How to Announce the Relocation of Your Business

Relocating to greener pastures requires a star-studded announcement, one that gives current and potential customers news about where the business is headed. Let's face it, announcing a relocation of your business can be stressful. There are many things to consider before sending out an official statement, including the effect it will have on your business and clients, employees, vendors, and partners.

Announcing the relocation of the business can be done in several ways, and here are a few that deserve mention. By following these steps, you can reach out to your customers, clients, vendors, and partners in an effective way to let them know about the move and explain any possible changes that may happen.

1. Notify employees

Employees should hear about the relocation first. After all, employees are the backbone of the business, keeping it running and functioning in the most optimal way possible. The staff should ideally hear about the move at the same time, such as at a breakfast or lunch meeting.

Let the staff know the reason behind the move, whether it is to upgrade the facility or be closer to a talent pool. Provide a physical document listing important details about the move: location address, move date, moving company contact person, and instructions for how to prepare.

Engaging employees helps boost morale. Show them how the new location will benefit them; perhaps the new workspace will be closer to their homes, public transportation, or restaurants. If the move is long distance, give the staff details of their relocation package.

2. Inform customers and business contacts

Letting customers know about the new business location can be done in a few ways. An email newsletter can inform them of the new address, reasons for the move, hours of operation, and other pertinent information; however, emails can get lost in spam folders or accidentally deleted.

A surefire way to notify existing customers and business contacts is to mail them a postcard containing all the relevant details, including a note about doing business in the new location. In order to cover all the bases, send both a virtual announcement and a physical one.

Be sure to contact VIP clients directly, before making a public announcement of the business relocation. Personally calling important clients who have made large purchases shows them how much their business is valued and that a continued business relationship is appreciated.

Announcement letters should contain the following: the new business address with a map of the location, hours of operation and phone number (even if they stay the same), the company website and email addresses, and contact information in case clients have questions.

A few business clients may be nervous about the company’s upcoming move. It can be reassuring to them to offer the contact information, such as email and phone number, of a designated move coordinator who will respond to their concerns and answer any questions.

3. Update the company website

All digital properties should be utilized to announce the company relocation. Create an attractive banner announcing the move and position it on the company’s homepage. Include the move date and a positive reason for moving. Keep the banner on the website for at least six months.

4. Write blogs announcing the move

Well before the move date, post a blog containing details about the upcoming move. In the blog, emphasize how the move will benefit clients instead of writing about what the company is going through. Clients want the security of knowing the business will be there for them after the move.

Rather than post just one blog, write multiple blogs about the upcoming relocation. Use the blogs as an opportunity to drum up excitement about what’s ahead for the business and how the innovations will benefit customers. Blogs can even be utilized to recharge the company brand.

5. Utilize social media

The eye-catching banner announcing the move on the company website should also be posted on the company’s social media sites, which may include Facebook, Twitter, and any other online platforms. As on the website, the banner should remain on the social sites for six months.

6. Advertise

Radio and print ads announcing the relocation should only be utilized if the company has a proven track record for reaching customers through these media outlets. If choosing print media ads, keep them running with information about the new business location for at least six months.

7. Keep communications positive

While the days and weeks surrounding the relocation can be stressful, it’s important that all announcements regarding the move be kept positive. An optimistic tone is essential even if the move is unexpected, undesired, or is prompted by less than lackluster circumstances.

Take the opportunity to add to the announcements how customers will benefit. Advantages that can come with a relocation include upgraded facilities or new service offerings. Consider offering special promotions either before the move occurs or after it is complete.

Following the above checklist ensures that everyone involved with the business, from employees to clients and partners, are well aware of the upcoming move and fully prepared. Relocating companies can be assured they will not lose their valued existing customers.

Moving to a New Office?

Before announcing the move, company leaders must hire a reputable mover to handle the relocation from start to finish. One commercial mover that business leaders count on is Chicago Office Movers. We are equipped with skilled movers and protective equipment to ensure a seamless move.

Our licensed and background-checked moving crews are experienced in handling all aspects of a corporate relocation. We will plan the move as well as pack, load, and unpack all company goods safely and efficiently. Boxes and crates are provided to protect fragile items.

