Top 12 Packing Hacks for an Office Move

Moving Office? Here's How to Make Packing 10x Easier

Office moves don’t happen every day, but when they do, they can disrupt business in a big way.

Between packing up furniture, tech equipment, sensitive files, and all those mugs in the kitchen cupboard, there’s a lot to consider. A poorly planned move can mean lost time, damaged equipment, or a disorganised start in your new space.

But with the right approach (and a few clever hacks), you can save your team time and make the process far more manageable. Whether you're a small business moving across town or a large organisation relocating to a new building, these office move packing tips will help you stay ahead of the chaos.

As London-based office removals specialists, we've helped countless businesses transition smoothly into their new premises. And trust us, the difference is always in the prep work. Here are our top 12 tried-and-tested packing hacks for an office move.

Top Packing Hacks For An Office Move

1. Label Everything by Department and by Person

When it comes to office relocations, this simple trick can save hours of confusion when it’s time to unpack. Without it, unpacking becomes a chaotic game of guesswork, especially in large offices where multiple teams and employees have similar equipment.

Here’s what we recommend:

• Label boxes with both the department and person’s name. For example, “Marketing – Alice – Monitor + Cables” instantly tells you who the box belongs to and what’s inside.

• Use a numbering system. Combine department codes with a sequential number, like “HR-01” or “IT-05”, then list all codes in a shared spreadsheet. This creates a full inventory that’s easy to track.

• Mark priority items. Add a red “Unpack First” label to anything essential for day-one operations—like routers, payroll documents, or phones.

• Colour-code labels by department or floor for even faster identification at the other end. Your removals team will thank you.

Why it matters: 

A well-labelled system avoids duplicate effort, reduces stress on move day, and ensures that your team can get straight back to work in the new space with minimal downtime. It also helps your removals company place boxes directly where they’re needed, reducing time spent shifting things around later.

2. Keep Drawers Packed – Just Secure Them Safely

Emptying every drawer wastes time. If the contents are light and non-fragile, like notebooks, pens, and post-its, leave them where they are. This method works especially well for pedestal drawers, mobile units, and small filing cabinets, saving you both packing time and box space.

Here’s what we recommend:

• Wrap the entire drawer unit in shrink wrap, straps, or sturdy tape to hold it shut. 

• For lockable drawers, avoid using the locks during transit as they can jam. Use external straps instead, and lock them once everything is in place in the new office.

  
  

Important safety note:

If your office furniture needs to be lifted up stairs, turned on its side, or hoisted in tight corridors, it’s best to remove the drawers entirely. Moving heavy furniture with drawers full can lead to damage or injury.

3. Use Rolling Suitcases for Heavy Office Items

Cardboard boxes might be standard for packing, but when it comes to heavier items like stacks of documents, bulky books, or spare monitors, they’re not always up to the job. You end up using a whole box for one weirdly shaped space heater, or overfilling a box until it splits, and you’re left with a sore back by the end of the day.

Having a few rolling suitcases handy can make a big difference.

Here’s what we recommend:

• Pack the heaviest items into wheeled suitcases. Items like paper reams, files, textbooks, or backup equipment can be packed tightly and wheeled out with ease. No lifting required.

• Use suitcases with hard shells and secure zips. They’re more durable than soft-sided bags and can handle the weight of office tech or supplies without warping or tearing.

• Label your suitcases just like boxes. Include department, owner’s name, and general contents to make unpacking straightforward.

• Ask your staff to bring in their own rolling suitcases for packing personal or desk items. It saves on boxes, and everyone knows exactly where their stuff is.

Why it matters:

Suitcases reduce the strain on your team and removals crew, speed up loading and unloading, and offer more protection for heavier items than flimsy boxes ever could. They're particularly handy for small offices, home offices, or managers who want to keep sensitive or high-value items with them during the move.

4. Photograph Cable Setups Before Unplugging

Ever tried to reassemble a workstation and wondered where that one cable was supposed to go? You’re not alone. Office tech setups (especially multi-monitor workstations or shared printers) can get surprisingly complex.

Taking a photo before unplugging anything is one of the smartest packing hacks for a smooth IT setup at the other end.

Here’s what we recommend:

• Take clear, well-lit photos of each workstation’s cable setup before unplugging. Focus on the back of monitors, CPUs, docking stations, and network equipment.

• Photograph shared areas too, such as printer networks, router setups, or switchboards—anywhere with multiple connections that could easily get mixed up.

• Store the photos in a shared folder (Google Drive, Dropbox, etc.) accessible by your IT or facilities team during the reinstallation process.

• For especially complicated setups, label the cables before unplugging them, too. A quick snap plus a bit of tape and a Sharpie can save hours of troubleshooting later.

  
  

Why it matters: 

Having a visual reference helps eliminate guesswork, speeds up reassembly, and reduces the chance of errors when setting everything up in the new office. It also allows your IT team to focus on the bigger picture, like getting systems online quickly and securely.

5. Bag, Label, and Tape Cables to Devices

There’s nothing worse than unpacking a tangle of unlabeled cables and playing “guess the charger” across 30 desks. Tech accessories may be small, but they’re essential, and they tend to go missing or get mixed up during a move.

