Handy Checklist for Handling Technology Safely During a Home or Office Move
Tanya Wetson-Catt • 14 August 2023
Moving can be a chaotic and stressful time. Especially when it comes to handling your valuable technology. Whether you're relocating your home or office, it's essential to take extra care. Both with fragile items and when packing and moving your devices and other tech items.
To help you navigate this process smoothly, we've put together a handy checklist. Use this 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. Create copies of important files, documents, photos, and any other irreplaceable information. You can either use an external hard drive, cloud storage, or both. By doing this, you'll have peace of mind knowing you've protected your data. Should something unfortunate happen during the move, your files will be intact.
Organize and Label Cables
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 organize and label your cables before packing.
Use cable ties or twist ties 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 peanuts 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 laptops, 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
Reconnecting to the internet is usually one of the first things done for both home and office moves. To make it easier, pack all your Wi-Fi network equipment separately from other items.
This includes your modem, router, 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 can file a claim and call in an IT service professional to help.
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.
Need help from the pros to move your technology securely? Give us a call today to schedule a chat.
More from our blog
Does it ever seem like your small business is overwhelmed with data? This is a very common phenomenon. The digital world has transformed how small businesses operate. We now have an overwhelming volume of information to manage employee records, contracts, logs, financial statements, not to mention customer emails and backups. A study by PR Newswire shows that 72% of business leaders say they've given up making decisions because the data was too overwhelming. If not managed properly, all this information can quickly become disorganised. Effective IT solutions help by putting the right data retention policy in place. A solid data retention policy helps your business stay organised, compliant, and save money. Here's what to keep, what to delete, and why it matters. What Is a Data Retention Policy and Why Should You Care? Think of a data retention policy as your company’s rulebook for handling information. This shows how long you hold on to data, and when is the right time to get rid of it. This is not just a cleaning process, but it is about knowing what needs to be kept and what needs to be deleted. Every business collects different types of data. Some of it is essential for operations or for legal reasons. Other pieces? Not so much. It may seem like a good idea to hold onto data, but this increases the cost of storage, clutters the systems, and even creates legal risks. Having a policy not only allows you to keep what's necessary but lets you do so responsibly. The Goals Behind Smart Data Retention A good policy balances data usefulness with data security. You want to keep the information that has value for your business, whether for analysis, audits, or customer service, but only for as long as it’s truly needed. Here are the main reasons small businesses implement data retention policies: Compliance with local and international laws. Improved security by eliminating outdated or unneeded data that could pose a risk. Efficiency in managing storage and IT infrastructure. Clarity in how and where data lives across the organisation. And let’s not forget the value of data archiving. Instead of storing everything in your active system, data can be tucked away safely in lower-cost, long-term storage. Benefits of a Thoughtful Data Retention Policy Here’s what a well-planned policy brings to your business: Lower storage costs: No more paying for space used by outdated files. Less clutter: Easier access to the data you do need. Regulatory protection: Stay on the right side of laws like GDPR, HIPAA, or SOX. Faster audits: Find essential data when regulators come knocking. Reduced legal risk: If it’s not there, it can’t be used against you in court. Better decision-making: Focus on current, relevant data, not outdated noise. Best Practices for Building Your Policy While no two businesses will have identical policies, there are some best practices that work across the board: 1. Understand the laws: Every industry and region has specific data requirements. Healthcare providers, for instance, must follow HIPAA and retain patient data for six years or more. Financial firms may need to retain records for at least seven years under SOX. 2. Define your business needs: Not all retention is about legal compliance. Maybe your sales team needs data for year-over-year comparisons, or HR wants access to employee evaluations from the past two years. Balance legal requirements with operational needs. 