Chicago Office Movers’ trucks are climate controlled and feature lift gates and air-ride suspensions to fully safeguard all company property. Our trucks are equipped with tracking equipment, so customers can track the move throughout the process. Rest assured that your items will be handled with care.

Our long list of satisfied clients, like Northwestern University and Alcatel Lucent, speak to our commitment to excellence. Leaders of companies both large and small find our budget-friendly and efficient office relocation services to be exactly what they are looking for.

Whether your upcoming relocation is local, long distance or international, choose Chicago Office Movers. We offer comprehensive moving services, from storage options to insurance and service contracts. Call our Chicago, Illinois, office for a free estimate and take your business to greener pastures.

Contact us for your upcoming local, long distance or international move at 312-244-2246 (CHI-CAGO).

Business is booming, and a quaint office in a bustling business community is in the works. While seemingly straightforward, renting an office requires more than picking a prime location and signing on the dotted line. Rather, first-time office renters are encouraged to consider these important tips.

Renting an office space adds legitimacy to the business. The ideal office space is one that gives the business plenty of room to grow. The right office space also promotes the brand to potential visitors, customers, and partners. Employees feel proud and productive working in an accommodating space.

By the time the decision to rent an office is made, it’s clear that the space is necessary. A home office, virtual office, or coworking space do not meet business demands. Rather, a physical location gives the business a verified Google listing and increases visibility in local search results.

Tip 1: Create a budget

Every business investment begins with a budget and renting an office space is no different. Be flexible when creating a budget for an office space. Compromising the quality of an office space for the sake of staying under budget is not recommended. Overspending is equally important to avoid.

Renting a low-priced office space in a building that is falling apart sends the message to potential customers and visitors that the business is struggling. On the other hand, spending lavishly on a building space leads to unwanted financial stresses. Prepare a flexible budget and stay within it.

Tip 2: Determine space requirements

Companies have different needs when it comes to space requirements. Geographic location, industry, and the company itself play major roles in how much space a business requires. An entrepreneur will find a private office sufficient, while an enterprise company may need large workspaces that accommodate hundreds of employees.

Factors, like future growth, influence the office space requirements. Consider whether or not the business is expected to grow during the course of the lease. A company that is projected to expand must determine how many square feet per person will be necessary in the next few years.

Tip 3: Assess included amenities

An ideal office space caters to not only guests but to the employees working onsite. A fully functional space allows staff members the opportunity to be productive. Examples of amenities include fiber internet, onsite management, copiers and scanners, on-demand conference rooms, and mail service.

A break room or small kitchen will be one to which employees can run to for a cup of coffee or a snack. Expect productivity to increase when staff members are not forced to make trips to the local coffeehouse whenever they need a jolt of caffeine.

Tip 4: Consider accessibility

When eyeing potential office spaces, consider how far employees will have to commute to work. Or, choose an office that is close to public transportation. An onsite bike rack may be appreciated by staff who bike to work. Employees will be equally grateful for nearby coffee shops and restaurants.

Another important yet often overlooked consideration is access to plentiful parking. Prevent employees from the hassle of hunting for parking each workday. Nearby parking helps staff arrive at the office on time. In fact, a dedicated parking area is a major advantage.

Tip 5: Understand the lease

Understanding the terms of the lease starts with examining it from top to bottom. Be aware of flexibility in the terms, such as discounts for signing a longer lease. A one- or two-year contract can be beneficial to established businesses, while a shorter lease is appealing for evaluating satisfaction levels.

Some landlords may not allow office tenants to perform major renovations, such as tearing down walls or completely changing the appearance of the office. While customizing an office space is desirable, find out what is allowed before signing the lease. Otherwise, the company could be charged for damages.

Lease terms are significant, so it is recommended to have a commercial real estate attorney review it. Also critical, especially to growing businesses, is to lease a space with room to grow. It’s impractical to sign a three-year lease and outgrow it within the first year.

Tip 6: Choose a prime location

Location needs differ among companies. Choosing a location in a prime business district, for instance, can drive immediate recognition and project an image of longstanding success. Find a spot that is near highways and public transportation to make it easier for clients to travel to the business.

