We tried an experiment on this, our most recent move. If I'm counting right, this is the sixth time we've moved in eight years of marriage. The idea was to track what is in each box so that we could find anything we needed. We've never done anything like this before, so I thought I'd report back on how it worked out.
Answer: It was AWESOME! Still is, in fact, because we started unpacking on Saturday afternoon and we only have seven boxes left. That means we're already 90% done!
It worked like this. We went around the house, visually estimating how many boxes we would need of each size. This worked really well; we were short about five small boxes at the very end, but otherwise we nailed it. Then we set up a numbering system so that we could both number boxes while working independently. My series started at zero and his started at 100.
We didn't do anything about trying to keep boxes of the same size together. We didn't stage them in numerical order. They didn't get loaded on the van or stacked in storage by numerical order. They were simply numbered and labeled. My husband taught me to write the number on all three corners on the same side of each box, so they would be visible from the top, front, or side.
The labels are the most important part, aside from the inventory list. We started with the ROOM and then a few of the key items in the box. Such as: BEDROOM, machete, yoga mat, ukulele. Getting the boxes staged in the appropriate room in the new house is the most important part. This is why I don't believe in the concept of 'miscellaneous,' also known as MISC (the dreaded misc). Everything is "a thing I use in this room." If the room a thing belongs in is not clear, then it is probably a useless thing.
The inventory is the slightly more complicated part. It's especially complicated when you accidentally delete it off your phone and then have to hunt it down. (Don't do that). It could easily be done with paper and pencil; index cards might be useful. We only had about 70 boxes, so even a handwritten list would not have been unmanageable. I dictated our list because my phone has speech recognition. I would list the number of the box and then list off the contents in detail - more detail than we wrote on the box itself. For instance, Box 106 included a pair of ski gloves. I was able to indicate that the base of the blender went into one box, while the pitcher went into another box of more fragile items. Like that.
Having this inventory while we unpack has been incredible. It is SO helpful to know what you're getting into before you open a box. There have been several occasions when we needed something specific and were able to go right to it, such as the dog's bowls, the mattress pad, and the power strips. In some cases, we were even able to figure that certain boxes could go on the bottom of a stack with more urgent boxes on top.
Almost everything on this move was boxed up. In previous moves, we have always wound up with a lot of loose items. Last time, we made a couple of trips per night over about a week, and I hand-carried the most fragile stuff, one load at a time. That method makes it really challenging to estimate how many boxes you'll need, and thus there are never enough. The van winds up being full of all kinds of loose items, like garden hoses and lamps, and it's really hard to unload. All the loose things are much harder to unload than they were to cram into every available nook and cranny of the moving van. I am now a total convert to boxing every possible thing, even myself if that means I can hide and avoid having to carry another mattress down a ramp.
We have had professional movers twice, once when they stored everything for three weeks between homes. While professional movers are incredibly hard-working people with great spatial skills, I would rather avoid ever having to hire a service to do this job again. After a certain point, they just start carrying things in and setting them down wherever they fit. Last time, we had a floor lamp next to the toilet, because, isn't that where everyone puts their lamps? They even pack wastebaskets with stuff still in them. I can honestly say that with this move, we were more organized than professional movers. That is when minimalism really starts to pay off.
We got rid of three carloads of stuff before our move, after holding a yard sale and eliminating roughly another carload. After we saw our new apartment, we realized that a lot more would have to go, and we dropped off the equivalent of another pickup load, mostly consisting of plastic garage shelving. By far the easiest way to take inventory and pack up for a move is to get rid of as much stuff as possible first! Start with the fragile stuff and continue with anything irregularly shaped or hard to pack. Fill grocery bags with as many small items as you can bear to eliminate. When you are twelve hours in on moving day and haven't had dinner yet, you will thank yourself.
Moving does not have to be a horror show. The better organized and the more streamlined, the easier it is, and the sooner we can all get back to relaxing and playing with our phones, the ultimate proof that we don't use, need, or even enjoy most of our possessions anyway.
I've been working with chronic disorganization, squalor, and hoarding for over 20 years. I'm also a marathon runner who was diagnosed with fibromyalgia and thyroid disease 17 years ago.