Here’s what we recommend:

• Place each device’s cables, chargers, and accessories in a labelled ziplock or sandwich bag. Write the name of the device or employee on the bag for quick ID.

• Secure the bag to the corresponding device. Use tape, string, or velcro straps to attach the cable bag directly to a monitor, laptop, keyboard, or docking station.

• Use coloured tags or labels for extra clarity. For example, all of Marketing’s cables could be yellow, IT’s blue, etc.—helping your removals team or IT staff spot where things belong instantly.

• For shared equipment like printers, label each cable individually and store them together in a larger, clearly marked bag or container. The same applies to routers, speaker systems, and conference room tech.

Why it matters: 

This hack prevents cables from being lost, mixed up, or left behind. It also streamlines the reassembly process, so your team isn’t hunting down a missing power lead just to start work.

6. Use Soft Items to Protect Fragile Office Equipment

Packing fragile items like mugs, glass awards, or small electronics usually means bubble wrap, packing peanuts, or piles of paper. But there’s a smarter (and greener) way to do it.

Most offices already have plenty of soft, padded materials on hand that can double up as protective wrap.

Here’s what we recommend:

• Wrap breakables in soft office items like spare branded T-shirts, hoodies, tote bags, or even unused jumper stock from past events or marketing campaigns.

• Use cushion covers, tea towels, or cloth banners to pad out boxes or layer between fragile items like picture frames, desk ornaments, or desktop scanners.

• Fill gaps in boxes with crumpled fabric instead of paper. It cushions movement during transport and reduces waste.

•  Let your team know what can and can’t be used for packing in advance. That way, you’re not accidentally wrapping the Finance Director’s coat around the office kettle.

  
  

Why it matters: 

This hack protects your delicate office equipment while also reducing the amount of single-use packing materials. It’s eco-friendly, space-efficient, and often faster than cutting and taping bubble wrap.

7. Pack a ‘Day One’ Essentials Box

So, you’ve made it to the new office. Congrats! 

Except, the WiFi’s down, the kettle’s missing, and no one can find any toilet roll. That’s a situation you definitely want to avoid. 

And that’s why every office move needs a well-planned Day One essentials box. It will save your sanity and ensure you have a functional first day in your new space.

Here’s what we recommend:

• Pack a single, clearly labelled box (or crate) with all the essentials your team will need immediately. Prioritise comfort, connectivity, and cleanliness.

• Include key items such as:

  • WiFi router and power strip

  • Extension leads

  • Cleaning products (spray, wipes, bin bags)

  • Tea, coffee, sugar, and mugs

  • First aid kit

  • Toilet roll and handwash

  • Scissors, tape, and box cutters

  • Lightbulbs, batteries, or desk lamps if needed

• Label the box “OPEN FIRST – ESSENTIALS” in large, bold writing.

• If you’re moving a larger office, create one “essentials box” per floor or department. That way, everyone has what they need without rummaging through shared supplies.

• Transport it personally or load it last onto the removals van so it’s the first thing unloaded.

  
  

Why it matters: 

Unpacking takes time, and the first few hours in your new office will set the tone for the move. With the right essentials on hand, your team can stay productive, comfortable, and stress-free, even if not everything is unpacked.

8. Involve Your IT Team Early

When planning an office move, it’s tempting to focus on the big stuff like desks and filing cabinets. But IT relocation is often the most complex and critical element to get right. One oversight with servers, backups, or connectivity can lead to serious downtime.

That’s why your IT team should be involved from the very beginning.

Here’s what we recommend:

• Engage your IT department or provider as early as possible. They’ll help map out what needs to be packed, what needs to be backed up, and what needs to be handled with extra care.

• Assign your IT team full responsibility for disconnection and reconnection. That includes packing sensitive devices, labelling equipment, managing cables, and ensuring proper sequencing when bringing systems back online.

• Schedule downtime around your IT team's input. Ensure that critical services are backed up and can be restored quickly after the move.

• If you're using a removals company like Burton & Smith, ask them to liaise directly with IT to coordinate collection, safe handling, and set-up timelines.

• Create a detailed IT move checklist, including device inventory, IP configurations, and software reinstallation plans. Your future self (and your help desk) will thank you.

  
  

Why it matters: 

Your business runs on tech, and losing access to key systems for even a few hours can have knock-on effects. With IT in the loop from day one, you’ll reduce the risk of lost data, tangled networks, or stressful delays.

9. Colour-Code Your Departments

When you’re relocating an entire office, especially one with multiple departments or floors, clarity and speed are everything. One of the simplest ways to streamline the move is with a good old-fashioned colour-coding system.

By assigning colours to each team or floor, you help everyone (including your removals crew) instantly identify where boxes and equipment should go.

Here’s what we recommend:

• Assign a distinct colour to each department, team, or area. Use coloured labels, tape, or stickers to mark all relevant boxes, crates, and furniture. For example:

  • Finance: Blue

  • Marketing: Red

  • HR: Green

  • Sales: Yellow

  • IT: Orange

• Apply the colour consistently: on box labels, computer monitors, pedestal drawers, and even personal items. You can use coloured paper, pre-printed stickers, or even coloured zip ties for quick tagging.

