Offices run smoothly when they are equipped with the necessary supplies and maintain their inventory. Running out of much-needed supplies at an inopportune moment can lead to disaster. Here are best practices to ensure the office remains well-stocked with supplies and inventory is well-managed.

Supplies most utilized in the office span a wide range, from desk supplies and writing supplies to technology supplies and kitchen supplies (a break room will be less popular without an adequate store of can openers, paper towels, plastic plates and cups, and tinfoil!).

Most offices rely on supplies, like rubber bands, paperclips, dry erase boards, printer paper, mailing labels, legal envelopes, binders, hole punchers, and file folders. Printer toner and ink are necessary to operate the printer. Surge protectors and extension cords keep the electronics running safely.

Staff often utilize time tracking supplies, such as day planner refills, calendars, and to-do lists. When sending off packages to customers or business partners, padded envelopes or bubble mailers come in handy. Employee birthdays wouldn’t be the same without a stock of birthday candles.

Considering this partial list of office supplies, it’s easy to see the necessity of managing them regularly. If the printer runs out of paper when an important document must be mailed, panic in the office can ensue. Avoid this and similar hassles by following these best practices for supply management.

1. Track Inventory

Successfully managing inventory starts with an efficient tracking method. Numerous options are available to businesses large and small. Keeping track of inventory via paper and pen is convenient for small companies, for instance; manual record-keeping of maintenance records also works well.

Mid-size businesses may utilize a spreadsheet to enter the dates of equipment repairs and warranties. Companies may alternately opt for a more robust method of tracking—an inventory management system. This software may include integration capabilities that decrease overhead expenses.

Inventory management software is especially useful when offices buy and store a large quantity of supplies. The software can be set up so that it sends out alerts as soon as supplies run low. An office supply manager is the ideal person to manage the software.

2. Assign a Supplies Manager

Who goes about tracking the inventory? As mentioned, a company will appoint a supplies manager to the task. Assigning one person to organize, monitor, and track inventory helps streamline the process. This individual is also the go-to team member for supply related questions.

The supplies manager acts as the gatekeeper, controlling the flow of outgoing supplies. Employees may accidentally take more than what is needed, leading to overordering and overspending on supplies. If one supplies manager isn’t practical, give the task to a select group of employees.

3. Organize Supplies

A neat and tidy supply room helps simplify inventory maintenance. Office staff should be able to easily find paperclips and thumbtacks, and this can be achieved by grouping similar supplies on the same shelf. Store frequently used items at eye-level, and place less popular ones higher up.

4. Maximize Existing Supplies

Office supplies deteriorate over time, making them unusable. Printer ink dries out after a few months and highlighters can lose their vibrancy. Encourage the office staff to use their existing supplies before opening new ones. Both office waste and its carbon footprint are thereby reduced.

5. Order in Bulk

Supply companies often offer discounts for bulk orders. Taking advantage of the price perks for larger orders involves keeping track of heavily used supplies and calculating the amount of time for the shipment to arrive. This strategy requires extra effort but pays off in the long run.

6. Create a Master List

One product’s brand may be preferred over another. When offices are loyal to a specific brand of toner, for instance, it’s helpful to keep track of it for re-ordering purposes. Create a master list containing not only the brand, but the name, color, number, and any other product details.

7. Perform Routine Supply Checks

Some offices may go through supplies quickly. Stay up to date on the amount of inventory available by running weekly, bi-weekly, or monthly supply checks. This step simply involves counting the toner, bags of pens, or boxes of paper and updating the spreadsheet with the current quantities.

8. Establish a Day to Reorder

Reordering supplies is simplified when it’s scheduled for a specific day. The appointed day should be one when supplies normally run low. This best practice prevents the confusion associated with placing multiple orders on random days. It’s a plus when all the supplies are delivered together.

Managing office inventory and supplies is a critical step to ensuring a business runs without interruptions. Workflow is also seamless when you partner with a commercial mover, like Chicago Offices Movers. We will get your company from point A to point B with the least disruptions.

As the city’s premier commercial moving company, Chicago Office Movers is the go-to resource for corporate relocations in the surrounding area. Our dedicated crews are available to transport your office goods locally, long-distance or international, while staying within budget and the estimated timeframe.

