The COVID-19 pandemic has seemingly changed the way Denverites do business.
If you’re downsizing to accommodate a growing hybrid workforce or need to find a larger space to keep up with your company’s expansion, hire a professional team to help you with the logistics and the heavy lifting.
Planning a successful office move involves proper planning, preparation, and communication with Denver’s talented, established commercial moving companies.
Pre-Move Planning and Preparation
Planning a seamless, successful move starts 6-12 months before moving day.
First things first, take these steps immediately when planning your upcoming relocation:
- Understand your current office lease: Breaking your lease could cost you money. The financially responsible choice is to start a new office lease within a few weeks of your old office lease.
- Formulate a moving budget: The budget should include moving company expenses, IT fees, cleaning and repair fees, a deposit on your new lease, new furniture, electronics, and office equipment.
- Create a decommissioning protocol: Decommissioning an office involves returning the space to its original state. This typically means cleaning, removing branded materials and personal effects, painting, and making necessary repairs.
- Find a new office space and plan the layout: Find a new workspace that accommodates your growing business.
- Start researching Denver movers: Get the phone numbers for at least three to four office moving providers. Contact each mover for a free quote.
- Give notice to your current property manager: Give official notice to your landlord or property manager six months before your intended moving date.
Proper Planning for Your Denver Office Move: A Comprehensive Guide
Planning is key to any successful venture, and the same applies to an office move.
Of course, the first step is to find great commercial movers nearby to help efficiently facilitate the move. The rest is up to you as the business owner, but the process doesn’t have to be stressful.
Follow this comprehensive guide to planning a commercial move:
- Appoint a moving coordinator: Enlist a trusted employee to act as a liaison between your business and the moving company.
- Create a moving timeline: A moving timeline and checklist will ensure you remain on track and do not leave loose ends.
- Start packing ASAP: Prioritize decluttering and packing. Packing services are a great option because they allow your employees to focus on the move and doing their jobs rather than filling boxes.
Selecting the Right Moving Company for Your Office Relocation in Denver
With dozens or even hundreds of excellent commercial movers throughout the Denver Metro Area, how do you narrow your options and find professionals who will meet your company’s needs?
Unlike finding great residential movers, which rely heavily on the help and opinions of friends and family, locating a reputable office mover can be more difficult.
Follow these tips to help narrow down your options:
- Check online reviews: Read online reviews from trusted sources, including the Better Business Bureau.
- Consider the company’s credentials, insurance, and experience: Work with a company licensed through Colorado State and carries the proper business insurance.
- Request itemized moving quotes: Be wary of a local or long-distance moving company that charges for a quote or does not send a representative to take an inventory of your office furniture and equipment.
- Ask for professional references: Use caution if the company cannot supply professional references or the recommendations of past satisfied clients.
Designing Your New Office Space: Tips for a Smooth Transition
Creating the perfect atmosphere is a crucial aspect of any office design. A suitable space can increase productivity and improve the mood of your employees.
For example, many companies are ditching the standard office, complete with management in separate offices and boring commercial artwork, for a more open-concept design that allows all employees to work together as one unit.
Creating a Detailed Floor Plan: The First Step in Your Office Relocation
After the movers and packers empty the moving truck, follow these tips to design the ideal office space:
- Forget cubicles: An open-concept workspace increases collaboration and helps create a better flow through the office.
- Bring in natural light: Boost the mood of your employees by allowing natural light to flood the space. Bonus points if you include plants and other natural elements.
- Offer options: Employees and companies benefit from various desk and seating options. For example, some employees shine when brainstorming in shared workspaces, while others work better at their desks.
- Set up multipurpose spaces: Create a separate area for hybrid workers to collaborate with employees who work in the office full-time.
Setting a Realistic Moving Date: Aligning Expectations with Reality
Depending on the number of employees and the size of your current office, planning and executing a successful relocation can take several weeks to an entire year.
