Review Us On Google
Call Us Now
312-CHI-CAGO

100% Customer
Satisfaction

Review Us On Google
Chicago skyline

The Complete Guide for Out of State Office Relocation

The Complete Guide for Out of State Office Relocation

Business people planning on a move

Thriving businesses will have a need to upgrade facilities or relocate to a bustling hub in order to keep up with explosive growth. An office relocation is an exciting event. But insufficient planning can produce unnecessary stress. Follow this guide for out-of-state moves and relocate with ease.

An efficient and quick relocation is key to minimizing downtime and maintaining customer and employee satisfaction. Crossing state lines with a business in tow, however, is a daunting task. Coordinate logistics well in advance in order to return full speed to business operations.

1. Review the Current Lease

Six months prior to the office relocation, examine the current commercial property lease. Exiting the building sooner may result in losing the deposit. Be aware of any responsibility for costs associated with property damages (i.e., broken light fixtures or chipped paint) sustained during the move.

2. Look for Commercial Movers

Obtain quotes from at least three professional, full-service office movers. Experienced commercial movers improve the likelihood of an efficient and successful relocation across state lines. Opting for a low-cost mover with less handling experience could cost the business significantly more in the long run.

3. Create a Relocation Budget

Develop a relocation budget to deter overspending. Scale back on expenses (i.e., employees pack items, rather than movers). Consider moving coverage, especially if the business heavily relies on important machinery or equipment. Machinery that breaks during the relocation could halt business operations.

4. Designate a Moving Committee

Two people planning for office relocation

Assemble a team of employees to execute the relocation. A moving committee made up of volunteers may be responsible for planning, packing, unpacking, and organizing. Appoint a move coordinator to ensure that employees have a point of contact for questions and concerns.

5. Notify Important Contacts

With the logistics in place, the moving committee should announce the upcoming relocation. Notify employees, partners, vendors, and customers about the move date. Provide the new office address and contact information to everyone who will be affected by a change in the business location.

For example, send the new business address to banks and financial institutions, phone company, insurance company, internet service provider, and printer service company. Also keep any professional organizations in the loop about when the new business address will go into effect.

6. Offer Relocation Program

Prepare employees in advance by arranging relocation bonuses and pay adjustments. Include site visits so that staff have the opportunity to scout schools and tour the new community. Offer reimbursements for moving expenses, like home buying, transportation, or temporary living.

7. Obtain the New Floorplan

In preparation for moving all equipment and furniture, obtain a detailed floorplan of the new office space. Plan the layout for existing furniture that will be transported to the new location. If necessary, consult a furniture company to purchase new office furniture.

8. Work with IT

Work with the IT personnel to devise a plan to set up computers and technology in the new space. If the IT team is unable to tackle the task, consult outside professionals. IT personnel should also be assigned to pack up company-provided employee laptops, monitors and other IT equipment.

Seek professional help for office equipment that requires special handling, such as complex machinery that must be disassembled or potentially hazardous materials. Moving companies will not transport flammable goods, like propane tanks, aerosols, or acids, so dispose of them prior to the relocation.

cardboard box with folders and office supplies in floor during relocation

9. Pack Office Goods

Rather than utilize professional packing services, budget-conscious companies may elect to save on moving costs by instructing employees to pack their office goods. When pursuing a DIY route, provide employees with an ample supply of sturdy cardboard boxes, packing tape, and labels.

Important documents can get lost during the shuffle of a major office relocation. Or, unanticipated obstacles at the new office can delay booting up right away. Prevent the loss or damage of correspondence and paperwork by creating electronics backups prior to the move.

10. Confirm Utilities Work

On moving day, the professional movers will load the office goods onto their trucks. Before the last pieces of office equipment are loaded, confirm with the utility company that all power, internet and water are working at the out-of-state office location.

11. Install Equipment

Once the moving truck arrives at the new office, refer to the floorplan devised earlier to lay out the furniture and equipment. Work with the commercial movers to install the office equipment. Test that the technology, such as Wi-Fi, cable, phones, and computers, are functional.

12. Settle In

Unless the commercial movers handle the unpacking of office goods, designate employees to handle the task. Restock supply cabinets with items needed immediately. The more individuals involved in setting up an operative workspace, the faster the business can resume operations in the brand-new location.

Settle into the new space by welcoming employees with an office warming party. Consider leaving a welcome gift on each staff member’s desk. A welcome pack may consist of brochures about restaurants in the new state, treats to further energize employees, or a coffee mug.

Don’t forget, after you have moved to a new office, there are more to do besides decorating and organizing the new office! Read this blog to find out what you need to update when you relocate to a new office.

Full-Service Commercial Mover

Commercial Packing Services in Naperville, ILA successful office relocation across state lines requires more than detailed preparation and organization. You need an experienced team of movers behind you. Companies on the move will find top-notch moving services from the commercial, long-distance movers at Chicago Office Movers.

As a highly rated commercial mover, Chicago Office Movers provides comprehensive relocation services for businesses of all sizes. We understand that an efficient move is critical to minimizing downtime. Businesses receive help with all facets of moving, from packing to move management and unpacking.

Companies with fragile equipment are also in good hands when they work with Chicago Office Movers. Our office relocation crews are experienced in machinery moving. We’ve moved office goods of all types, from appliances and server rooms to office furniture. We also assemble and install furniture.

Expect an efficient out-of-state relocation when you work with the experienced crews at Chicago Office Movers. We have earned a reputation for excellence with the Chicagoland businesses we serve. When you are planning an interstate office move, contact us for a free estimate.

Contact Us

  • MM slash DD slash YYYY
  • This field is for validation purposes and should be left unchanged.
Woman hands using mobile smartphone in the street with icon social media and social network.