• Create a colour key and share it with staff and your removals team so everyone’s on the same page from the start.

• Stick a matching coloured label on each desk in the new office before move-in day. That way, boxes can be placed directly where they’re needed without guesswork.

  
  

Why it matters:

Colour-coding speeds up unloading and setup, helps avoid misplaced boxes, and reduces back-and-forth during unpacking. It’s especially useful when several teams are moving into a shared open-plan space or different floors of the same building.

10. Wrap Whiteboards, Screens, and Glass in Blankets

Office items with glass surfaces, like whiteboards, monitors, framed artwork, or glass-topped desks, are some of the most vulnerable pieces during a move. They’re also some of the most expensive to replace if they arrive scratched, or worse, completely shattered. Proper protection is a must.

Here’s what we recommend:

• Wrap all glass or delicate surfaces in thick blankets, towels, or moving pads. Secure them firmly with tape, bungee cords, or straps to avoid shifting during transit.

• Reinforce corners with foam, bubble wrap, or pieces of cardboard to protect against knocks and drops.

• Clearly label each item as “Fragile – Do Not Stack.” This ensures it’s handled with care and not buried under boxes or furniture in the removals van.

• Store upright when possible. Large items like whiteboards and screens are less likely to crack when transported vertically, especially with padding on both sides.

• Many professional office movers offer export wrapping services and access to specialist packing materials like screen guards, TV boxes, and padded crates. If you’re moving high-value or fragile items, it’s worth asking about these options to keep your equipment safe and sound.

Why it matters: 

Broken monitors and glass panels cost money and can be dangerous if not properly handled. Protect your team (and your budget) by handling these items with extra care.

11. Declutter Before You Pack

Here’s no better time for a clear-out than just before an office move. Over the years, offices tend to accumulate a surprising amount of clutter. Old printer cables, out-of-date marketing materials, broken chairs, and enough staplers to supply a small army - you get the gist. 

By taking the time to declutter before you pack, you’ll save space, reduce moving costs, and avoid bringing unnecessary junk into your fresh new workspace.

Here’s what we recommend:

• Give each department time to sort through their area. Encourage staff to empty drawers, assess storage cabinets, and be ruthless with anything outdated or unused.

• Make decluttering easy and efficient by providing bins for shredding, recycling, and general waste. Label them clearly and schedule collection well ahead of move day.

• Create a donation pile for items in good condition, such as spare desks, working tech, or unused office supplies. Local charities, schools, or community organisations often welcome these donations.

• Work with your office removals company to arrange secure document shredding and responsible IT recycling. It saves hassle and ensures your data is disposed of properly.

Things to consider clearing out:

• Obsolete IT equipment or tangled cables

• Expired documentation (with proper shredding)

• Furniture that’s broken, mismatched, or no longer needed

• Unused stationery and promotional items

Why it matters: 

Less clutter means fewer boxes, a more organised move, and a smoother start in your new office. It also lowers your removal costs and gives your new space a cleaner, more focused feel from day one.

12. Leave the Heavy Lifting to the Professionals

If there’s one hack that guarantees an easy move, it’s this one. You can label every box perfectly and wrap every monitor in a blanket, but the real game-changer in any office move is bringing in the pros. 

A professional office removals company like Burton & Smith will do more than just shift boxes. We’ll supply packing crates, handle IT equipment, manage parking and access logistics, and even sort you out with storage if you need it.

Here’s what we recommend:

• Partner with an experienced office removals team to handle the move from start to finish. We’ve been helping London businesses relocate for over 45 years.

• Let the professionals manage the logistics. From organising parking permits and lift access to carefully moving sensitive equipment, our team handles the details so you don’t have to.

• Take advantage of specialist services designed to make your move seamless and stress-free.

• Book early. High-quality removals teams get booked well in advance, especially at the end of quarters or during lease renewals. Planning ahead guarantees you get the date, support, and service you need.

Our commercial removals extras include:

• Dedicated move manager to oversee the entire process

• IT disconnection and reconnection

• Furniture dismantling and reassembly

• Secure shredding and document disposal

• Packing and protection for high-value items

• Wrapping for fragile or bulky equipment

  
  

Why it matters: 

Your team has their own jobs to do. Adding the pressure of managing a complex move can lead to errors, stress, and lost productivity. Working with a professional removals company ensures your move is fully supported at every stage. If you're short on time or want to reduce disruption for your team, it's well worth the investment.

Remember: Plan Ahead, and Let the Experts Help

Packing for an office move is more than just boxes and bubble wrap. With a clear plan, the right packing techniques, and the support of experienced professionals, you’ll be up and running in your new office space in no time.

We’ve been helping London businesses relocate for over 45 years. From startups to multinational organisations, we handle every office move with care, speed, and minimal stress.

Ready to Move Office? We’re Here to Help

Whether you need help planning your move, sourcing crates, or managing a full relocation project, we’re just a phone call away.

Get your free quote today, and let’s make your next office move the smoothest one yet.