Tip 7: Ask about security

Building security is of utmost importance to employees and equipment. Ask how the building is secured. Security measures may include a security guard, manned entryways, or after-hours security. Learn about keycard access, security cameras, and safety procedures enforced during an emergency.

Work with a Commercial Mover

A final tip for first-time office renters is partnering with a commercial mover that is reputable, affordable and has a stellar reputation for excellence, such as Chicago Office Movers. Given our decades of experience with commercial moves, we will ensure your office relocation runs as smoothly as possible.

Our budget-friendly moves are performed by licensed, background checked and union movers. Corporate clients receive consistent, top-notch and customized services from our dedicated moving crews. We have successfully handled local, long-distance and international relocations of companies both large and small.

Chicago Office Movers’ services are comprehensive. We offer short- and long-term storage, paperwork storage, and add-on services to ensure satisfaction. Our moving trucks feature lift gates, air-ride suspensions and are climate controlled to keep your office goods secure during transport.

Our dedicated crews have safely moved a range of office equipment, from fragile antiques to IT systems and science lab equipment. Packing and unpacking are optional services. Companies that work with us also receive plenty of help with planning their office relocation.

As a first-time office renter, you’ll need an experienced office mover behind you to ensure the most stress-free moving experience possible. You’ll receive this benefit and many more when you work with Chicago Office Movers. Give our Chicago, Illinois, office a call today for a free estimate.

Simply choosing the right office space remarkably enhances employee productivity and accurately reflects the company culture. But finding the perfect office environment may not be as simple as it sounds. Numerous factors, like the ones that follow, should be carefully weighed.

A significant portion of an employee’s life is spent in the office, making it essential that the selected space naturally foster collaboration, engagement, and productivity. Today’s offices can be multifaceted, including open floor plans and private rooms. The right office space maximizes employee well-being.

1. Choose a location near the client base

Encouraging productivity in the office starts with choosing the right office space. However, diving right in and accepting the latest trends is impractical, since the unique company culture takes a backseat. What works for one company may not sit well for another.

Approach the relocation task by first considering the relevant demographics. The perfect office space is one that reaches the client base. For example, a tech company would sensibly choose to relocate its headquarters to an area highly concentrated with software manufacturers.

Consider a space located within a business district. Potential clients will take notice when a company is a key participant in networking events held by the local business community. Being in close physical proximity to clients not only provides networking opportunities but convenience.

Other considerations include choosing an office space in accordance with the nature of the business. A spacious reception area may be necessary for companies receiving regular visits from clients. Similarly, a media theater will facilitate large conferences or major company presentations.

2. Choose an accessible space

Boost employee morale by choosing an accessible office space, basically one with ample parking and limited traffic problems. Most office staff prefer a short commute. By choosing an office location that is close to employees’ homes, a company can be assured of happy, productive employees.

In reality, however, less than a third of companies are near employees’ homes; but a space close to public transportation is a preferable alternative. When commuting is not a daily hassle, companies are more likely to attract and retain a pool of qualified workers from a wider geographic area.

Assess the company culture before choosing an office space. A dynamic company culture with happy hour Fridays will ideally be located near restaurants and bars. In fact, 16 percent of polled office staff want to be near restaurants, with 9 percent wanting to be close to coffee shops.

One way to accurately gauge what’s right for the staff is to ask them what location options offer easy routes to work. Bear in mind that a long and expensive commute can lead to employees looking elsewhere for jobs with a convenient commute.

3. Choose a comfortable office space

An office with ceilings reaching at least ten feet high is one that conveys a sense of freedom, a feeling that improves employee satisfaction and engagement, especially for workers in creative fields. Similarly, plentiful natural and artificial light promote feelings of comfort and ease.

While the majority of today’s office spaces are open plan, implementing this type of layout should be done carefully. Increase employee satisfaction by respecting the need for privacy in the workplace. Include private rooms for taking calls or quiet areas for meditations, for example.

Visual, aesthetic appeal is also significant. An office filled with quality furniture and interior finishes is one that employees will enjoy heading to each workday. A picturesque view, whether from the balcony, windows or rooftop, equally promotes employees’ workplace satisfaction.

4. Choose an ideally sized space

The right office space houses employees comfortably. Choosing a building with extensive square footage will comfortably meet the needs of a large staff. Cramming several employees into a small space will adversely affect productivity. Likewise, avoid choosing too large a space to avoid wasting it.

