Nairobi office moves have become more frequent as companies grow, shrink, or relocate to better sites in the city. Since furniture is an expensive purchase, storing it incorrectly can result in damage, additional expenses, and delays in opening your new workplace. It takes considerable planning and attention to safeguard these assets during the transfer, which include conference tables, filing cabinets, workstations, and chairs. It’s important to store your furniture properly to keep it in good shape, make it accessible when needed, and make it easy to set up in your new office without any last-minute problems.
Tips for Storing Furniture During an Office Move in Nairobi
Assessing Your Storage Needs
Before moving your office furniture into storage, it’s essential to evaluate your specific needs to ensure a smooth and organized process. Proper planning will help you avoid overcrowded storage spaces, reduce the risk of damage, and ensure your furniture is ready when needed.
Evaluate the Amount and Type of Furniture to Be Stored
Start by taking an inventory of the furniture you’ll need to store during the move. Categorize your items by type, such as desks, chairs, filing cabinets, and conference tables. This will help you estimate how much space you’ll need and determine the best way to store different types of furniture. Larger items like conference tables and bulky desks may need to be disassembled to optimize space, while smaller items can be stacked or packed more efficiently.
Identify Fragile or Valuable Items That Require Special Care
Not all furniture can be stored the same way. Identify fragile or valuable items that require extra protection, such as glass tables, wooden desks, or leather chairs. These pieces may need additional padding, protective covers, or climate-controlled storage to prevent damage from humidity, dust, or temperature fluctuations. Make a list of these items to ensure they’re handled with care and given the protection they deserve.
Determine Whether You Need Short-Term or Long-Term Storage
Decide whether your storage needs are short-term or long-term, as this will impact the type of storage solution you choose. Short-term storage might be needed for a temporary move, while long-term storage could be necessary if you’re downsizing or waiting for renovations to finish. Short-term storage solutions are often more flexible and cost-effective, while long-term storage facilities may offer additional security and protection for your furniture over extended periods.
How to Choose the Right Storage Facility
What you should Consider:
Location, Security, and Accessibility
When choosing a storage facility, the location should be one of the first factors to assess. It’s important to select a facility that’s convenient for both your current and future office locations. A storage unit that’s too far away could result in added transport costs and logistical complications.
Security is another key factor. The facility should have 24-hour surveillance, secure entry systems, and proper fencing to protect your valuable furniture from theft or vandalism. Ensure the facility has proper lighting, alarms, and on-site personnel to monitor activity. Additionally, check whether the facility offers individual locks or alarm systems for each unit.
Accessibility is vital for ease of access to your stored items. Consider a facility that allows for flexible access hours so you can retrieve or store furniture when it’s most convenient for your office move schedule. If you expect to need regular access, choose a facility that offers drive-up access or loading areas for quick and easy transportation of large items.
Temperatures
Nairobi’s climate can fluctuate throughout the year, with periods of intense heat, humidity, and occasional rainfall. These conditions can affect the integrity of certain types of furniture, particularly wood, leather, and fabric materials. Climate-controlled storage units provide an added layer of protection by maintaining a consistent temperature and humidity level inside the storage facility. This helps prevent warping, cracking, mold growth, or deterioration of materials that could otherwise be damaged by Nairobi’s varying weather conditions.
Importance of Insurance and Protection for Your Stored Furniture
Even with the best storage facility, accidents or unforeseen events can still occur. This is why it’s crucial to invest in insurance coverage for your stored furniture. Check whether the storage facility offers insurance options, or speak to your business insurer about extending coverage to items in storage.
Insurance can protect against theft, fire, water damage, and other potential risks. It’s also important to confirm whether the storage facility provides protective measures, such as water-resistant flooring or fire suppression systems, to further safeguard your furniture. By ensuring proper protection, you can have peace of mind that your assets are covered no matter what happens.
How you can prepare Furniture for Storage
Properly preparing your office furniture for storage is essential to ensure that it remains in good condition and can be easily reassembled when needed. Taking the time to disassemble, clean, and protect your furniture will not only save space but also extend the life of your items.
Disassembling Bulky Furniture to Save Space
One of the best ways to maximize storage space is by disassembling bulky items such as conference tables, desks, and shelving units. Large pieces of furniture take up unnecessary room when left intact, and they are also more prone to damage during transport and storage. Carefully remove legs, tabletops, and other detachable parts to reduce the overall size of each item. Make sure to store screws, bolts, and other hardware in labeled bags to ensure easy reassembly later.
Proper Cleaning and Treating of Materials (Wood, Leather, Fabric) to Prevent Damage
Before placing furniture in storage, it’s crucial to clean and treat each item to prevent damage over time. For wooden furniture, clean the surface with a soft cloth and apply wood polish or protective oil to prevent cracking or drying. Leather furniture should be wiped down with a leather cleaner and conditioner to keep it moisturized and protected from humidity. Fabric-covered furniture, such as office chairs, should be vacuumed to remove dust and dirt, which can lead to mold or mildew in storage.
