Renovating an office brings valuable benefits to both employees and the company, but it also raises practical questions, especially about where to keep furniture, equipment, and other office items during the process. The most efficient and secure solution is to use a climate controlled storage facility provided by a professional office moving company.

At Chicago Office Movers, we regularly support Chicago area businesses during both phased and full office renovations. We see firsthand how smart storage decisions can protect assets, keep projects on schedule, and minimize downtime for staff.

Quick answer: how businesses use storage during office renovations

During an office renovation, businesses typically move furniture, equipment, files, and other assets into a secure, climate controlled storage facility. They create an inventory, pack and label items, and use a commercial mover to transport everything offsite so contractors have a clear, safe work area. When renovations are complete, the mover delivers the items back, places them according to the new floor plan, and can assist with reassembly and setup. Flexible storage terms allow companies to keep items in storage for as long as the project requires, whether that is a few weeks or many months.

Why do businesses renovate?

Businesses are attracted by the numerous reasons to renovate. Modernizing the space or optimizing the existing layout gives staff a morale boost. A contemporary workspace that enhances collaboration, removes hazards, or creates a healthier environment can significantly increase employee productivity.

Clients and partners are also impressed by a space that reflects the company brand and supports modern operations. A renovated office is efficient, better suited for future growth, and more compatible with today’s technology. Long term operational expenses, such as those related to HVAC systems and lighting, may also be reduced by renovating the office.

If you are planning a refresh, you can explore creative branding ideas for office interiors in our blog on creative branding ideas for office interiors.

How long do office renovations take?

While the advantages of renovating the workplace are clear, the process takes time. Minor renovations, such as painting the walls or adding new furniture, often require one to two months. Mid level renovations, such as adding new flooring, can take anywhere from two to four months.

Major renovations with significant design changes typically require at least four months and may last up to a year. Structural changes and new plumbing or electrical systems are examples of full buildouts that need the maximum length of time to complete.

Major renovation projects naturally take longer than minor updates, but several additional factors can affect the timeline. Supply chain delays may slow the arrival of construction materials, and unexpected plumbing or electrical issues can cause further setbacks. Labor availability also plays a significant role in determining how quickly the work can be completed.

How do businesses use storage solutions?

The role of dependable storage is critical during renovations, whether they last two months or a year. A storage facility gives businesses a temporary, organized space to store office goods securely. Company assets are protected offsite, and the renovation crew can work more efficiently in a clear, uncluttered environment.

A climate controlled storage unit helps protect sensitive electronic equipment from moisture, light, and extreme temperatures, which can reduce the risk of damage or data loss. When documents and records are involved, it is also important to follow best practices for privacy and compliance, which we cover in our guide on how to handle sensitive documents during a move.

Climate controlled storage can also help prevent mold on wood and paper items. Surveillance cameras, alarms, and access controls inside the storage facility safeguard business assets from theft, damage, and vandalism.

Because renovations often take several months and can stretch even longer when unexpected delays arise, the flexibility of storage facility contracts becomes a major advantage. Businesses can choose short or long term storage options, renting units for days, weeks, or months as needed, with the ability to extend the rental period at any time.

In some cases, companies renovate in phases rather than all at once. For example, a downtown Chicago office may update one floor or department at a time. Storage allows the business to move only the furniture and equipment from the active phase offsite, keep hallways and work areas clear for trades, and then bring items back in stages as each phase is completed.

What steps do businesses take to secure storage units?

1. Create an inventory list

Before hauling office equipment and furniture to a storage facility, businesses should take an inventory of their goods. Creating a detailed list of each item and its condition helps track what is in storage and what will return to the office. It is also useful to note which items should be given priority for reinstallation once renovations are complete.

2. Pack the office goods

Protect company equipment from damage by packing it securely before sending it to storage. Common packing materials include bubble wrap, moving blankets, sturdy boxes, and crates. Label boxes or packages clearly by department, function, or location to make it easier to locate items later and prevent misplacement.