Our licensed, background-checked office movers are experts in packing, moving, and unpacking a wide range of bulky and fragile goods, such as office furniture, antiques, IT systems and servers, cubicles, and electronics. We handle your possessions with care and use protective equipment during loading, transport, and unloading.

Chicago Office Movers also offers convenient services to ensure your corporate move is stress-free. Short- and long-term storage options, insurance and service contracts, and help with planning the relocation are just a few of the many services we provide to our valued customers.

Corporate moves can be stressful and disrupt workflow. Working with Chicago Office Movers, however, minimizes disruptions and ensures that your company resumes operations quickly after a move.

Call our Chicagoland office at 312-244-2246 (CHI-CAGO) for a free estimate or to learn how your business will benefit from our highly rated corporate relocation services.

Today’s offices are designed to meet the needs of both remote employees and in-house staff. A flexible hybrid office design encourages work-life balance and provides greater autonomy to workers—all of which promote satisfaction, stability and enhanced engagement in tasks.

The hybrid office space is not intended for every industry. Rather, this contemporary type of design is meant to benefit employees whose primary duties can be done on the computer and offsite. A hybrid office design is not a temporary solution—but the future of agile workplaces.

Covid-19 accelerated the transition to hybrid offices, although the move toward this type of design was happening long before then. At the height of the pandemic, teams became dispersed, and management had to find a way to continue productivity and oversight without losing morale.

Since the end of the pandemic, workers have been reentering the office. The hybrid office design is becoming increasingly commonplace, and employees are beginning to favor this flexible style of working. The goal is to design an office that supports everyone’s needs.

The hybrid office is the solution for both in-house and remote workers. Employees have a choice of when, how, and where they work—this flexibility boosts the number of high performers to 55 percent, whereas the number of high performers who work solely in the office remains at 36 percent.

What are elements of a hybrid office design?

1. Diverse Workspaces

What does a hybrid office look like? The primary design feature is ample space for all types of work. Two-person meetings are held in booths; specific work tasks are accomplished at desks; and, meeting rooms are scheduled for team collaborations—all within the same office.

An office ecosystem that allows employees to find the ideal setup helps them get work done. Pods and booths support specific needs. Staff must also connect with remote workers. Virtual meetings are most successful when they are held in quiet, private workspaces.

Rather than knock down office walls, managers can repurpose existing equipment. Acoustic screens and whiteboards, for instance, can be positioned to establish physical boundaries around collaboration areas. Digital screens are moveable technologies that can be rolled to designated work spaces.

2. Technology

Technology is essential in the success of a hybrid office design. Depending on the company, some offices must be equipped with optimal video conferencing technology, while others may need improved spaces fitted with moveable acoustic screens or virtual whiteboards to better use digital gadgets.

Organization is also key—and technology makes this element easier. Booking systems, for instance, can be adopted to allow office workers to “book” a desk for a day. This type of system prevents staff coming into the office from being unable to find places to work.

A challenge to scheduling desks, however, is making employees feel connected to their workspaces. The answer to this problem is the team pod. Neighborhood desks give staff a home base from which to conduct their work three to four days out of the week.

3. Social Areas

Similarly, employees must feel connected when they work in a hybrid office. Face-to-face encounters are vital to fostering empathy and emotional connections. A hybrid office design encourages serendipitous meetings, such as when colleagues bump into each other and discuss projects.

In-person meetings are necessary for not only collaborations but building trust among employees. As a result of frequent in-person interactions, employees experience professional rewards, like greater commitment, support, and cooperation between teams. The hybrid office design makes these face-to-face meetings happen.

Opportunities for social interactions can occur in other ways. Companies may bring colleagues together once a year for a weeklong getaway, where long-lasting, influential bonds are built. Or, winding staircases can encourage impromptu meetings between office workers from different departments.

When these informal encounters happen, acoustics goes a long way toward motivating colleagues to socialize. Sounds around desks can be muted by sound-absorbent materials on ceilings and floors. But in areas designed for socializing, using less sound-absorbent material promotes chatting among staff.

