Want a more organised workspace and better productivity? Offsite storage can help. Here’s what you can store offsite to free up space and improve efficiency:
- Extra Inventory: Seasonal stock, promotional materials, or backup supplies.
- Document Archives: Old records, HR files, and legal documents.
- Equipment and Tools: Rarely used machinery, backup tools, or spare parts.
- Seasonal and Event Supplies: Holiday decorations, trade show displays, or event furniture.
- Old Technology: Outdated computers, printers, or networking devices.
Why it works: Offsite storage reduces clutter, helps reclaim up to 50% of storage costs, and improves productivity by cutting time wasted looking for misplaced items. Use secure facilities with 24/7 surveillance, access control, and fire protection for peace of mind.
Want to know how to organise your storage or choose the right unit? Read on for practical tips.
What to Store Offsite
Making smart decisions about what to store offsite can transform cluttered workspaces into more productive and organised environments. The trick lies in identifying which items take up precious space without playing a critical role in day-to-day operations. Below are some key categories of items that often benefit from being stored securely offsite.
Extra Inventory
Surplus stock is a common challenge for businesses, especially those with limited space. Retailers often find themselves overwhelmed by excess seasonal merchandise, promotional materials, or backup inventory that eats into their workspace. Instead of cramming everything into your premises, offsite storage can help streamline operations and free up valuable room.
For instance, restaurants can store backup supplies offsite, while online retailers can manage larger inventory levels without needing to expand their facilities. This approach is particularly useful for businesses with seasonal fluctuations – like storing summer apparel during the colder months or keeping holiday decorations safe until they’re needed again.
To make this process efficient, organise items by season and category for easy retrieval, and maintain accurate records of what’s stored and where. This not only prevents duplicate orders but also ensures you’re always prepared to restock. If you’re looking for a secure place to store surplus stock, check out Shield Self Storage‘s business storage Wirral options.
Document Archives
Over time, businesses accumulate a mountain of paperwork – financial records, legal documents, HR files – that might not be needed daily but still have to be kept for compliance or reference. These documents can take up a surprising amount of space, with just one four-drawer filing cabinet holding thousands of pages that could otherwise be used for more productive purposes.
Moving archived documents to an offsite facility not only clears up office space but can also reduce storage costs by up to 50%. Professional storage providers offer features like surveillance systems and access controls to keep sensitive documents secure, ensuring compliance with GDPR and safeguarding customer and employee information. For more details, visit our secure business storage page.
Equipment and Tools
Large machinery, backup equipment, and specialised tools can quickly dominate a workspace, especially if they’re not used regularly. Many businesses, such as those in trade or manufacturing, opt to store backup tools, seasonal equipment, or spare machinery parts offsite. This reduces clutter and creates a safer, more efficient work environment.
By moving these items to a secure offsite location, you also protect them from potential damage, theft, or wear and tear that can occur in busy operational areas.
Seasonal and Event Supplies
Some items, like holiday decorations, event furniture, or trade show displays, are only needed at specific times of the year. Yet they often end up taking up valuable space for months on end. Storing these supplies offsite keeps them safe and accessible while freeing up room for everyday operations.
For businesses that rely heavily on events – such as trade shows or seasonal promotions – this strategy is particularly useful. For example, companies can store booth displays, marketing materials, and demonstration equipment offsite, while venues might keep seasonal sound or decorative equipment ready for use but out of the way during quieter periods.
Old Technology
As businesses cycle through technology upgrades, outdated equipment like old computers, printers, and networking devices tends to pile up. These items might still hold value for data recovery, warranty claims, or compliance purposes, but they don’t need to occupy prime workspace.
How to Organise Your Storage Unit
Once you’ve decided which items to store offsite, the next step is organising your storage unit to extend your workspace and ensure quick, hassle-free access. Here’s how to categorise, label, and make the most of every square metre.