3. Transport the office items

Once equipment is packed and labeled, an office moving company transports it to the storage facility. It is important to choose a mover with specific experience relocating office goods. A dedicated commercial moving truck is built with internal protections, such as padding and tie down points, to minimize damage during transport.

How do companies ensure a smooth return of goods?

After the renovations are complete, the office mover transports the items back to the workplace. When renovations lead to updated floor plans, the moving crews position desks, chairs, and equipment in their new locations, which supports an immediate return of staff productivity.

Moving companies provide several additional services to reduce downtime. They can adjust placements based on management direction, help reconfigure the space during final setup, reassemble furniture, and reconnect electronics in coordination with in house IT teams or vendors. Efficient, organized coordination by the moving crew allows companies to resume daily operations quickly and with less disruption.

How do companies choose an office mover?

Partnering with the right commercial moving company helps ensure that office equipment remains protected, disruptions are minimized, and timelines stay aligned with the renovation teams. A qualified mover that understands logistics, building rules, and tight schedules is key to a smooth process. Companies should look for an office mover that is licensed and insured to protect business assets. The ideal moving company offers storage options with adequate space to house the company items during renovations and provides reasonable access to those goods, such as weekdays, weekends, or after hours as needed. Checking the mover’s track record is essential. Businesses are encouraged to ask for examples of past office renovation projects and references. A strong feedback history gives confidence that the moving company can handle complex logistics, communicate clearly, and coordinate with contractors and building management throughout the renovation and relocation process.

Storage solutions from Chicago Office Movers

When planning a renovation, Chicago area businesses can rely on Chicago Office Movers for comprehensive storage solutions. We accommodate companies of all sizes and industries, securely storing computers, IT equipment, documents, furniture, machinery, and even delicate artwork.

Our 60,000 square foot storage facility is climate controlled so temperature sensitive items are stored without risk of damage from environmental conditions. The facility is highly secure, with multiple layers of protection, to give companies added peace of mind. Our storage costs are structured to be affordable and flexible for businesses with different budgets and project timelines.

Businesses trust our comprehensive storage solutions and relocation expertise. Our union movers specialize in the safe, secure, and confidential handling of office assets. Using a detailed inventory and tracking system, we carefully pack and transport your equipment, furniture, documents, and other items to our storage facility and keep them organized for a smooth return.

Working with a commercial mover experienced in renovation support helps create a seamless process from start to finish. That is why many Chicago area businesses turn to Chicago Office Movers. We manage every phase of your move, reduce stress on your team, and coordinate closely with your renovation schedule. Our crews are also available to assist with unpacking and final placement once renovations are complete.

No matter the complexity of your moving or storage needs, Chicago Office Movers provides dedicated crews, expert logistics, and tailored storage services.

Fill out our online form to reserve a storage unit or contact our Chicago or Elk Grove Village locations to learn more.

When health practitioners outgrow their current medical office, upgrading to a new facility often becomes the next step. Relocating a practice, however, comes with both logistical challenges and the need to maintain patient trust. The following 14 tips can help ensure a smooth and successful transition.

There are many reasons why physicians choose to relocate a medical practice. Some practices require more space to accommodate larger waiting areas, additional staff, or new equipment. Others may move to a more affordable area to reduce overhead costs and increase profitability.

In some cases, relocation is motivated by growth opportunities, such as moving closer to a specific demographic or into a high-visibility, easily accessible building that attracts new patients. For other practitioners, personal priorities like achieving better work-life balance or being closer to family play an equally important role in the decision.

1. Start Planning Early

Plan several months in advance rather than wait until the last minute to move to a new facility. Early preparation prevents disruptions to workflow and business operations. If unexpected challenges arise during the preparation phase, adjustments can be made with minimal stress.

2. Perform an Assessment

Evaluate the current setup and determine what is working and what needs improvement. Anticipate future requirements that align with the practice’s values. Space for upgraded technology, for instance, may be a goal intended to improve medical services and patient satisfaction.