Hybrid office designs cater to the needs of both in-house and remote workers, but real-life interactions rank highly. While employees value socializing with colleagues and impromptu in-person chats, they also want access to technology, professional development opportunities, and to feel a part of the community.

The most effective hybrid office motivates employees. Companies should focus on not only office design but technology and general office procedures to make their hybrid office a space workers want to walk into when they work onsite certain days of the week.

The ideal hybrid office is a place where staff members can absorb the workplace culture, receive mentoring, share ideas, and engage in impromptu meetings with their colleagues. The challenge remains in creating a seamless transition between home and work environments.

When your company has plans to relocate to a building that suits the needs of both in-house and remote staff, you’ll need a reliable office mover. Chicago Office Movers is the area’s most trusted commercial mover and our experience ensures your move will be successful.

Moving a business is a major feat, but with our skilled moving crews, the task can be accomplished on time and within budget. Our background-checked, union movers pack, transport, and unpack all office goods. Move specialists can also help you plan every phase of the relocation.

We offer a wide range of convenient moving services, including short- and long-term storage, paperwork storage, and insurance contracts. Our trucks feature climate-controlled spaces, lift gates, and air-ride suspensions that will fully protect your fragile office goods and equipment during transport.

Chicago Office Movers is the preferred mover for major companies and smaller ones, too. We’ve managed moves for Alcatel Lucent and Northwestern University. You’ll receive excellent customer service and secure handling when you schedule your move with our office moving company.

Whether you intend to move office furniture, IT systems and servers, science lab equipment or everything in between, Chicago Office Movers will ensure your relocation goes smoothly. Our Chicago-based company is available for long-distance, international, and local moves.

Call our Chicago office at 312-244-2246 (CHI-CAGO) for an estimate and join the ranks of our satisfied customers.

Recycling, donating, or selling old office equipment are ideal ways to dispose of the outdated or underutilized goods. Recycling benefits the environment as well as the company, since it promotes an eco-friendly image. Here are six ways to best dispose of unwanted office goods.

Following environmentally friendly business practices begins with recycling old office equipment. Retailers frequently accept used electronics for free. E-waste can also be disposed of at the local sanitation department during certain periods of the year.

Businesses should consider recycling their used equipment for a number of valid reasons. Companies lessen pollution when they recycle old printers, scanners, and copiers. These types of equipment contain mercury, arsenic, and lead—which can pollute the soil and leach into the water supply.

Companies also save on energy when they recycle or repurpose equipment. By utilizing the office goods to their max, businesses help save on the energy invested into manufacturing new office equipment as well as the energy associated with disposing of old materials.

Donating old office equipment, such as computers, scanners, and copiers, to charities is another benefit. Companies that give their old electronics away to qualified charities are eligible to receive tax breaks. The donations may be considered in-kind donations for tax purposes.

What types of office equipment can be recycled?

Office employees use a wide range of office equipment that can be recycled. Computers and electronics are obviously recyclable items. Furniture, too, is a type of office equipment that can be repurposed. Even smaller items without significant value can be successfully recycled.

Books have value and can be donated to charity. Paper and plastic products as well as packing materials are other types of office equipment that businesses should recycle. Batteries, especially, should be recycled, since they contain harmful chemicals that should be kept out of the environment.

1. Drop off equipment at recycling centers

Recycling any of the abovementioned office equipment can be done by bringing them to a local recycling center. Learn the recycling regulations, which can vary between centers. Call ahead to know what can or cannot be recycled in a specific geographic location.

Prior to taking the old equipment to the recycling centers, wipe the devices clean of personal and business information. Instead of hauling the equipment to the recycling center, busy company managers might also consider having a specialist from an office clean-out company come to them.

2. Utilize recycling programs

Leading manufacturers and brands offer recycling programs. Best Buy accepts e-waste in its recycling program. HP, another technology giant, recycles old desktop printers when a new one is purchased. Trade organizations, like MRM, run recycling compliance programs and offer recycling options.

3. Donate the equipment

Discard old office equipment by giving it to a charitable organization. Used furniture, electronics, and supplies are welcomed by charities that use them to cut operating costs or that refurbish them to re-sell at a profit. Consider donating to national charities with local branches.

