Monday, 29 April 2024 14:33

The Dos and Don'ts of Commercial Moving in Denver, CO

Every successful organization grows, and given enough time, that organization will inevitably outgrow its physical space limitations. When that time comes, you'll need to find a new location for your organization, and that means you'll need to seek out professionals who specialize in commercial moving in Denver, CO to support your relocation process. But be warned: this project will be a massive undertaking.

Businesses and organizations of all shapes, sizes, and purposes move into new facilities every day. All it takes is a single mistake to throw your entire relocation project into chaos. To support your company and help you experience a smooth transition into your new space, our tried and tested commercial movers in Denver have rounded up some helpful insights for you.

No matter your industry, your size, or your destination, these tips will help your commercial relocation stay on track for success.

Essential Advice for Commercial Moving in Denver, CO

Between the evaluation of your office supplies and the search for your new office location, there are a lot of things you need to check off your list before the big day. Commercial moves can feel overwhelming, but with the right guidance, you can enjoy a smooth transition into your new space. Keep these dos and don'ts in mind as you start the project.

Do: Start Planning Early

The sooner you can start planning for your office's relocation, the better. We'd recommend starting the planning at least four to six months ahead of your moving day, so you have ample time to coordinate all the logistical details. This timeline is especially important for larger organizations with multiple departments and hundreds of employees because they have many more details to figure out.

Depending on the size of your organization, it may make sense to form a "moving committee" of several employees who have experience in project management, change management, human resources, and moving services. This committee would then lead the moving process, delegating tasks and responsibilities, and coordinating all the logistical details of the process. They'll create the "relocation checklist" and guide all parties involved in the process.

If your organization is not big enough for a committee structure, designate one employee (or maybe two individuals) as the "moving manager." Just keep in mind that moving can be a BIG undertaking, so make sure they have the bandwidth to take on the project. If not, find ways to alleviate their workload or look for another reliable employee to lead the charge.

Don't: Overlook Employee Communication

It doesn't matter your company's size, what you do, or who works for you. If you fail to properly and effectively communicate with your teams about the upcoming changes, your move can quickly fall apart, and many employees may jump ship. This is where the principles of change management can come into play.

Alongside your moving plans, you need to create a Communication Plan and align it with the rest of your project. It can take 3 to 5 times for a message to finally be understood and received by your employees, and while you may know all the details of the move, your employees don't have that background. To ensure all details are properly communicated to your workforce and understood by them, make sure you:

  • Iteratively relay the plans and details to your teams for several weeks leading up to your move, including timetables on the moving process
  • Use multiple communication channels to reach as many people as possible (e.g., email, intranet, social media, face-to-face, etc.)
  • Emphasize the expectations for each employee (e.g., their packing responsibilities, what information they need to share with you, etc.)
  • Communicate the reasons behind this move (give them a "why" to get behind)
  • Allow your employees plenty of opportunities to express concerns, reservations, and issues, and ask questions about the move

Do: Create Detailed Floor Plans

Are you moving a team of 20-ish employees to a new office? Or are you transitioning your entire HQ of 100+ workers into a multi-story facility? Whatever your particular case may be, it's best to be overprepared than underprepared, and you'll want to make sure you have detailed plans for each floor's layout. This way, your commercial movers will know how to set up everything for your employees and ensure the best possible start at your new location.

It's a good idea to build out these floor plans several months ahead of your moving day, so take some time to evaluate your current inventory to decide what you can keep and what can be sold, donated or thrown out. With that complete list in hand, visit your new commercial location to make key decisions about the layout and structure of your new commercial space. You'll want to think through things like:

  • The placement of workstations, furniture, printers, and other prominent devices
  • The power needs for your team and where tenant improvements may be needed
  • The layout of your teams to optimize efficiency and productivity

Don't: Forget to Coordinate Logistics with IT and Utilities

In the modern workspace, nothing can get done at your business if there's no internet, no phone service, no computers, or no power. Information technology (IT) is vital to all businesses these days, and you can't overlook the importance of your technology and utilities at your new facility. Your team must hit the ground running on the first day after your move to keep all your clients happy and your projects moving in the right direction.

At least two to three months in advance, it's a good idea to consult with your IT team and/or provider to develop plans for migrating your computers and phone systems to your new space. This isn't just about disconnecting wires and setting up new connections. The plans for your IT components will need to include things like:

  • Packing plans – Electronic devices need specialty packing materials to reduce static electricity and avoid damage
  • Call forwarding – If you're changing phone numbers or anticipate delays in your move, you still need to provide your customers with a way to get in touch with your team.
  • Making backup copies – If something goes wrong during the move and equipment is damaged, valuable data could be lost.
  • Labeling all wiring and data cables – Things can quickly get lost in translation when moving, so organization is key for your company's technology.

In addition, you'll want to set up the disconnection and connection of your utility services at least 2 months before your move.

Get Your Quote for Commercial Moving in Denver, CO

With over 20 years of industry experience and highly trained moving crews, you'll be in the best of hands at Amazing Moves. As a full-service company, we specialize in commercial moving in Denver, CO, and we can offer everything from packing services to storage facilities and more to support your successful relocation. We understand how to take care of specialty items and fragile pieces of technology, and we will go to great lengths to ensure you get an amazing moving experience.

Contact Amazing Moves today to get your accurate, in-person estimates for our commercial moving services in Denver, CO.