Office Moving Tips
Whether your business is moving to Denver, relocating to Colorado or moving across the country, by following a few simple tips you can save your entire organization a host of hassle. We know exactly what is vital to making the transition between facilities as smooth as possible for you, your staff, your up-stream suppliers and, of course, your customers.
Ensure that your office move goes smoothly with these tips from the experts:
Create a Plan
Planning is a crucial part of any office move. Start by establishing a detailed timeline for your move. This should include key dates like when packing should be completed and the actual move date. Assign responsibilities to your staff and consider setting up a move committee to help manage the process.
Consideration should also be given to how the move will affect your operations and plan for potential downtime. Colorado businesses also need to account for local conditions such as weather and traffic, particularly if the move involves crossing the Rockies.
Keep in Contact with the Phone Company
Make sure you have excellent communication with your phone service provider about all the important move milestones. By laying a solid foundation before your corporate move, you can make certain that they are 100% committed to getting you up and running ASAP.
Contact Your IT Department
The IT department plays a vital role in an office move. They are responsible for disconnecting, packing, moving, setting up, and troubleshooting all IT-related equipment. Engage them early in the process so they can create a detailed plan for moving servers, computers, phones, and other essential technology.
Their early involvement in the move planning process will minimize downtime and ensure a smooth transition to your new office space. A well-executed IT transition is key to getting your operations up and running swiftly in the new location.
Keep Clients in the Loop
Making sure all of your clients are understanding is key, depending on your business. However, that may not always be possible, so make sure all clients who are on your ‘A’ list, the list of your current projects, or on an Accounts Receivable list as well as “critical” vendors, are informed that you are moving before you move.
Market Your Move
Consider using your move as a special marketing opportunity with your clients and prospects. Send them a “we have moved (to better serve you)” postcard. These postcards can also be sent to inform your vendors. Also, depending on your new facility, you may even want to stage an “Open House” and invite business associates to come to see your new location.
Update Stationary Accordingly
Your company’s address is likely printed on a wide range of stationary, such as business cards, letterheads, envelopes, and more. It’s also likely to be listed on your website, in email signatures, and on various online directories. Begin updating these as soon as you have a confirmed move date. It’s essential to ensure all your customers, suppliers, and partners are informed of your new location.
Involve Your Staff
Encourage employees to take this opportunity to discard unnecessary paperwork, trash, and unwanted supplies weeks before the move. Have your employees pack and prepare to move their own personal property.
Organize Vital Info
Distinguish between active and inactive files. Separate them as clearly as possible. You’ll want the active files accessible the minute we move you in. Create separate boxes for files you’ll need immediate access to, and label them as such.
Consider How to Handle Electronics
Electronics like computers, printers, and servers are some of the most delicate items you’ll move. It’s important to pack these items carefully to prevent damage. Be sure to back up all data before moving computers and servers. Use original boxes and packing materials if possible.
If those aren’t available, use sturdy boxes and plenty of bubble wrap or foam padding. Make sure all cables and wires are labeled to make reconnection easier in the new location.
Choosing the Right Office Movers
Selecting the right movers can make all the difference in your office move. Look for a moving company with experience in office relocations and a good reputation in the Colorado community. Check reviews and ask for references to get a feel for their professionalism and service quality.
Additionally, ensure that they are fully licensed and insured, to provide peace of mind that your equipment and furnishings will be safely transported. Make sure they can accommodate your preferred moving dates and that they provide all the services you need, such as packing, unpacking, furniture assembly, and storage. An experienced and reliable moving company can turn the daunting task of moving an office into a seamless experience.