Habitat for Humanity, Salvation Army, Goodwill, and Amvets are happy to accept donations of used office equipment. However, each organization has use for certain items; call ahead to determine what goods they will or will not accept. Nationwide drop-off locations make donating convenient.

Consider giving the old office equipment to the local community. Businesses can donate to technical schools and after-school STEAM (Science, Technology, Engineering, Arts, and Math) programs. Children learn how to code on these old machines. High school theaters use goods, like phones, as props.

Here is a list of location in Chicago that accepts used furniture.

4. Repurpose office equipment

Outdated office goods may have little value to growing companies—however, old tablets and laptops can have incredible value to temps, interns, and contractors. Employees are not unknown to giving old computers and other hand-me-down equipment to their school-aged children.

5. Sell to employees

Business managers have the option of selling old equipment to employees. An office worker may be willing to buy a used office chair for $25, for instance, or have use for an old filing cabinet in their home office. Selling old equipment at a discount is a win for everyone.

6. Reach out to used furniture companies

Listing old office desks and chairs online can attract interest from used furniture companies. Resellers will also haul the goods away, sometimes charging a nominal price to do so. Try to negotiate a lump sum to dispose of all the furniture at once.

Whether companies recycle or donate old office equipment, they make a favorable impression. Companies that do their part to help preserve the environment are supported by environmentally conscious customers. Selling the equipment to employees at a markdown also inspires goodwill.

Discarding old office equipment can mean that companies are making room for updated equipment. If your commercial business has plans to renovate, you’ll need a professional office mover, like Chicago Office Movers, to help move the furniture, labs, equipment, and other machinery.

We offer a wide range of office relocation services to corporations that are in the midst of relocating, renovating, or constructing additional spaces to their commercial building. Convenient storage services are provided to businesses that need secure storage for large pieces of equipment and furniture.

Once your office goods are ready to come out of storage, our moving crews will carefully transport them to your building. Moving teams are also experienced in installation and assembly, so we can ensure your equipment is installed and ready to be used without further disruption to business operations.

The office equipment stored in our secure storage facilities is recorded in an inventory list, so you can keep track of your items. Our moving specialists are also available to guide businesses as they plan a move, transfer office goods, or decommission a leased space in preparation for a relocation.

Chicago Office Movers has relocated businesses of all sizes in Chicago, Illinois. Our dedicated crews have helped government agencies, commercial businesses, and educational facilities with their relocation and remodeling needs.

Give us a call at 312-244-2246 or fill out a contact form to receive a free estimate regarding your next move or furniture donation.

A fun office is a more productive one, simply because employees are motivated, creative, and enjoy team-building opportunities. These happy staff members look forward to working in their team environment. Here are strategies to give the office a dose of fun.

What are the benefits of a fun office?

Employees who work in a fun office generally feel happier, which in turn fosters a pleasant work environment. When company leaders give staff members an opportunity to get to know one another personally through fun work functions, they experience an invaluable boost in morale.

An office where hobbies are encouraged inspires employees. Office staff have the chance to transfer their creativity to work-related tasks. Collaboration also increases when office workers learn to work well together—and this occurs when they participate in fun activities.

Lastly, working for a company that values a fun office culture helps prevent burnout in even the most dedicated employees. Office managers who incorporate fun activities into the workday give staff a chance to relax from stressful projects and prevent overexertion.

1. Celebrate Birthdays and Milestones

Office managers are encouraged to celebrate every chance they get to improve the enjoyability of working in the office and increasing productivity. One of the simplest ways to achieve this end is to celebrate employees’ birthdays and workplace milestones.

Extravagant parties for birthdays or work anniversaries are unnecessary. Rather, inspire employees by hosting an ice cream social or happy hour. Team members love a celebratory atmosphere, which helps them feel like family. In turn, these bonded employees enjoy more productive collaborations.

2. Organize Office Sports Teams

Motivate staff by playing sports after office hours. Friendly competition results when teams are established by department or organizational rank; for example, team up company leaders against office employees. Sports that coworkers can play include baseball, volleyball, soccer, or basketball.

On a smaller scale, foosball and ping pong can be played in an office game room. Office workers release built-up tensions as they compete. Managers might even host board or card tournaments, where teams of employees have a chance to win attractive prizes.