3. Select a Location

A new practice location should check off all the requirements, such as a layout that accommodates more patients, space for existing and new medical equipment or access to parking and public transportation. Verify the new building is ADA compliant, is wheelchair accessible and meets regulatory standards.

4. Find a Commercial Mover

Search for an insured, bonded commercial mover that is experienced in transporting medical equipment and abides by state and federal guidelines for relocating medical equipment. The moving crews should be trained in disassembling, packing, and transporting sensitive or hazardous medical equipment.

5. Notify Insurers and Organizations

Remain in compliance by notifying in-network providers and relevant federal insurers, like Medicare and Medicaid, of the new address. If the practice’s doctors are members of professional organizations or associations, provide them with the updated address to ensure uninterrupted operations.

6. Notify Service Providers

Practices that utilize services, like payroll, billing, and medical waste disposal, should inform providers of the relocation. Each physician in the practice must send a written notification before the move to the US Drug Enforcement Agency. Contact vendors that provide medical supplies, too.

7. Inform Patients

Patients are the bedrock of a medical practice, so it’s critical to inform them of the move clearly and courteously at least 30 days in advance. Use methods, such as listing the move date and new address on the practice website, posting a note on the door or emailing patients.

8. Notify Staff

In addition to patients and government agencies, the employees are among the stakeholders to be notified of the upcoming relocation. Brief the staff on the relocation plans, the timeline, and new procedures. Advise them of data security protocols and provide the necessary training.

9. Appoint a Relocation Project Manager

Build a relocation team consisting of employees who will each play a role in the success of the move. Designate a project manager to coordinate and oversee the relocation process; this team member should be available to answer questions or concerns from the staff.

10. Transfer Records Securely

While many of today’s medical practices rely on electronic medical records, some offices still store paper files that must be relocated securely. Develop a plan to move all records safely that adheres to HIPAA rules. Advise patients on how to access their medical records during the transition.

11. Schedule the Move Strategically

Minimize major disruptions to operations by scheduling the relocation during expected downtimes. Periods that are least busy for medical practices vary but generally are around the holidays or on certain days of the week, like Fridays. Tuesdays, for instance, are busiest with patient appointments.

12. Update Marketing Materials

Keep the practice information current. Post the new facility address, phone number, and contact information on the practice website. Additional marketing materials to update include business cards, brochures, and online directories. Update this information 2 to 3 months before the move.

13. Start Packing Early

Start packing in small phases weeks ahead of the move. This prevents the relocation process from becoming overwhelming to office managers and other personnel. Label each box with the contents to allow for quick access if those items are needed prior to the move date.

14. Test Equipment and Systems

Before resuming operations, test all medical equipment and IT systems to confirm proper functionality and security. This includes diagnostic machines, lab devices, imaging equipment, computers, and network systems. Make sure each device is calibrated, software is updated, and staff can securely access the system. Testing ahead of time prevents delays in patient care and protects sensitive data.

HIPAA Compliance and Protecting Patient Data During Your Move

When relocating a medical practice, keeping patient information safe is non-negotiable. Chicago practices face unique challenges during a move, and following proper HIPAA procedures is essential to avoid costly fines and protect trust. Here’s what it takes:

• Encrypt ePHI During Transport and Storage: Any electronic protected health information (ePHI) should be encrypted while being moved or stored. This ensures that, even if devices or drives are lost or temporarily misplaced, patient data remains secure.
• Use Multi-Factor Authentication (MFA): Accessing ePHI should require MFA on computers, servers, and mobile devices. This extra layer of security helps prevent unauthorized access during the busy and sometimes chaotic moving process.
• Perform Security Risk Assessments: Conduct thorough checks of your systems and processes before and after the move. Identify weak points in IT networks, data handling, and storage procedures so you can address vulnerabilities before they become problems.
• Verify Business Associate Agreements: Any third-party movers, IT specialists, or vendors handling sensitive records must have HIPAA-compliant agreements in place. This ensures that everyone involved meets federal standards for protecting patient information.