Using Protective Covers and Padding for Added Protection
Once your furniture is clean and disassembled, use protective covers and padding to shield it from scratches, dust, and potential damage. For wooden and metal pieces, use blankets or padded covers to prevent dings and dents. Leather and fabric furniture should be covered with breathable materials like cotton sheets to allow air circulation and prevent moisture buildup. Avoid using plastic covers, as they can trap moisture and lead to mold or mildew. Additionally, consider using bubble wrap or foam padding for smaller, more fragile items to ensure they stay intact during storage.
Labeling and Organizing Parts for Easy Reassembly
Disassembled furniture parts should be clearly labeled and organized to make reassembly efficient and stress-free. For example, store all screws, bolts, and other small hardware in labeled plastic bags and tape them to the corresponding piece of furniture. For larger parts like legs and tabletops, use masking tape or labels to identify which parts belong together. This attention to detail will save you time and frustration when setting up your new office, ensuring that each item can be quickly and easily reassembled without missing pieces.
Organizing Your Storage Unit
Effectively organizing your storage unit is key to keeping your furniture in good condition and making the most of your available space. With a thoughtful approach, you can ensure that your office furniture is safe, accessible, and protected from damage.
Best Practices for Arranging Furniture Inside the Unit
When arranging furniture in your storage unit, start by placing heavier, bulkier items at the back of the unit. Items like filing cabinets, large desks, and conference tables should form the foundation of your storage layout. This creates a stable base and allows for smaller, lighter items to be placed on top. Keep frequently needed items closer to the front for easy access.
Disassembled pieces should be stored upright to maximize floor space, but ensure that they are placed in a way that prevents them from toppling over. Always keep a clear path within the storage unit to access different pieces without having to move everything around.
Leave Space for Airflow to Prevent Mold and Moisture Damage
Maintaining proper airflow inside your storage unit is essential to prevent mold, mildew, and moisture damage, especially in Nairobi’s humid climate. Avoid pushing furniture directly against the walls of the unit, as this can restrict airflow and cause condensation to form. Leave a small gap between the walls and the furniture to allow air to circulate freely.
Stacking furniture too closely together can also trap moisture between pieces, leading to warping or mold growth. Create small spaces between items to ensure ventilation, and avoid sealing furniture in plastic covers, as this can also trap moisture.
Stack Furniture in a Way That Prevents Breakage or Warping
When stacking furniture, use caution to prevent damage. Heavier and more durable pieces, like wooden desks and filing cabinets, should be placed on the bottom, while lighter or more delicate items, such as chairs or small tables, should go on top. Be mindful of weight distribution to avoid placing too much pressure on fragile pieces.
For items like mattresses, cushions, or other soft furniture, store them flat rather than standing them upright to avoid uneven weight distribution that could lead to warping. Using shelving units within the storage unit can also help you safely stack smaller items and keep them off the ground.
Utilize Vertical Space for Efficient Storage
To make the most of your storage unit, take advantage of vertical space. Stack furniture as high as safely possible, using protective padding between layers to prevent scratches or dents. Shelving units can be particularly useful for organizing smaller office items such as desk chairs, lamps, or office supplies.
If possible, store disassembled furniture parts like table legs and shelves vertically to save horizontal floor space. By optimizing vertical space, you’ll be able to store more items without overcrowding the unit, ensuring that your furniture remains safe and accessible.
How you can Secure Your Furniture
When storing valuable office furniture during a move, ensuring that your items are safe and secure should be a top priority. Proper security measures help protect against theft, damage, or loss, giving you peace of mind throughout the storage period.
Ensuring the Storage Facility Has Adequate Security Features
Before storing your office furniture, thoroughly assess the security features of the facility. Look for facilities with 24-hour surveillance systems, ensuring that all areas are under constant video monitoring. Check for secure entry systems, such as access-controlled gates, requiring personalized codes or keycards for entry. On-site security personnel or regular patrols can also add an extra layer of protection.
Additionally, the facility should be well-lit, both inside and outside, to deter potential thieves. Make sure that the perimeter is fenced and that individual storage units are equipped with sturdy doors and locking mechanisms. Choosing a facility with comprehensive security measures ensures that your furniture is well-protected while in storage.
Using Locks, Tracking Systems, or Alarms for Valuable Items
For highly valuable or sensitive items, consider using additional security measures beyond what the facility provides. Invest in a heavy-duty lock for your storage unit, preferably one that is resistant to cutting or picking. Disc locks and cylinder locks offer enhanced protection compared to standard padlocks.
You may also want to consider using tracking systems for particularly expensive or important pieces of furniture. GPS-enabled devices or RFID tags can help you track the location of high-value items and alert you if they’re moved unexpectedly. Some storage facilities also offer units equipped with individual alarms that trigger if the unit is tampered with. These extra layers of security can be invaluable when storing your most important assets.
Regularly Check on the Condition of Your Stored Furniture
Even with the best security measures in place, it’s important to regularly check on the condition of your stored furniture. Schedule periodic visits to the storage facility to inspect your items for any signs of damage, theft, or environmental issues like mold or moisture. This is especially crucial if your furniture is stored long-term.
During these visits, check that all locks and security systems are still functioning properly and that there are no signs of tampering. Additionally, confirm that climate-controlled units are maintaining the correct temperature and humidity levels. By staying vigilant, you can catch any potential problems early and take immediate action to protect your furniture from damage or loss.