Relocating your office can feel like a long and complicated task for a business, especially between managing staff, coordinating logistics, and trying to minimise downtime. With all coming together, it’s easy to feel overwhelmed.
Hence, if you’re upgrading to a larger space, downsizing, or moving to a more strategic location, there’s one element that can make your life much easier: business storage.
Using business storage units during an office relocation offers a smart, stress-free way to keep your assets safe, reduce clutter, and give you more breathing room to manage the move efficiently. From archived files to IT equipment and office furniture, a well-planned commercial storage strategy can ensure that nothing is misplaced, damaged, or overlooked.
Let us explore how to organise business storage for a smooth and streamlined relocation, covering everything from inventory tips to packing strategies and professional support.
Why Business Storage Matters During an Office Move
Planning an office relocation involves managing many moving parts, and without proper planning, things could quickly go off track. That’s where office relocation storage solutions come in.
What Are the Key Benefits of Using Business Storage?
- Minimises clutter in the workplace during the packing process
- Reduces the risk of damage or loss to essential equipment and documents
- Helps meet tight timelines by allowing flexible, phased relocation
- Improves staff productivity by removing obstacles and stress
What Items Can Be Stored in Business Storage Units?
- Office desks, chairs, shelving, and boardroom furniture
- Archived document storage (paperwork, HR files, tax records)
- Computers, monitors, printers, phones, and servers
- Marketing materials, signage, and trade show displays
- Seasonal or non-essential supplies
Many UK businesses find that using secure storage solutions saves time and money in the long run, especially when combined with professional removals or relocation services.
So, how do you go about setting it all up? Let’s explore the practical steps.
Steps to Organising Business Storage
1. Create a Detailed Inventory
Before anything gets packed up or stored, the first step is a comprehensive inventory. List out every asset in your office, big or small. This might sound time-consuming, but it’s a vital part of avoiding chaos later.
- Start by conducting a department-level audit – Ask team leaders to help identify essential vs non-essential items.
- Break down the inventory by category, such as furniture, tech, files, supplies, and assign each a priority rating (e.g. move now, store short-term, archive).
- Use spreadsheets or inventory tools like Google Sheets or dedicated relocation software.
- Assign tracking codes to high-value items, especially IT equipment and sensitive files.
2. Use Clear Bins and Label Everything
When packing for storage, clarity is vital. That’s why using clear bins and labelling everything properly will save you headaches later on.
Opt for transparent or colour-coded bins for different departments or item types.
Clearly label each bin with:
- Contents
- Department
- Fragility level
- Priority for unpacking
This system helps you keep track of where everything is, making it much easier to find what you need, especially during that crucial first week in the new space.
3. Disassemble and Store Furniture Efficiently
Large furniture can take up unnecessary space if not stored smartly. Taking the time to dismantle and organise it properly will help maximise your commercial storage space.
- Disassemble desks, tables, shelving, and modular units where possible.
- Wrap items securely using bubble wrap, moving blankets, or anti-scratch foam to protect finishes.
- Keep screws, bolts, and fittings in labelled zip-lock bags, and tape them to their corresponding item.
- Store furniture vertically when safe to do so, to make the best use of storage height.
Note: Grouping similar items together and labelling parts properly makes reassembly quicker and easier once you’re in the new location.
4, Prioritise Access to Frequently Needed Items
One of the most overlooked commercial storage tips is planning for the things you’ll need access to before your new office is fully set up. While it might be easy to box everything away, it’s wise to think ahead and separate the essentials.
Start by identifying items that might be needed at short notice, this could include:
- Cables, chargers, and extension leads
- Important stationery
- Appliances
- Access cards, ID badges
- IT peripherals like keyboards or monitors
- Documents required for day-to-day operations
These items should be packed into clearly labelled “open first” boxes and stored near the front of your business storage unit or in a dedicated space for easy access. If you’re using self-storage for office relocation, make sure your layout plan prioritises visibility and retrieval of these high-priority items.
5. Maintain Security and Protection
When you’re putting your business assets into commercial storage, security should be a top priority, especially when it comes to packing fragile items or data-sensitive equipment like laptops, hard drives, and confidential files.
Here are a few ways to protect your goods:
- Use strong, lockable crates or tamper-evident containers for sensitive items.
- Wrap fragile objects in anti-static bubble wrap, foam sheeting, or furniture blankets.
- Label boxes that are “fragile” and stack with care.
Additionally, don’t forget insurance.