The rule of thumb is to give each employee 21 square meters. Per this general guideline, a company with 100 employees would require a building of at least 2,100 square meters. Companies aiming to grow should factor in their future growth and choose a larger, more flexible office space.

Startups can expect growth. Scalability and flexibility become important when these companies search for a new office space. The right office environment will accommodate additional desks and staff; infrastructure can be enhanced; and, renovations will be permitted in the building.

Small companies expecting to grow may be unable to finance a bigger space right away. When working with a limited budget, opt for a shorter lease. Include terms in the contract that give the company the first right of negotiation when an adjacent space becomes vacant.  Or, consider the option to stay in a coworking space before committing to something long term.

Hunting for the right office space requires due diligence on the part of company leaders. Leasing an office is recommended, since the company will enjoy the freedom to experiment with new ideas. By carefully selecting the right office environment, employees trust that they are valued.

Work with an Office Mover

At Chicago Office Movers, we also understand value, which is why we offer affordable corporate relocation options that help companies move seamlessly. Our moving services are designed with the business customer in mind and therefore meet the needs of companies both large and small.

Your corporate relocation will receive the undivided attention from our licensed, trained, and background checked moving specialists. We create a moving plan, pack your office goods, and unpack them at the destination. Our secure storage facilities are available for the long or short term.

Office goods are loaded into the climate-controlled spaces of our trucks, which feature lift gates and air-ride suspensions that keep items secure during transport. Additionally, all business customers are kept up to date on the progress of the move via our professional tracking equipment.

Join the ranks of satisfied customers, like Alcatel Lucent and University of Chicago, when you choose Chicago Office Movers for your upcoming corporate relocation. Count on the experience and efficient processes delivered by our qualified crews of office movers. Call our Chicago, Illinois, office for details.

Contact Us

When you are moving your business, Chicago Office Movers can provide you with the commercial and long-distance moving services that you need. Given our industry experience and excellent reputation, we will help you relocate affordably and on schedule.

Contact us for your upcoming local, long distance or international move at 312-244-2246 (CHI-CAGO).

Due to a range of factors, companies may decide to move to more pristine pastures. Upgrading the office space, downsizing, or relocating to an urban area with highly skilled workers are a few reasons companies move. Before handing over the keys, the office must be decommissioned.

The office lease contract defines exactly what is expected of the decommissioning process. Noncompliance with the contract terms can potentially result in forfeiture of the deposit or becoming liable for added costs that could quickly spike to thousands of dollars.

Business owners who initially entered into an office lease contract will have become contractually obligated to abide by the decommissioning requirements. The decommissioning clause describes the precise condition of the office space once the company and its employees vacate it.

The decommissioning process is given the moniker “broom cleaning.” While the process can be as simple as a quick cleanup, oftentimes, the office space must be restored to its original condition. This means removing all belongings and performing necessary repairs.

Common decommissioning requirements include removing data and voice cabling, newly installed plumbing, electrical or mechanical installations, and office furniture, fixtures, and equipment. Business signs, e-waste, and trash must be removed. Hazardous waste must be disposed of, and janitorial services must be canceled.

Planning the decommissioning event well in advance of the upcoming office relocation saves company owners time and money and reduces stress. Last-minute snags can be expected during the decommissioning process. Ensure a smooth relocation by evaluating the condition of the current space.

1. Partner with a commercial moving company

Since the decommissioning process is highly complex, business owners will likely require the support of a trusted partner. Large businesses may have to deal with hundreds of workstations and thousands of pieces of equipment. Working with a partner can speed up the relocation process and save money.

Relocating companies are advised to partner with the right commercial moving company or a transition management company. Either can help the business owner navigate a proper exit. Companies attempting a DIY office decommissioning risk “soft cost exposure” or running out of time.

2. Take an inventory of office goods

Early in the process, company owners should assess the value of the office furniture. Unwanted furniture may be liquidated. Working with a moving partner can ensure the liquidation process is completed in an efficient and timely manner—thereby avoiding unnecessary storage costs.

