Should employees pack their own desks?

Should Employees Pack Their Own Desks?

The decision of whether employees should pack their own desks during an office relocation is a common one, with various factors influencing the best approach. There is no single universal answer; the ideal method often balances cost, efficiency, security, and employee engagement.

Benefits of Employee Self-Packing

• Personal Accountability: Employees are typically best placed to manage their personal effects and the specific organisation of their workspace. This often includes sensitive documents or treasured family photos.
• Privacy: Entrusting employees with their own packing ensures privacy for personal items and confidential work materials, which can be a significant concern.
• Reduced Cost for the Business: Opting for employees to pack their own items can reduce the overall expense of the move by cutting down on professional packing labour hours.
• Streamlined Access: On arrival at the new premises, employees know exactly where their items are, potentially aiding a quicker setup.

Challenges and Considerations for Employee Self-Packing

• Inconsistent Packing Quality: Without professional training, employees may pack inadequately, leading to potential damage during transit. Items might not be secured properly or boxes could be overloaded, making them prone to breakage or difficult to move.
• Time and Productivity: Asking employees to pack takes them away from their primary duties. This can impact business productivity in the lead-up to the move, potentially increasing the overall project cost indirectly. Planning how to minimise business downtime is crucial.
• Lack of Proper Materials: Employees may not have access to appropriate packing materials such as specialised boxes, proper wrapping paper, or robust tape, which are essential for secure transit.
• Insurance Implications: Damage to items packed by employees might not be covered under the removals company's insurance policy, or the extent of coverage could be reduced. It is important to understand the terms of removals insurance.
• Disruption to Operations: The packing process can be disruptive if not managed well, leading to a cluttered workspace before the move.

The Hybrid Approach: Best Practice

Many businesses find a hybrid approach to be the most effective. This involves employees packing their personal items and non-essential paperwork, while professional removers handle the more complex aspects.

Typically, a removals firm would manage:

• The physical dismantling and reassembly of office furniture.
• Packing and transporting shared resources, such as kitchen items, common area furniture, and bulk stationery.
• The specialist packing and relocation of IT equipment. Professionals are equipped to handle how to pack a desktop computer and can manage IT and server relocation safely.
• Loading, transport, and unloading of all items.

Recommendations for Businesses

1. Clear Communication: Issue clear guidelines to employees regarding their responsibilities and timelines. Effective communication during an office move is paramount.
2. Provide Materials: Supply employees with appropriate packing boxes, labelling kits, and packing tape well in advance.
3. Detailed Instructions: Offer specific instructions on how to pack, what to pack, and what to leave for professional movers. This should include guidelines for labelling boxes with names and designated new desk locations.
4. Designate Non-Packable Items: Clearly state items that employees should not pack, such as heavy equipment, confidential company documents, or items requiring specialist handling.
5. Secure Valuables: Advise employees to take home any high-value personal items, important documents, or small electronics such as laptops (if company policy allows) to ensure their security.
6. Allocated Time: Allocate specific work time for employees to pack their desks to avoid impacting their regular duties excessively.
7. Post-Move Support: Plan for assistance at the new location to help employees unpack and settle in efficiently.

By carefully planning and communicating these aspects, businesses can ensure a smoother office move that leverages employee participation while minimising risks and disruption.