At SO Storage, we go one step further by offering a bespoke protection policy for your goods, underwritten by RSA and arranged through our trusted protection brokers, Reason Global. This ensures peace of mind throughout the entire storage period.
Make sure your chosen provider offers secure storage solutions with:
- Gated access and individual unit alarms
- 24/7 monitored CCTV
- Fire detection and prevention systems
- Controlled access for authorised personnel only
5. Plan Storage Around Your Relocation Timeline
Good timing is everything during a move. To make your relocation seamless, your storage strategy should work hand-in-hand with your office move schedule.
Here’s how to align it all:
- Coordinate packing and storage bookings with your removal date.
- Book early to secure the right business storage units, especially during peak seasons.
- Consider if you need short-term temporary storage (e.g. for a few weeks) or long-term storage (e.g. for archived files or unused furniture).
Note: It’s also wise to build in contingency time in case your new office isn’t quite ready. Delays with fit-outs, broadband installations or lease finalisation can throw a spanner in the works. By planning and using flexible storage solutions, you avoid being caught out.
6. Organise Packing by Department and Function
Instead of packing randomly, keep everything grouped logically by department, IT, Finance, Marketing, HR, and so on. This approach simplifies packing and also makes the unpacking process at the new location far easier and more efficient.
- Assign department heads or team leads to oversee the packing process.
- Use coloured labels or codes to differentiate departments.
- Write a quick summary of contents on each box (e.g. “HR – Personnel Files – Archive”).
7. Regularly Update Your Inventory
A well-managed inventory is the backbone of any successful office relocation storage solution. Don’t let it fall by the wayside once items start going into storage.
- Check off items as they are packed and stored.
- Keep a digital log or cloud-based spreadsheet with item numbers, categories, and locations.
- Update this log if anything changes, whether something is removed, added, or relocated.
This reduces the risk of lost items and ensures you know exactly what’s where, even weeks or months later. It’s especially important when dealing with document storage, archived files, or financial records.
8. Communicate With Employees
Office moves affect your team just as much as your tech. Keeping everyone in the business informed will help reduce uncertainty and ensure the transition is smooth for everyone involved.
Explain the storage plan in advance, what’s going, what’s staying, and when. Let employees know how to access anything that’s been stored.
Assign department points of contact to field any questions and keep communication flowing.
By involving staff in the process, you reduce confusion, avoid duplicated efforts, and make everyone feel part of the journey.
9. Coordinate With Professional Movers If Needed
Finally, if you’re feeling the pressure, don’t go it alone. Coordinating a full relocation and managing storage logistics is a big job. That’s why many businesses choose to work with professional moving and storage providers like us, SO Storage.
Working with professionals saves time and also ensures your valuable equipment and files are handled safely and efficiently. Plus, it gives you one point of contact throughout the process, streamlining coordination.
Need Business Storage for Your Upcoming Move?
If you’re planning an office move and need safe, flexible storage you can count on, SO Storage is here to help.
We offer:
- Professional office relocation storage solutions tailored to your business
- Secure, modern business storage units with 24/7 monitored access
- Full removal services and house storage units for complete convenience
For added peace of mind, we also provide a bespoke goods protection policy to ensure your assets are protected throughout the storage period. Call us today on +44 (0)1865 88 15 15 to speak to one of our friendly experts for personalised advice or a free, no-obligation quote.
Or, simply fill out our quick enquiry form, and we’ll get back to you to help make your office relocation as smooth and stress-free as possible.
Frequently Asked Questions
1. How far in advance should I arrange storage for my office move?
You should begin arranging business storage at least 4 – 6 weeks before your move. This gives you time to audit assets, plan your packing, and secure the right size unit, avoiding last-minute pressure.
2. What if my new office isn’t ready on time?
We understand delays happen. That’s why SO Storage offers flexible temporary business storage options. You can keep your items stored securely until your new space is fully prepared, with the flexibility to extend your storage period if needed.
3. Is document storage GDPR-compliant?
Yes. Our facilities are suitable for GDPR-compliant document storage. We offer secure access controls, monitored units, and the environmental protection needed to keep files safe and confidential.
4. How can I access items while they’re in storage?
You can access your stored items during standard business hours, and secure 24/7 access is available on request. Simply contact our team in advance to arrange convenient, supervised access.
5. What storage size does my business need for a small-to-medium office?
Most small to medium-sized businesses require between 50–150 sq ft of storage, depending on the volume and type of items stored. Our experts will help you assess your needs and recommend the best unit size for your move.