Once an inventory of office items that will be relocated to the new destination has been taken, communicate this information to the relocation partner. An experienced partner will discard the unwanted goods in an environmentally friendly way, ensuring they stay out of the local landfill.

An inventory should further categorize the items. Certain goods will be moved to the new office, while others will be donated or recycled. Office items with value may be sold. Products that can’t be sold may go into green waste or discarded at hazardous waste facilities.

3. Dispose of unwanted office furniture

Businesses strive for a net positive outcome, where the furniture liquidation yields a positive cash return. Donating office furniture to charities or having a third-party company remove them will result in a net zero outcome; this option avoids costs associated with having the business remove the contents.

A net negative result occurs when office furniture with little or no value is discarded or recycled. However, disposing valueless office items may come with a cost, one that a decommissioning expert can help minimize. Of the three options, discarding unwanted office furniture is oftentimes a last resort.

4. Transfer IT equipment

Businesses staffed with IT teams have plenty of in-house support. The IT personnel should disconnect and pack the technology prior to these items being loaded onto the moving truck. In-house IT staff will handle the deinstallation as well as the complete transfer of the technology.

Companies that are not staffed with in-house IT teams can assign the task of transferring the technology to the relocation partner. These professionals will disconnect, pack, move, and reconnect the equipment. They can also sustainably discard e-waste, from old computers to printers and fax machines.

The entire decommissioning process can take up to six months; however, the timeline is influenced by the size of the relocating company. Whether large or small, businesses that plan to move are urged to engage in phased decommissioning to minimize disruptions to employee workflow.

A well-planned decommissioning process will earn back the company’s deposit and avoid extra costs. Partnering with a relocation expert who is experienced in decommissioning offices will also reduce the risk of damage to the property. Relocation experts will offer “broom sweep” services, too.

Office Relocating?

When you are planning an office relocation, consider the decommissioning services provided by Chicago Office Movers. We are a locally based, experienced commercial mover who will ensure that your office space is returned to its original condition and meets the decommissioning terms of the lease.

The decommissioning process is likely to take some time when a business has made major enhancements to the building or installed new equipment after the lease was signed. Regardless of the renovations, Chicago Office Movers will return your office space to its original condition.

Our licensed, bonded, and insured moving crews remove and dispose of unwanted appliances, properly discard hazardous waste (ex, lead paint and asbestos), remove and recycle furniture, replace light bulbs, recycle e-waste, remove signs, clean the entire facility, and repair damaged drywall.

The reliable movers at Chicago Office Movers will also meet with your landlord to clarify all conditions of the decommissioning. Once our crews have returned the space to a pristine condition, we will conduct a final walk through with the property manager, ensuring the decommissioning terms are met.

Contact Us

Numerous satisfied companies partner with Chicago Office Movers for their relocation needs. We are available to provide professional and efficient office decommissioning services. Our crews are proud to serve Chicagoland businesses.

Call us for expert decommissioning or commercial moving services at 312-244-2246 (CHI-CAGO).

The environment and expectations of workers have permanently shifted because of the COVID-19 pandemic. People have adapted to working remotely and many do not want to go back to a life where they have to be in an office on a daily basis. According to the 2021 State of Remote work by Owl Labs, 71% of the employees want a hybrid or remote working style even after the pandemic is over. More and more companies are learning to adjust to these expectations of the employees to stay competitive.

For many companies, one question may come to mind when they are staring at the empty offices: If the entire team is in either a hybrid or remote working environment, would it even make sense to have a dedicated office for their employees? A dedicated office space has many benefits, but on the operational level, the cost and commitment are very high. If the office is not being used full time, it might not be worth the cost. But going fully remote is still not realistic for many companies.

A good in-between is to have coworking spaces for the employees. Coworking spaces increase productivity and create a sense of community while lowering the operational costs, allowing for more mobility and flexibility.

What is Coworking Space?

Coworking space is an office space where employees and entrepreneurs from different companies come together to work in a common office space. People who work in coworking spaces can connect and bounce ideas off of each other, much like traditional office spaces.

Coworking space started out as a way where self-employed individuals and freelancers could get together in a proper working space instead of in a home office, coffee shop, or other places. Since its invention, it has grown slowly over the years and became a global phenomenon. Currently, there are over 23.5k coworking spaces around the world. The number of coworking spaces is growing at a faster rate than before, potentially reaching over 40k by 2024.