Sort and Categorise Items
The backbone of an organised storage unit is proper categorisation. Start by sorting your items based on how often you’ll need them. Keep frequently used items at the front for easy access.
Group similar items together by their purpose – such as marketing materials, seasonal decorations, or backup equipment. This system simplifies retrieval and aligns with how most businesses naturally organise their resources. Staff will find it easier to locate what they need without wasting time.
Use clear bins to store items so you can see the contents at a glance. This small change can save significant time – research suggests that daily searches for misplaced items can add up to six weeks of lost productivity annually.
Take it a step further by creating a storage map that shows where each category is located. Update this map whenever items are added or removed, and consider laminating it. Keep copies both at your main office and inside the storage unit for quick reference.
Label Everything and Track Digitally
Labelling is crucial for maintaining an efficient inventory. Avoid vague terms like "office supplies" and go for detailed descriptions such as "printer paper, staplers, and hole punches." This specificity makes it much easier to find exactly what you’re looking for.
A numbering system can add another layer of organisation. For instance, Box 001 might contain "Q4 2024 financial records", while Box 002 holds "trade show banners and display materials." This method ensures quick identification of important items.
"Using labels on storage bins is a significant step in maximising warehouse efficiency and reducing costs and time during the picking process", says Uma Mahesh from Mobile Supply Chain.
Digital tools can make tracking even smoother. A simple spreadsheet listing box numbers, contents, and locations can provide instant access to your inventory. While some businesses prefer QR codes or tracking apps, smaller operations often find a spreadsheet works just as well – provided it’s kept up to date.
Make it a habit to update your inventory records immediately when items are removed. This prevents wasted time searching for things that are no longer there and ensures accurate stock levels for better planning.
For tailored storage solutions, check out our business storage Wirral page.
Once everything is labelled and tracked, it’s time to maximise your storage space.
Make the Most of Your Space
To get the most out of your storage unit, plan how to use both horizontal and vertical space effectively. Stackable containers are a great way to use vertical space, allowing you to store more without taking up additional floor area.
Freestanding shelving units are another smart option. They provide multiple storage levels and keep items within easy reach. Shelving along the walls can free up the centre of the unit for larger items or even create a workspace for sorting materials.
For smaller items like tools or equipment, pegboards are a handy solution. These wall-mounted boards keep frequently used items visible and accessible. Hooks can also be used to hang bulkier items like bicycles, seasonal equipment, or promotional banners, saving valuable floor space.
Vacuum-sealed bags are perfect for compressing bulky soft items such as promotional textiles, uniforms, or seasonal decorations. These bags can reduce storage volume by up to 75%, giving you room to store more.
If you’re storing large furniture like tables or display stands, disassemble them first. Keep the hardware and assembly instructions in labelled bags attached to the furniture so they’re easy to find later.
The goal is to minimise wasted space while keeping everything accessible. Leave enough room to move around safely, and pay attention to weight distribution when stacking to avoid damage. With these strategies, your storage unit will not only hold more but also help maintain the efficiency of your business operations.
For more tips on organising your unit, explore our range of self storage solutions.
Choosing the Right Storage Unit
Once you’ve decided to use offsite storage, picking the right unit is essential to keep things running smoothly and avoid unnecessary expenses. A poor choice could lead to higher costs and headaches when accessing your items.
Size and Space Requirements
Getting the size of your storage unit right is more than just a convenience – it can save you a significant amount of money. For example, the annual cost difference between small and medium units can exceed £1,000, so it’s worth taking the time to estimate accurately.
Start by listing every item you plan to store. Count your boxes and measure larger pieces like furniture, equipment, or displays. This step ensures you know exactly how much space you’ll need.
To give you an idea:
- A small unit (up to 50 sq ft) is like a walk-in wardrobe.
- A medium unit (around 150 sq ft) is comparable to a single-bedroom flat.
- A large unit (300 sq ft) can hold the contents of a three-bedroom house.