3. Sort data by type: Don’t apply a one-size-fits-all policy. Emails, customer records, payroll data, and marketing files all serve different purposes and have different retention lifespans. 4. Archive don’t hoard: Store long-term data separately from active data. Use archival systems to free up your primary IT infrastructure. 5. Plan for legal holds: If your business is ever involved in litigation, you’ll need a way to pause data deletion for any records that might be needed in court. 6. Write two versions: One detailed, legal version for compliance officers, and a simplified, plain-English version for employees and department heads. Creating the Policy Step-by-Step Ready to get started? Here’s how to go from idea to implementation: 1. Assemble a team: Bring together IT, legal, HR, and department heads. Everyone has unique needs and insights. 2. Identify compliance rules: Document all applicable regulations, from local laws to industry-specific guidelines. 3. Map your data: Know what types of data you have, where it lives, who owns it, and how it flows across systems. 4. Set retention timelines: Decide how long each data type stays in storage, gets archived, or is deleted. 5. Determine responsibilities: Assign team members to monitor, audit, and enforce the policy. 6. Automate where possible: Use software tools to handle archiving, deletion, and metadata tagging. 7. Review regularly: Schedule annual (or bi-annual) reviews to keep your policy aligned with new laws or business changes. 8. Educate your staff: Make sure employees know how the policy affects their work and how to handle data properly. A Closer Look at Compliance If your business operates in a regulated industry, or even just handles customer data, compliance is non-negotiable. Examples of data retention laws from around the world include: HIPAA: Healthcare providers must retain patient records for at least six years. SOX: Publicly traded companies must keep financial records for seven years. PCI DSS: Businesses that process credit card data must retain and securely dispose of sensitive information. GDPR: Any business dealing with EU citizens must clearly define what personal data is kept, why, and for how long. CCPA: California-based or U.S. companies serving California residents must provide transparency and opt-out rights for personal data. Ignoring these rules can lead to steep fines and reputational damage. A smart IT service provider can help navigate these regulations and keep you compliant. Clean Up Your Digital Closet Just like you wouldn’t keep every receipt, email, or post it note forever, your business shouldn’t hoard data without a good reason. A smart, well-organised data retention policy isn’t just an IT necessity, it’s a strategic move for protecting your business, lowering costs, and staying on the right side of the law. IT solutions aren’t just about fixing broken computers; they’re about helping you work smarter. And when it comes to data, a little organisation goes a long way. So don’t wait for your systems to slow down or a compliance audit to hit your inbox. Contact us to start building your data retention policy today and take control of your business’s digital footprint.
Let’s be honest, operating a small or medium-sized business requires wearing multiple hats. From chasing approvals to manually updating spreadsheets, it’s easy for your team to get stuck doing time-consuming tasks that drag down productivity. That’s where smart IT solutions come in, and one of the most effective tools available today is Microsoft Power Automate. In 2024, 85% of business leaders say AI-powered automation is key to driving productivity and efficiency across industries. Whether you're offering IT services or managing internal operations, Power Automate gives you the power to streamline the chaos. In this guide, we’ll break down exactly how it works, what it can do for you, and how to start automating your workflows without needing a degree in coding. What is Microsoft Power Automate? Power Automate is a tool offered by Microsoft for business automation purposes, designed to assist companies in developing workflows for routine tasks such as notifications, file copying, requesting approvals, and more. The best part? You don’t need to be a tech expert to use it. Power Automate uses a simple drag-and-drop interface that works across desktop, mobile, Microsoft Teams, and the browser. Why It’s a Game-Changer of SMBs For small and medium businesses, every bit of time saved matters. Power Automate allows you to build workflows (called "flows") that