7 Things to Update After Relocating Your Business

Man and business woman updating chart on clipboard

Shifting to a new office space is a major milestone for a company. The move may signal business growth, or downsizing may be a practical reason to relocate. Moving a company, however, comes with many responsibilities, one of which is to make updates to keep customers and partners in the loop.

Companies relocate for many reasons. Expansion is one common cause for business relocations. The need to reduce operational costs can also spur a move. On the other hand, companies may see the value in consolidating offices and seek a lease with less surplus space.

Another good reason that companies relocate is to attract top talent. A new location may be closer to prospects, clients, and a skilled talent pool. Plus, outdated facilities will prompt any growth-oriented business to shift gears and relocate to a contemporary office that boosts employee productivity.

No matter what the reason for relocating a brick-and-mortar business, it is important that the company update existing and prospective customers, partners, and vendors. The last thing a business wants is for an outdated website to send customers to an empty storefront.

1. Update Business Address

All correspondence must be sent to the new business location. This requires that the business address be updated with the post office. Forward any mail to the new location, so that any correspondence sent to the old address will be received at the new one.

The business’ online presence should also be updated. It is a time-intensive effort to update the Chamber of Commerce, Yelp, Yahoo Local Basic Listing, Bing Places for Business and Angie’s List. If the business is travel related, like hotels, make updates to TripAdvisor.

Update online business directories on which the company is found. Examples of popular online business directories include Manta, EnrollBusiness, Hub, Find-Us-Here and The Business Journals. Listing a business on these sites is free, so unless upgrading, making updates will have no added costs.

The IRS and State Department of Revenue will need to know the new business address. It is important that company leaders receive all federal and state tax documents at the correct address. Inform government entities about updated phone numbers and information about licensing, too.

City or town governments also need to know about a new address. Local permits and certifications should be kept up to date. One way to keep these important documents updated is to notify the city or town government of the business relocation.

2. Update Social MediaWoman hands using mobile smartphone in the street with icon social media and social network.

The business’ social media accounts are ideal places to notify followers of an upcoming business relocation. Companies on the move are advised to update the company address and phone number (if applicable) on all their social media sites. Customers will head to social media for information.

If the business has a social media presence on Facebook, Instagram, or Twitter, update these sites with the new business information. A Facebook cover image may be redesigned to inform customers about the upcoming relocation and relevant new business contact information.

3. Update Marketing Materials

All marketing pieces should be updated with the new business information. Patrons of a business’ services or products hold onto physical items containing company information and reference them from time to time. Marketing collateral should not only be updated but redistributed.

Examples of common marketing materials include business cards that provide the company address, phone number and business name. Direct mail marketing reaches consumers in a specific area and needs an update. Brochures and posters are additional pieces of marketing collateral to be revised.

Businesses also communicate with consumers via newsletters. Sharing the new business address and phone in newsletters is simple and cost-effective. If using outdoor signs to reach customers, point to the new business location on updated signage. Also update email signatures.

4. Update Advertising Campaigns

Paid search campaigns that focus on a particular market should be updated to reflect the new market to which the business is advertising. Pieces of key information that require updates include the new address or location extensions. Updating ad campaigns will send customers to the right locale.

5. Update Credit Card Company and Bank

The company’s credit card company should be notified of the new business location. Banks, too, should be updated with accurate business information to prevent fraud. All financial entities should be made aware so that important financial documents will be sent to the right place.

6. Update Vendors, Clients and CustomersBusiness partners preparing shipment to deliver to customer

A new business location should prompt a call to all vendors with whom the company works. Inform existing customers of the relocation, so that they know where to find the business. It is helpful to even directly reach out to existing customers to inform them of the move.

7. Update Industry Associations

Trade associations provide useful information about the industry, such as legislation that could impact the business, so it is important to update industry associations. Industry trade groups should be able to find the business at its new location, so they can provide leads or pass along credentials.

Work with a Trusted Commercial Mover

Relocating to a new office is an exciting yet stressful time. Eliminate unnecessary stress by partnering with Chicagoland’s most trusted moving company, Chicago Office Movers. We skillfully assist large and small companies with their corporate relocation needs, whether locally, interstate and internationally.Unwrapping Furniture Chicago Office Movers

Our numerous satisfied customers include prestigious universities and major corporations. Chicago Office Movers’ customer service is unparalleled in the industry, and our Chicago movers are licensed, background checked, trained, and experienced. Expect professionalism, affordability, and efficiency when you work with our crews.

Your office goods will be safe and secure in our climate-controlled moving trucks, featuring lift gates and air-ride suspensions. Our customers receive regular tracking updates via professional tracking equipment so they can follow the progress of the moving trucks during the relocation.

Whether you are moving office furniture, lab equipment, or fragile IT systems, Chicago Office Movers will take care of your possessions. Our specialists will also help your company with planning the move. As the Windy City’s most reputable moving company, choose us for your upcoming corporate relocation!

Get a Free Estimate

For a free estimate on your next business move, give us a call at 312-244-2246 (CHI-CAGO) or fill out a form.

Contact Us

  • MM slash DD slash YYYY
  • This field is for validation purposes and should be left unchanged.
Commercial-Property-Office-Interior

5 Last Minute Office Moving Tips

5 Last Minute Office Moving Tips

Contact Us

  • MM slash DD slash YYYY
  • This field is for validation purposes and should be left unchanged.
Santa-Hat-Packing-Boxes

Planning an Office Move During the Holidays

Contact Us

  • MM slash DD slash YYYY
  • This field is for validation purposes and should be left unchanged.
Young-Business-Woman-Move-Planning

4 Tips for Moving Your Company Long Distance

Contact Us

  • MM slash DD slash YYYY
  • This field is for validation purposes and should be left unchanged.
Call Now ButtonCall us (312) 244-2246