Take a look at your current storage setup, too. You might find unused space that eliminates the need for a bigger – and costlier – unit. And don’t forget to think ahead. If you’re planning to expand your business or expect seasonal inventory changes, factor that into your calculations to avoid having to upgrade too soon.
Once you’ve nailed down your space requirements, the next step is ensuring your items are stored securely.
Security Features
When it comes to business storage, security is non-negotiable. Modern storage facilities come equipped with advanced systems that offer much more than just a padlock and key.
Here are some key features to look for:
- Electronic Access Control: This system manages who can enter the facility and individual units. According to the British Security Industry Association, 85% of its members use such systems, showcasing their importance.
- 24-Hour CCTV Surveillance: Continuous monitoring deters unauthorised access and provides evidence in case of incidents. Top-tier facilities often integrate access control with CCTV for added security.
- Individual Unit Alarms: These notify management and authorities immediately if someone tries to break in. Perimeter alarms add an extra layer of protection around the entire site.
- Additional Measures: Features like high fencing, motion-activated lights, controlled entry points, and on-site security staff during busy hours enhance safety. Well-lit areas not only deter intruders but also improve visibility for legitimate users.
If you’re storing sensitive documents or valuable equipment, make sure the facility complies with data privacy regulations and maintains its security systems regularly to avoid vulnerabilities.
Access Hours and Contract Terms
Convenient access and flexible contracts are just as important as space and security when choosing a storage unit.
Flexible access is a must, especially if your business needs can shift unexpectedly. While many facilities claim to offer 24-hour access, it’s wise to double-check the terms. Access might be restricted during maintenance, security upgrades, or if fees are overdue. Make sure the hours align with your operations.
Contract terms also matter. Opt for facilities offering rolling monthly agreements rather than locking you into long-term commitments. This flexibility allows you to adapt your storage needs as your business evolves without incurring penalties.
Finally, review any clauses about when the storage company might need access to your unit. Common reasons include maintenance, safety checks, or non-payment issues.
For storage solutions tailored to your business needs, check out our storage options. You can also explore secure and flexible options on our business storage Wirral page.
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Best Practices for Business Storage
Making the most of offsite storage starts with proactive management and organisation. By keeping a close eye on what’s stored and how it’s arranged, you can avoid paying for unused space and ensure your storage supports your business needs.
Check Your Storage Regularly
Regular reviews of your storage unit help prevent it from turning into a dumping ground for outdated or unnecessary items. Schedule periodic visits to evaluate what’s stored, remove anything that’s no longer useful, and check for damage or wear. A simple checklist can help you track which items haven’t been accessed in a while and identify any issues that need attention. Keep a record of what you remove – this can offer insights into usage trends and help you manage your space more effectively.
Train Your Staff
An organised storage unit is only useful if your team knows how to use it properly. Staff training is key to maintaining order and efficiency. Start with a clear manual outlining your storage policies and procedures, and take the time to walk your team through these steps to ensure everyone understands their role.
"Employee training is a never-ending process, as the tools and technology we use are constantly evolving. Stay current on what’s new and impart the knowledge and techniques to everyone on your team, especially your relief or part-time managers." – Anne Ballard, President of Training, Marketing and Developmental Services for Universal Storage Group
Designate a dedicated storage coordinator to oversee staff training and ensure consistent practices. Establish clear guidelines for requesting and retrieving items so that everyone knows who to contact and what details to provide. For secure and reliable storage options, explore our business storage Wirral solutions.
Match Storage with Your Business Schedule
Beyond organisation and training, it’s essential to align your storage use with your business operations. Plan storage visits during quieter periods to minimise disruption. Think about seasonal needs too – retailers might need more frequent access to seasonal stock, while event companies may require quick access to equipment and decorations during busy times.
Using an inventory system can help you monitor how long items have been stored and predict future requirements. Conduct inventory audits during slower periods to identify items that are outdated or no longer needed. This process can help you reorganise or downsize your storage unit, keeping it efficient and cost-effective.