eliminate manual steps and speed things up, without hiring developers or buying extra tools. Think of it as your virtual assistant that never takes a coffee break. It even comes with hundreds of pre-built templates and connectors. Want to automatically save email attachments to OneDrive? Done. Need to get a Teams message when a file changes in SharePoint? Easy. Need a manager to approve a vacation request via email? Just pick a template and customise it. Real-World Use Cases That Make Life Easier Power Automate is not all about fancy features, it's about solving actual problems. Here are some everyday examples of what it can do: Customer onboarding: As a customer signs up, automatically send welcome emails, update task assignments for the relevant teams, and make updates to the CRM. Sales lead management: With a new entry, Power Automate can set up background follow-up emails, delegate the lead to an available sales executive, and note the prior activity all in one go. Expense reports: Set a workflow to pull receipts, summarise total expenses, and submit for approval instead of collecting receipts and filling out forms. New hire setup: Once an employee is added to your HR system, the tool can trigger a series of actions, creating accounts, sharing documents, and scheduling orientation meetings. Project management: Kick off a new project with automated task lists, team assignments, and progress tracking tools that keep everything on schedule. Key Features That Make It Work Here is a short overview of what Power Automate has to offer: Templates: For frequent activities such as transfer of files, email alerts, approvals, and reminders, there are prebuilt templates that can be used. Connectors: For popular applications such as SharePoint, Dropbox, Outlook, Google Drive, and even Twitter, there are more than 300 built-in connectors available. Triggers and actions: Each flow has a trigger that starts it. For example, receiving an email. After that, the flow executes actions, which can be any of the following: create a task, send a message, save a file. The actions can be adjusted to achieve your desired outcome. Cross-platform use: Available via Microsoft Teams, mobile, desktop, and browser, so you can manage your workflows anywhere. What About Security? Power Automate is built on Microsoft’s cloud infrastructure , meaning it benefits from robust security protocols, especially when integrated with Azure Active Directory. You can easily audit your flows, restrict access where needed, and protect sensitive data. It’s also a great option for IT teams dealing with older systems. Power Automate can connect to legacy software without forcing you to replace or overhaul existing tools. Robotic Process Automation (RPA) and Process Advisor If you're looking to really scale things up, Power Automate offers more advanced tools like Robotic Process Automation (RPA). This allows you to record your screen and mouse movements to create repeatable actions, great for tasks like pulling data from systems that don’t have APIs. There are two types of RPA flows: Attended RPA: Runs while you’re logged in, ideal for tasks that still need some human input. Unattended RPA: Runs in the background based on a trigger, with no user required. Then there's Process Advisor, a tool that helps you analyse how your team works. It can identify bottlenecks and highlight steps that slow things down, so you can automate smarter. Project Management: Five Ways Power Automate Helps If you’re in charge of projects, you know how much time goes into communication, documentation, and keeping everything on track. Here’s how Power Automate can give you back some of that time: Automated Approvals Set up automated flows for document approvals, project requests, or budget reviews, no more chasing down signatures. Centralised Document Management Store project documents in one place, track changes, and ensure everyone’s always working off the latest version. Real-Time Reporting Connect Power BI to Power Automate to create live dashboards and reports that reflect real-time progress on tasks and budgets. Team Communication via Teams Set up instant notifications in Microsoft Teams when key updates happen, like task completions or deadline changes, so nothing falls through the cracks. Smarter Task Organisation Use automation templates to schedule meetings, send reminders, and assign priorities, helping your team focus on what really matters. Streamline Your Work in Minutes Getting started with Power Automate is easier than you think. Log into Microsoft 365, open Power Automate, pick a template or build your own, customise, and save. It runs in the background automatically. Power Automate helps small businesses ditch the busywork, boost productivity, and grow smarter. Ready to streamline your workflows? Contact us today to get started.