Commercial movers have the experience to help you plan a realistic timeline and an accurate moving date.
Getting Your Employees Involved Early in the Moving Process
Your employees are your greatest asset and can be instrumental in planning a successful relocation.
In addition to appointing a moving coordinator, ask each employee to pack their desk or pitch in to help your professional packers box up important documents and office equipment.
Logistics and Organization
We begin with a site visit, during which we will create a one-of-a-kind moving plan. Next, we will work with you to protect your assets while we minimize disruptions to your workflow.
Your office supplies, furniture, and equipment are loaded onto a truck. Finally, our team of experienced movers will help set up your new office space. It will work tirelessly to ensure the transition is seamless.
Managing the Relocation Process: A Timeline for Denver Office Moves
In addition to the initial planning phase, which occurs during the first six months to one year before your moving date, there are several additional steps you need to take in the days and weeks before your move, including:
- 3 to 6 months before the move: Establish a team to delegate responsibilities and confirm your moving date with your moving company.
- 1 to 3 months before the move: Create a moving inventory, hire a cleaning service for your old office, and send a floor plan to your movers.
- One week before the move: Disassemble office furniture and start packing non-essential office equipment. Use a color code system for easier unpacking.
- On moving day: Ensure your internet and phone lines are working, assist your moving crew, and collect the keys and passcards from your employees. You will do a final walkthrough with your previous landlord.
Packing Office Equipment Safely: Ensuring a Damage-Free Move
Purchasing replacement equipment isn’t within budget, so you must pack efficiently and effectively to prevent damage.
Follow these simple tips to pack office equipment like a pro:
- Gather the necessary materials: Purchase high-quality materials, including sturdy boxes, plastic totes, packing tape, and bubble wrap.
- Pack electronics individually in original boxes: Pack electronics in the box they came in for optimum protection.
- Hire professional packing services: Local movers who offer packing services come equipped with the skills, experience, and packing supplies to protect bulky items and fragile decor.
Liaising with Building Management: Navigating Move-Out and Move-In Day
Working with property management in your former and new facility is an important aspect of relocating office spaces.
The management from your original office space will perform a final property walkthrough to ensure no damage.
Remember, if you break your lease, you may be responsible for paying rental costs and forfeiting your original security deposit. Effective communication with your new property management before move-in day is crucial.
Go over your new lease carefully, and if necessary, hire an attorney so you understand the terms, including who is responsible for utilities, the length of your lease, and what is involved in the eviction process.
Your new landlord will be available on move-in day when you sign the lease, receive the keys, and start moving in boxes!
Ensuring All the Services Are Transferred
Start transferring services at least two weeks before your intended move-in date.
Make a list of all utility providers and your account numbers for each, including:
- Gas
- Electricity
- Cable
- Phone
- Water/Sewer
Pay any preexisting balances, if applicable, and any deposits. Ensure that your services are working correctly on move-in day.
Communication and Updates
One of the most crucially overlooked aspects of relocating a commercial business is ensuring your former customers and clients know about the move.
Announce your impending business relocation three to six months before the moving date.
Updating Your Company Website with the New Office Address
Announce on a popup page of your company’s website. Include your new address and the intended date you will reopen your doors.
Remind clients of your continued appreciation for their patronage and that you will keep them updated with key dates as the move unfolds.
The Importance of Updating Your New Address Across All Platforms
Update your social media with the exciting news and impending move-in date. Give your clients and customers a sneak peek of your new offices and let them know how the move will benefit your company and everyone you work with.
Crafting a Press Release to Announce Your New Office Location in Denver
A well-crafted press release is a great way to share the great news.
Follow these simple tips to create a well-written, successful office relocation press release:
- Start with an eye-catching headline that announces your relocation and proposed moving date.
- Emphasize how this move will ultimately benefit your clientele.
- Keep the announcement short and only include relevant information.