"Every single company should be investing in automation and software that works for the company. Put the money into it – every single penny is worth it. Remember that just because certain software was popular six months ago, doesn’t mean it’s right today. Always be on the lookout for new technology and new opportunities to automate." – Ella Steinmetz-Simon, COO at 14Minds
Summary
Using offsite storage can transform your operations by freeing up valuable workspace, allowing your team to focus on priorities that drive your business forward. By moving storage offsite, you can reclaim space for essential activities.
It’s also a cost-effective choice, potentially cutting storage expenses by up to 50%. You’ll save on in-house security and staffing costs, which can quickly add up.
"Offsite paper records storage can help you lower your operating costs, improve employee productivity, create more value from information assets, and protect your organisation from the risks of litigation, audit, and disaster." – DTI
Think about the time wasted searching for misplaced records – up to four weeks a year. Offsite storage eliminates this inefficiency, giving your staff more time to focus on the tasks that truly matter. Plus, with strong security measures in place, including 24/7 surveillance and strict access controls, your critical documents and assets are well-protected.
This level of security is especially vital when you consider that 40% of small and medium-sized businesses never recover after a natural disaster. Offsite storage offers a reliable safety net, ensuring your business can continue to operate even in challenging circumstances.
"Knowing what information you have, where it is and when it should be destroyed is at the heart of any good records management system – and storing your records offsite ensures all these boxes are ticked." – Nigel Dews, Managing Director, Restore Information Management
Start by moving non-essential items offsite. Compare your current storage expenses with offsite options – not just the rental costs but also the hidden expenses of managing storage in-house.
Offsite storage also offers flexibility. As your business grows or changes, professional storage solutions can scale with you. Whether you’re expanding, downsizing, or just need extra room for records or inventory, offsite storage adapts without requiring large upfront investments in space or security.
Explore tailored storage options on our business storage Wirral page. You can also check out our wide range of self-storage solutions for more ways to optimise your business.
FAQs
How can using offsite storage help businesses save money and work more efficiently?
Offsite storage offers a practical way for businesses to cut costs and improve efficiency. By transferring documents, inventory, or equipment to an external storage facility, companies can free up valuable office space and sidestep the need for costly expansions or additional rental agreements. This can lead to noticeable savings.
Beyond the financial benefits, a decluttered workspace fosters better organisation. Employees can find what they need more quickly, streamlining their workflow and enhancing productivity. This approach not only reduces expenses but also cultivates a more focused and efficient environment, positively impacting day-to-day operations.
How can I organise and maintain an offsite storage unit efficiently?
To keep your offsite storage unit tidy and in good shape, start with clear labelling on all boxes and maintain a detailed inventory list. This way, you’ll always know exactly where to find what you need. Using boxes of the same size can also help with stacking efficiently and making the most of your space.
It’s a smart idea to keep items off the floor by using shelves or pallets, as this can protect them from potential moisture or pests. Make sure to leave pathways between rows of boxes so you can easily access all areas without having to move everything around. It’s also worth visiting your unit regularly to check on your belongings and give it a quick clean to keep dust at bay.
With these straightforward tips, your storage unit will stay organised, easy to navigate, and your items will remain in good condition.
How can I choose the right size and security features for my business’s offsite storage?
To figure out the right size for your offsite storage, start by making a list of everything you plan to store – whether it’s documents, furniture, or equipment. This will give you a clearer idea of the space you’ll need. For instance, smaller units work well for items like boxes or files, while larger units are better suited for inventory or bulky equipment. It’s a smart move to choose a unit that’s a bit bigger than your immediate needs, giving you room to expand later.
Security is another key factor to consider. Look for facilities with 24/7 CCTV surveillance, gated access, and restricted entry – these features can help protect your belongings from theft or unauthorised access. For added reassurance, see if the facility has fire prevention systems in place. By focusing on both the size and security of the storage unit, you can ensure it meets your business’s requirements effectively.