Nothing throws off your day like a frozen screen or a sluggish computer. If you run a small business, you’ve probably dealt with outdated tech more than once. Sure, squeezing extra life out of old equipment feels economical, but it often costs more in the long run. Small businesses lose approximately 98 hours per year, equivalent to 12 working days , due to technology concerns such as slow PCs and outdated laptops. That’s why having an IT refresh plan matters. It keeps your team running smoothly, avoids unexpected breakdowns, and helps you stay secure. Regardless of whether you outsource managed IT services or handle them in-house, a solid refresh strategy can save time, stress, and money down the line. Why Having a Strategy in Place is Important It’s easy to ignore old hardware until something breaks. But when things start falling apart, you have no choice but to look for better parts, deal with downtime, or even explain to your team and clients why things are slow. The risks of not planning include: Unexpected downtime: Even one broken laptop can stop an entire day of work. Productivity tanks: Outdated tech runs slower, crashes more often, and just can’t keep up. Security risks go up: Older systems miss out on key updates, leaving you exposed. Compliance issues: Especially if your business needs to meet certain tech standards or regulations. A little planning now can save you from a lot of headaches later. 4 Simple Strategies for a Smarter Refresh Plan Big budgets and tech experts won’t work magic on their own. What drives real results is a practical plan that works for your business’s size, requirements, and pace. Here’s how to start: 1. Replace as You Go This one is for those who like to make things work until they can work no longer, but with a smarter twist. Instead of replacing everything all at once, swap out equipment gradually. When a machine starts acting up or hits the end of its lifecycle, replace it. Not sure when that is? Your IT support provider can help you set a realistic “expiration date” for each device based on warranty, performance, and whether it can still run your essential tools. This approach spreads out the costs and keeps surprises to a minimum. 2. Schedule Regular Refresh Cycles If your team relies heavily on tech, or you’d rather not wait for things to go wrong, consider refreshing your hardware on a set schedule. Every three years is a common timeframe for small businesses. This helps in a few ways: You avoid the slow build-up of old, sluggish machines. You can plan (and budget) for replacements ahead of time. You may be able to score better deals when buying in bulk. It’s a cleaner, more predictable way to keep your tech current. 3. Watch for Compatibility Issues Tech doesn’t exist in a vacuum. A new software update might require more memory than your old laptops can handle. Or a cloud app might not even install on an outdated operating system. Waiting until something breaks, or no longer works with your tools, puts your business in panic mode. Instead, have your IT partner do regular check-ups to make sure your equipment still plays nice with your software. Think of it like a yearly health check-up for your tech. 4. Don’t Be Afraid of Leasing Buying new equipment outright isn’t always in the cards, especially for smaller teams. If big upfront costs are holding you back, leasing might be worth a look. Many IT vendors offer lease options with flexible terms. Some even throw in easy upgrades every few years and support during the transition. It’s a way to get the latest gear without blowing your budget all at once. Always Have a Hardware Register Here’s a simple but powerful tip to keep track of your tech. All you need is a simple spreadsheet that includes: What equipment do you own When you bought it When the warranty expires Any issues it’s had Who’s using it This list, often called a hardware register, takes the guesswork out of planning. Instead of saying “I think we bought that laptop a while ago,” you’ll know exactly where you stand. With a hardware register in place, you can: Spot patterns before things break Budget smarter Negotiate better deals with vendors Avoid security risks from forgotten old devices. The Cost of Waiting Too Long Here’s the hard truth: keeping old hardware around to “save money” often ends up costing you more. Old tech slows your team down, increases support calls, and makes you more vulnerable to cyber threats. Once your equipment is really out of date, upgrading becomes more difficult, because everything must change at once. That’s why the smartest move is to stay just ahead of the curve, not miles behind it. What to Do Next If you’re ready to stop putting out IT fires and start thinking ahead, here’s your game plan: 1. Take inventory: Write down what you’ve got and how old it is. 2. Set your goals: Are you hiring? Switching software? Moving to the cloud? Your refresh plan should support where your business is headed. 3. Talk to your IT services provider: They can help you figure out the best timing, budget, and options (including leasing or bulk purchases). 4. Create a simple schedule: Whether you do it all at once or one device at a time, a plan is better than winging it. 5. Review regularly: Check in once or twice a year to stay on track. Stay Ahead by Refreshing Smart Technology should be helping your business, not holding it back. With a bit of planning you can avoid surprise breakdowns, reduce downtime, and keep your team equipped with what they need to succeed. An IT refresh strategy isn’t just about replacing old devices, it’s about protecting productivity, improving security, and future-proofing your business. When your tech runs smoothly, so does everything else. Need help building your refresh strategy? Contact us today.