Common Mistakes to Avoid When Packing Fragile Office Items

It’s easy to assume that packing, transporting, and unpacking office items is relatively straightforward. It seems like something we could all handle intuitively if the occasion arose. And in some regards, this is true. Most of us might employ some fairly obvious tactics to protect fragile items. However, the number of people who make the following elementary mistakes might indicate there is more to the task than meets the eye. 

At Adlam Transport, we understand that packing fragile office items requires time, planning, the right materials, and sufficient focus/attention to give them the best chance of arriving safely at their destination. We take the business of all transportation seriously, and fragile office items are no exception. This article highlights the most common, often disastrous mistakes to avoid and provides tips, tricks, and advice to pack fragile items and have them arrive in one piece.  

Easy Mistakes to Make When Packing and Moving Fragile Office Items

Some all-too-common mistakes to avoid when packing fragile office items include:

Rushing the Process

Time is precious, and it’s easy to rush headlong into any packing process to get it out of the way and move on to other pressing matters. However, this is a mistake. Few tasks in life are completed optimally when rushed, and packing fragile items is one where too little time and attention can have catastrophic consequences. 

• Give yourself time to properly execute the packing, focus, and avoid trying to speed through the process. 

Old, Weak Boxes

Relying on haphazard, randomly collected cardboard boxes to secure fragile office items is a recipe for disaster. Older boxes can be weakened at the seams, have insufficient strength in their bottoms, and fall to pieces without warning. With the easy availability of brand-new, sturdy, double-walled boxes, there is no excuse for using inferior existing ones. For the minimal effort and expense of getting reliable new ones, it is a risk that is simply not worth taking. 

Uneven Weight Distribution

The weight inside each packing box should be distributed evenly to prevent them from becoming unbalanced during transit or causing an unexpected sensation when lifted that may cause them to be dropped. Start with the heaviest items at the bottom and add lighter ones as you work your way to the top.

Incorrectly Sealed Boxes

No matter how carefully you pack your sturdy boxes, they are only as reliable as their weakest point. This is, typically, the areas where open ends and flaps are sealed with tape. Seal every opening with high-quality packing tape, taking special care to reinforce the bottom to prevent it from collapsing under the weight when lifted or opening during transit.

Inadequate or Inappropriate Packing Materials and Tools

Similar to the issue with old, insubstantial boxes, it makes little sense to rely on jaded padding/packing materials and hope they will get the job done. Invest in some high-quality packing materials and essential tools, including:

• Bubble wrap
• Packing peanuts
• Packing blankets
• Strong packing tape
• Box cutters (Stanley knives)
• Scissors
• Plain labels
• Permanent markers
• Zip ties
• Labels or tape with the word ‘Fragile’
• Selection of screwdrivers, Allen Keys, and other essential tools
• Tape measure

High-quality packing tape is among the most critical aspects of any good packing job. Using random tape lying around is a big mistake as it may not be strong enough and tear easily or leave sticky residue on everything. Invest in plenty of bespoke packing tape. It will come in handy sooner or later, even if you don’t use it all, and you will be shocked by how much of it you get through if you do a thorough job. 

Fragile Items Without Warning Labels

We cannot assume that everyone who handles our boxed fragile office equipment will do so in a careful manner. It is imperative to clearly label boxes containing fragile items so there can be no mistaking the sensitive nature of their contents. Use the markers to mark the boxes ‘FRAGILE’ or ‘HANDLE WITH CARE’ on all available surfaces. 

Use the worded tape or labels where possible, and don’t be afraid to go over the top. These things cost nothing in the grand scheme of things, and if extra signs and written instructions mean the difference between your package being handled roughly or with care, the effort will be worth it many times over. 

Overpacked Boxes

Although filling empty voids inside packing boxes is recommended to avoid items moving and crashing into each other, this should be done with additional packing materials. Boxes that are overpacked with fragile (or any) items can become extremely heavy. This makes them more susceptible to being dropped or experiencing structural failure when lifted and losing their contents. As with the tape and fragile labels, you should acquire an ample supply of boxes and use multiples as required. 

• No box should be a strain to lift; if it’s on the heavier side, be sure to note that alongside the fragile warnings.  

Insufficient Padding

Fragile items must be well-padded and cushioned from all sides. Wrap them individually before placing them in the box, then use foam/polystyrene inserts, bubble wrap, and packing paper to fill any empty spaces. This prevents unwanted movement and lessens the chance of breakages and other damage. If newspaper is used as packing material, ensure it is balled and rolled tightly enough to provide support and not simply stuffed into the empty spaces. 

Neglecting to Disassemble Items Where Possible

Many fragile office items have components that can be removed, wrapped, and packed separately. The places where individual parts connect are often the weakest spots, so disassemble everything from computer monitors and desk lamps to large furniture items. 

No Insurance for the Most Valuable, Vulnerable Items

Even the most conscientious, thorough box packer cannot account for all aspects of transporting fragile office items. As the saying goes – ‘Hope for the best but prepare for the worst.’ Comprehensive insurance for the most valuable/irreplaceable items is highly recommended and provides additional peace of mind.

Omitting to Record Everything That Goes in Each Box 

If you have multiple boxes to pack, the last thing you need is for the person who receives them to have no idea what’s inside each one. Take photographs of the group of items for each box and make a list as they are packed. Once complete, tape the list to the outside of the box. A master copy or photo of each list is invaluable if the outside of the box is damaged during transit. 

• Avoiding these common mistakes gives your fragile office items the best chance of arriving at the new location safely and securely. 

Conclusion: Avoiding Common Mistakes When Packing Fragile Office Items

No two scenarios that require us to pack and move fragile office equipment are the same. Whether we send items to another location en masse or pack a single box, the process should be the same. With the right materials and tools and the determination to do everything we can to protect the contents, our chances of success increase exponentially. 

If you would like to learn more about Adlam Transport, our services, and our dedication to top-tier, professional transportation and logistics, please don’t hesitate to contact us. When you engage the services of experienced professionals like ours, they can take the stress out of packing and transporting fragile office items and let you focus your efforts elsewhere, knowing you’re in the best hands in the business.