3. Implement a Vision Board

Organizational goals are reached when office managers set up a vision board prominently in the workplace. Incorporate the company’s branding, logo, and colors. Then ask employees to add their personal career goals, which may prompt discussion about how to support professional growth.

4. Share Jokes

Workplace jokes add joviality. Share jokes via mass emails or group chats to bring smiles to the faces of colleagues. Choose jokes that align with the company’s mission; for example, offices that work in the field of childcare can create a list of amusing things they’ve heard kids say.

5. Praise Employees Publicly

Create a Wall of Fame that recognizes the accomplishments of employees. Company leaders can post photos of staff members with captions underneath describing the reasons for their recognition. Colleagues then have a chance to congratulate them on their professional achievements.

Offering consistent praise in the workplace enhances the productivity of team members. When adding a Wall of Fame to the office, establish a schedule to ensure that recognition is given on a regular basis. Enhance the Wall of Fame’s design so that staff enjoy viewing it.

6. Introduce an Office Mascot

An office mascot doesn’t need to dress up in a costume and dance. Rather, bring a cat or dog to the office and watch as employees improve their work-life balance, nurture productivity, and decrease their stress. A pet in the office rewards staff with higher levels of happiness and productivity.

Responsibilities come with bringing a pet into the workplace. Set up a schedule for employees to walk the dog or set up a food bowl for the cat. Employees benefit from taking breaks to walk the pets and sharing their workspaces with friendly felines or canines.

7. Create Multiple Workspaces

In today’s offices, staff are no longer tied down to a desk and chair. The most fun workplaces give employees flexibility with seating and desks. Integrate adjustable-height desks, multi-person tables, and stools. Mobile technology makes it easy to work anywhere in the office.

Team members will jump at the chance for a change in scenery. Even adding an option to work standing instead of sitting can be rewarding for some staff. Offer a variety of workspace and seating options to increase employees’ flow of creative juices.

8. Utilize Natural Lighting

Rows of fluorescent lighting do little for staff energy levels and productivity. Employees respond better to natural lighting, which can be increased by opening window curtains in the office. Or, install adaptive lighting, which emits cooler tones in the morning and warmer tones in the afternoon.

Sometimes, what an office needs is to relocate to a building with numerous windows, various workstations, and more collaboration spaces. When you have big plans to move your company to greener pastures, bring in the experienced office movers from Chicago Office Movers.

Our Chicagoland commercial moving service offers companies, both large and small, a range of conveniences to meet all their relocation needs. Moving crews from Chicago Office Movers are licensed and background-checked to give you peace of mind as they handle the office goods.

We also provide packing and unpacking services, a benefit for businesses that aim to resume operations immediately upon arriving at their destination. Our specialists can help you plan an efficient corporate move, which can take months to finalize, and then execute the detailed plan.

As one of the most trusted corporate movers in the area, Chicago Office Movers is ready to give you premium services at an affordable rate. We’ve moved a range of sensitive and bulky office property, from IT systems to science labs, for prestigious area companies, including Alcatel Lucent.

When you want to work with an award-winning commercial mover, choose Chicago Office Movers. We’re based in Chicago, Illinois, and we’ll relocate your business locally, long-distance, or internationally.

When your company has plans to move locally, long-distance, or internationally, call our Chicago, Illinois, location at 312-244-2246 (CHI-CAGO) or fill out a form for a free estimate.

Smart office technology is designed to improve workflow in today’s companies. Offices integrate high-tech gadgets and advancements to help employees work smarter, better, and faster. The technological frontier is vast, but certain smart office technologies are making a big splash.

Also known as the digital workplace or responsive workspace, the smart office is here to stay. A wide range of technology is utilized to the max, ensuring the work environment is intelligent and fully capable of adapting to meet the ongoing needs of employees.

The goal behind smart office technology is to automate routine tasks normally performed by human staff, thereby freeing up time for employees to tackle the work that technology is not yet capable of doing. As a result, businesses squeeze out more from employees while keeping them happy.

Smart office technology spans from refrigerators that let employees know when the cheese has run out to voice assistants that promptly answer any questions put to them. Smart technology is diverse, and not all offices need every latest gadget to stay ahead.