By following these key steps, your practice can prevent serious HIPAA violations. Fines for non-compliance can range from $100 to $50,000 per violation, depending on intent and severity. Taking proactive measures not only helps your practice stay within legal requirements but also reassures patients that their confidential information is managed with the utmost care throughout the relocation.

How to Keep Patients Informed and Maintain HIPAA Compliance

A smooth relocation isn’t just about moving equipment and furniture — it’s also about keeping your patients informed while protecting their sensitive information. Chicago practices can follow these steps to maintain trust and security:

Communicate Professionally:

•       Send emails, text messages, or postcards to notify patients of the new address, phone numbers, and office hours.
•       Update your website, voicemail, and Google Business profile to reflect the change.
•       Avoid sharing any patient-specific health information in public communications.

Conduct a Post-Move HIPAA Review:

•       Revisit your HIPAA Security Risk Assessment to ensure all safeguards are active.
•       Confirm that physical security measures — including locks, alarms, and access controls — are functioning correctly.
•       Provide staff with training on location-specific procedures or updates to data handling protocols.

Relocate Your Practice with Chicago Office Movers

Relocating a medical practice takes thorough planning and flawless execution. While a challenge, the move is less overwhelming when doctors work with an experienced commercial mover that provides expert assistance throughout the entire process, from planning to careful packing and secure transport.

Chicago Office Movers is the preferred choice for large corporations and small businesses with plans to move to greener pastures. We provide comprehensive commercial moving services, designed to support companies and allow them to reach their next destination as seamlessly as possible.

Our crews are background checked, licensed, and trained to handle moves of all sizes. We successfully pack and transport fragile lab equipment and heavy machinery. Movers treat all items with care, ensuring they arrive at the destination in the same condition as when they were packed.

Medical practices can be assured that their most sensitive goods, such as medical record files, are handled securely and confidentially. We also offer storage facilities when you need to store items prior to the move. At the destination, our movers provide setup services.

Reduce your downtime and stress by hiring the experienced relocation professionals at Chicago Office Movers. Our office moving company will relocate your medical practice, whether it’s down the street or across the ocean. Plus, our expertise and industry knowledge allow us to resolve issues right away.

Frequently Asked Questions

Office relocations require careful planning, especially when moving fragile office items. Whether you’re relocating glass-topped tables, sensitive electronics, or valuable artwork, proper packing is essential for minimizing the risk of damage during the move. Here’s a guide on how to pack delicate office equipment and furniture for a safe and efficient office relocation.

What are Fragile Office Items?

Anything described as fragile can be easily broken or damaged. Offices contain an abundance of fragile goods and equipment. The conference room may contain glass-topped tables, and the management offices may be furnished with glass-topped desks—all of which are extremely fragile.

Today’s offices operate on complex electronic systems. When relocating, it’s necessary to pack up sensitive tech equipment, such as computers, monitors, and printers. Fragile items like these can be damaged by the impact if dropped during the moving process.

Offices with sophisticated designs may need to move marble or stone worktops. These fragile goods should be handled with special care to prevent damage. Similarly, framed artwork and antiques that decorate offices require careful packing to remain in pristine condition.

Packing Fragile Office Items: Step-by-Step Guide

Preparing for a relocation means it’s necessary to pack up the whole office. While employees can pack their own belongings and contribute to packing the rest of the office, it requires time during working hours. Conversely, let professional movers handle the packing to save time.

1. Packing Glass Tables

When opting for DIY packing, disassemble glass tabletops. Remove the legs and dismantle the fragile glass frames. Pack these components separately. When unscrewing the table legs, drop the screws into a sealable plastic bag and tape it to the table so it does not become lost during the move.