Notifying Clients and Partners: Sharing Your New Location and Address
Two other ways to contact stakeholders and clients, especially if you have a small business, are an email blast and personal phone calls.
In addition to the new address and moving date, include a short explanation of the move and reassure clients and partners you will be available and there will be minimal disruptions to your service during the upcoming move.
Engaging with Post Office Services for a Smooth Address Transition
Inform the USPS two to three weeks before your move. You can visit the USPS website or complete PS Form 3575 in person at your local branch. If you change your address online, you will pay a $1.10 fee to the USPS to verify your identity.
Settling In
Congratulations! Moving day has come and gone, and it is time to settle into your new building. The transition can be tricky, but with a positive attitude and a few expert tips from the long-distance movers at Denver City Movers, you will feel right at home in no time!
Acclimating to Your New Space: Ensuring a Smooth Transition for Everyone
The moving process can be difficult for your employees, but there are several ways you can support your trusted staff throughout it.
Start by focusing on how the move will benefit your employees, such as a new lounge space or more natural light. Communicate with your staff and encourage them to share their concerns about the move.
Unpacking and Arranging Office Furniture: Tips for Efficiency
Unpacking quickly and creating a positive flow through your new space will increase productivity and help your employees acclimate to their new environment.
Follow these tips to arrange your office furniture efficiently:
- Avoid cluttering the entryway.
- Do not place heavy, bulky furniture against the wall, and do not hang too much artwork. Instead, encourage flow by keeping your walls clean and clear.
- Ensure there is plenty of room for people to move between desks.
Finalizing Your New Space Setup: A Checklist for Success
Checklists are critical to staying on task and ensuring the setup is completed quickly, and nothing is overlooked.
Here is a short checklist you can follow for your business:
- Sort through what you have and purchase any new office equipment and furniture.
- Assign a spot for everything, from desks to artwork and potted plants.
- Decorate the space and determine how employees can personalize their desks.
Organizing an Office Warming Party to Celebrate Your New Space
You’ve gotten through the hard part, and now it’s time to enjoy your success!
Here are all the considerations you need to keep in mind to plan a great party to celebrate your achievements and your staff:
- Create a budget.
- Assign a party committee.
- Choose a theme.
- Determine a date and location.
- Create a menu.
Additional Insights and Advice for A Successful Move
Planning a successful move is a group effort, whether you are moving across the country or moving from Boulder to Denver.
Ensure your move is a roaring success by taking some advice from the pros, including:
- Declutter before the move to save money.
- Save even more money by planning a move during late fall or winter, the off-season in Colorado.
- Let your moving company handle the heavy lifting, which will save your back and prevent damage to your office space.
- Take this opportunity to update your IT infrastructure.
The Role of Denver Moving Company in Streamlining Your Office Relocation
The moving team at Denver City Movers has the skills, equipment, and experience required to plan an office move.
We handle long-distance and local moves and offer all the services you will ever need, including packing and storage.
Anticipating Challenges: How to Navigate Common Obstacles in Office Relocations
Moving offices can be complicated under the best circumstances.
Here are some common roadblocks you might encounter and how to avoid them:
- Not finding a suitable space: Give yourself plenty of time to find one location that will work with you today and in 10 years.
- Rushing the relocation process: Planning an office move can take upwards of a year; start immediately to avoid making mistakes.
- Higher costs: Stick to your moving budget and be realistic about how much you can afford on rental costs.
The Benefits of an Early Start: Preparing Your Office for the Move Date
Don’t put off preparing for your move; you will thank yourself when you have plenty of time to plan a stress-free relocation.
The first step is to find a great moving company that provides services to your area, whether moving from Colorado Springs, Denver, or Fort Collins.
Taking your time is also an excellent way to save money and ensure your staff feels prepared and supported throughout the process.
Ready to Contact Commercial Movers in Denver?
Are you ready to see how far you can take your business? Don’t wait to achieve your dreams. Contact us today for a free quote on all our fantastic moving services.