1. Smart Climate Control Systems

The temperature preferences among office personnel vary widely. Some staff prefer a cool work environment, while others are most comfortable in a warm space. While pleasing everyone is difficult, if not impossible, smart HVAC systems give employees control right from the office.

The detection capabilities of the smart climate control systems home in on preferences, usage patterns, outdoor weather, and company calendars. This real-time information prompts the system to regulate indoor temperatures. Increased productivity and a boost in morale are linked with employee comfort.

2. Smart Lighting

Offices that aim to reduce their energy costs use smart lighting. Installing this technology can save companies up to 90 percent on energy bills. Smart lighting automatically adjusts based on how many staff members are in the workspace as well as the degree of natural light.

Companies that are intentional about their energy usage while also focusing on promoting an environmentally friendly image benefit from installing smart lighting. The technology helps businesses reduce their carbon footprint in the office—a win-win for the company’s image and the environment.

3. Digital Assistants

Digital assistants are gaining ground in the commercial space fast. Office assistants are used for booking conference rooms, initiating phone calls, or sending emails. Ooma’s Virtual Receptionist, for instance, is a practical replacement for a full-time employee and comes at a fraction of the cost.

Like traditional human receptionists, the digital version takes incoming phone calls and instantly directs them to the right staff member. It creates automated messages that provide callers with the company’s office hours and list of employees. Staff can also check messages from a mobile device.

Companies that incorporate digital assistants are better able to streamline customer service, since the technology supports both customers and employees. Customer satisfaction spikes when customers receive immediate assistance—and digital assistants are available to help 24/7, even during hours when businesses are closed.

4. Smart Collaboration Tools

The post-pandemic era has ushered in remote work. Collaboration remains vital to the health of businesses, making video conferencing software a must-have in smart offices. Virtual meetings appear crisper and sound comes through sharper with the use of high-quality webcams and video equipment.

Virtual whiteboard software is another crucial tool in smart offices. Remote and off-site employees are able to utilize this smart technology to participate in collaborations just as they would in person. Encrypted cloud servers, too, hold data, giving team members access to information at any time.

5. Smart Security Systems and Maps

Gone are the days of staff fumbling with key fobs and keycards. Today’s companies rely on smart security systems and access control systems. Employees enter and exit the building with advancements, like two-factor authentication, built-in fingerprint scans, or facial recognition.

Visitor management is likewise enhanced with mobile guest pass credentials, which guests can access through email or text. Digital maps accessed via smartphone are useful for helping visitors find their way around large office buildings and directing them to conference rooms or halls.

These five smart office technologies improve the way employees work. While it’s expedient to have a wide range of technologies in the office, companies are encouraged to start the transition to a smart office gradually. Determine the needs of staff and what updates should be prioritized.

Ask employees what current technology is the most frustrating and which smart technology would provide the solution. Assess the company budget and choose an upgrade that will offer the biggest impact now and in the future. Choose flexible technology when business growth is expected.

Company leaders may also foresee adding offices or relocating to a newer facility. Keep these factors in mind, too, when deciding to implement possible smart technology solutions. If your company is moving, you’ll need a commercial mover with a track record for excellence, like Chicago Office Movers.

A corporate relocation is a significant event, one that needs a team of professionals to see it through to completion. At Chicago Office Movers, our dedicated crews will help your company leaders plan the move, securely pack all office goods, and unpack the items so your team resumes operations quickly.

Our office movers are licensed, trained, and experienced to ensure complete customer satisfaction. To meet the demands of business customers, we offer comprehensive services, which include short- and long-term storage options, paperwork storage, customizable add-on services, and service and insurance contracts.

Whether you are moving lab equipment, sensitive electronics, IT systems and server rooms, or cubicles, Chicago Office Movers will manage the entire move while staying on schedule and within budget. Our trucks feature climate-controlled spaces and lift gates to protect fragile office goods.

There’s a reason Chicago Office Movers continues to be trusted by prestigious area businesses: our commitment to quality during every phase of the office relocation.

When your company has plans to move locally, long-distance, or internationally, call our Chicago, Illinois, location at 312-244-2246 (CHI-CAGO) or fill out a form for a free estimate.