Benefits of Coworking Space

Nowadays, coworking spaces are not just for freelancers or individual workers, companies of all sizes are seeing the advantages of coworking spaces. The COVID-19 pandemic has accelerated this coworking trend, and it is not slowing down. Here is a list of some of the main benefits of coworking spaces.

Flexibility and Lower Cost

For companies, one of the downsides to having a traditional office is the long-term commitment. Often, renting out an office requires years of contract and commitment. In this fast-changing society, even a couple of years can mean drastic change for many companies. Coworking spaces have shorter lease periods, often monthly agreements, and some places even offer daily payment options. This means that companies can spend less money on renting out traditional offices, while enjoying many of the same benefits.

Even for large companies that already have traditional office spaces, coworking spaces can still be a money saver. Having coworking spaces can eliminate many costs surrounding unused spaces, reducing overall space needed for a company. With an increase in the number of employees who are either hybrid or remote, this can be a very cost-efficient change.

Both small and large companies can enjoy the in-office flexibility of coworking spaces. Instead of sitting in a cubicle, workers have flexibility in how they want to work in coworking spaces. Common features of coworking spaces include meeting rooms, dedicated workspace, private phone booth, and collaboration spaces.

Community and Networking

Another important part of a coworking space is the sense of community. The coworking culture embraces the social aspect of workplaces, shifting away from the traditional formal and corporate atmosphere. This is also true for big corporations. Even for employees in the same company, they may not have the chance to communicate or bond with people who do not work in their department. Entrepreneurs are encouraged to bond and network in coworking spaces. Professionals working in the same space will form a bond from day-to-day interactions.

On top of that, coworking spaces often organize networking events, such as seminars, workshops, training sessions, and happy hours in the bar. You can find all types of events every day when working in a coworking space. The relationship you build in a coworking space can evolve into new friendships and potential professional opportunities.

Increase Creativity and Productivity

When a coworking space is shared with people from different companies or different departments, it sparks many new possibilities that may not be possible in a traditional office setting. If you need a problem solved, you can quickly start brainstorming sessions with colleagues or friends working in the same space. People with different backgrounds can bring in fresh perspectives you might not have considered before.

For smaller companies, one of the big advantages of a coworking space is that they don’t have to worry about all the amenities. Preparing an office space is not a short process, cutting down on the preparation time adds to the overall productivity. Renting a coworking space can save a ton of time and money in the preparation process. Simply grab your computer and go to a prepared coworking space and start working.

If you are used to working in a coffee shop or in other settings, coworking spaces can increase productivity by providing a dedicated workspace. In a dedicated workspace, people face fewer distractions around them and can focus more on work. When workers are surrounded by people who are passionate about their work, it indirectly increases productivity, linking back to the community culture in a coworking setting.

The demand of workers has shifted considerably over the past couple of years, and it is not going to change any time soon. Of course, coworking space is not the perfect fit for all companies, so it is important to evaluate whether a coworking space is suitable for your company.

Work with an Office Mover

Changing offices is not an easy task. The actual move is also significant and cannot be done without reliable help from a reputable moving company, like Chicago Office Movers.

Chicago Office Movers is experienced in commercial moves of all sizes. We have helped move prestigious area companies and universities, such as Alcatel Lucent and the University of Chicago. Our moving crews handle all office goods, equipment, and furniture securely and carefully.

Whether you are moving locally or interstate, our professional moving team will ensure your sensitive equipment is safeguarded. Our moving trucks feature climate-controlled spaces, lift gates, and air-ride suspensions. Customers also receive tracking information to follow every step of the move.

Relocating companies will also benefit from our climate-controlled long- and short-term storage facilities. Our moving crews are available for packing and unpacking your office goods. If you need help planning the relocation, our experienced corporate moving specialists will provide assistance.

Contact Us

Whether you are moving delicate artwork, fragile lab equipment, or sensitive IT systems, choose Chicago Office Movers. Given our industry experience and excellent reputation, we will help you relocate affordably and on schedule.

Contact us for your upcoming local, long distance or international move at 312-244-2246 (CHI-CAGO).