opt for their original boxes whenever possible. If you have the storage space, this is why you don’t want to toss those out. The original packaging is designed to provide the best protection during shipping. There are usually specific compartments to secure each component.

If you don’t have the original boxes, use sturdy cardboard boxes. Wrap each device in bubble wrap or anti-static foam to prevent any damage. Fill any empty spaces in the boxes with packing pellets or crumpled paper to ensure a snug fit.

Remove Ink Cartridges and Batteries

It might seem easier to just load up your printers “as is” to move them. But that’s not a good idea. For printers and devices that use ink, it’s crucial to remove those cartridges. Do this before packing the devices. Ink cartridges can leak or dry out during transit. This can cause a mess or render them useless.

Also, remove batteries from devices such as cameras, or remote controls. This precaution prevents accidental power-on and potential damage during the move. Pack the cartridges and batteries separately in sealed bags and label them.

Take Photos of Cable Connections

Before unplugging cables from your devices, snap a quick photo of the connections. This visual reference will be very helpful when it’s time to set up everything at your new location. You won’t have to worry about remembering which cable goes where. And won’t need to spend hours trying to figure it out. Simply refer to the photos, and you’ll be back up and running in no time!

Pack Your Wi-Fi Equipment Separately

Your new school usually comes with these preinstalled as part of the build contract, so any wifi and networking kit can usually be left behind in the old building.

For smaller office moves, getting the wifi up and running is usually the top priority. To make it easier, pack all your Wi-Fi network equipment separately from other items.

This includes your router, access points, ethernet cables, and other network connectors. Clearly label the box “Wi-Fi Equipment” so you’ll know right where to go first to get online.

Secure Fragile Screens

Are you moving devices with delicate screens, such as TVs or monitors? Then take extra precautions to protect them from scratches and cracks.

Place a soft cloth or microfiber cloth over the screen. Secure it with elastic bands or tape. This barrier will shield the screen from any accidental contact during transit. Additionally, make sure to pack these items in a vertical position to reduce the risk of damage.

Inform the Movers about Fragile Items

When enlisting professional movers, be sure to be clear about your technology. Inform them about the fragile nature of your devices and other tech items. Clearly label the boxes containing your valuable devices as “fragile.” Provide any necessary instructions to handle them with care. By communicating your concerns upfront, you reduce the chances of accidents while moving.

Test Everything After the Move

If you’ve moved offices, you don’t want to find out about problems on a busy Monday morning. Once you’ve moved your technology and reconnected cables, turn your devices on. Test them to ensure they work as usual and weren’t damaged.

Something may not look damaged on the outside. But that doesn’t mean that there isn’t internal damage. You want to know this upfront so you call in an IT service professional to help.

What To Do With The IT Kit You No Longer Need?

Any old IT kit which you don’t want to move should be recycled. Make sure that the recycling company that you use adheres to the WEEE directive, and GDPR around recycling and disposal of your equipement. Most companies provide a free data destruction service included in the cost of recycling and provide documented proof for legal compliance.

Need Help with a Safe Technology Move?

Moving can be a hectic and challenging process, especially when moving office tech. But with the right approach, you can ensure the safety of your devices from point A to point B.

Do you need help planning an office or school move?

Why not schedule a 15-minute no-obligation conversation with our team today to see how we can help.

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