Wrap the glass top with packing paper. Secure the paper with tape but be sure to prevent the adhesive from coming into contact with the glass. Next, cover the tabletop with bubble wrap, with the bubbles facing inward. Place the wrapped glass into a specialty telescopic box for maximum protection.

2. Packing Tech Equipment

Sensitive electronics should be packed with care to streamline the reinstallation process at the new office. Before packing, back up all important files to an external hard drive or cloud-based storage to prevent data loss. Also take photos of the setup, which can be invaluable during reassembly.

Disassemble and label cables and cords. Box the devices in the original packaging, when possible, which is designed to provide optimal protection. Wrap the tech in bubble wrap and place them in boxes with cushioning. Pack keyboards and mice in smaller boxes or bags to maintain organization.

Utilize anti-static bubble wrap for packing the electronics. If the original boxes are unavailable, select sturdy, corrugated boxes to pack the equipment. Choose boxes that are slightly larger than the devices to allow room for protective padding, such as packing peanuts.

3. Packing Office Artwork and Antiques

Office artwork and antiques are vulnerable to the bumps and jostles of the moving process. Appraise the valuables prior to packing them, in case they are damaged during the relocation. Avoid wrapping wooden antiques in bubble wrap, since multiple layers can damage the porous wood surface.

Secure fragile parts, such as drawers or doors, but avoid using tape to do so. Cover the antiques with moving blankets, which can keep these parts securely closed. Next, add padding to the outside of the moving blankets. Remove any small pieces and store them carefully.

4.Marble-top Tables

Marble is a heavy material but can be easily damaged during a move. Protect these fragile goods by wrapping them in moving blankets. Ensure the blankets cover the pieces from the top and wrap around the bottom. A wardrobe box can be effectively used to further protect the marble.

Upon purchasing a special carton or crate to house the marble components during the relocation, pack no more than one marble piece inside. Keep the carton or crate upright and never lay it flat while storing or moving it. Clearly mark the carton as fragile.

Tips for Packing Fragile Office Items

When packing fragile office items, bear in mind a few general strategies:

• Use Strong, New Boxes: Always choose new, sturdy boxes designed for office moves. Avoid old, flimsy boxes that can collapse under pressure.
• Separate Items: Avoid packing fragile items together to reduce the risk of breakage. Use bubble wrap and packing paper to cushion each item.
• Label Boxes: Clearly mark all boxes containing fragile items to alert movers. You can also color code the boxes for a better organization.

3 Materials You Can Use To Keep The Office Fragile Items Safe

When preparing for an office relocation, using the right packing materials can make all the difference in keeping your fragile items intact. Whether you're moving high-end tech, delicate décor, or glass furnishings, these three materials are the go-to choices for protecting your office essentials during transport.

Bubble Wrap:

Bubble wrap is a must-have when it comes to safeguarding breakable office items. Its air-filled pockets provide a cushioned barrier that helps absorb shocks and vibrations during loading, transport, and unloading. This makes it especially effective for wrapping fragile objects like monitors, computer towers, glass table tops, and framed artwork.

How to Use It:

• For best results, wrap the item completely with the bubble wrap, ensuring the bubbles face inward to protect the surface.
• Secure the wrap with tape, but avoid taping directly onto the item itself.
• When packing multiple items, stack them carefully and add extra layers of bubble wrap between each item to prevent shifting during the move.

Packing Paper:

Unlike newspaper, which can leave ink stains, packing paper is clean, pliable, and safe for delicate surfaces. It’s ideal for wrapping smaller items, filling in gaps inside boxes, or layering between stacked pieces to prevent scratches. Glassware, ceramics, and decorative office pieces benefit from being individually wrapped in packing paper to avoid direct contact with other items.

How to Use It:

• Roll individual items, such as glassware and small office décor, in several layers of packing paper to ensure they are fully cushioned.
• Use packing paper to fill any empty spaces in boxes, ensuring items don't shift during transport.
• For larger, more fragile items, use the paper as a cushion around the item and layer it with bubble wrap for added protection.

Sturdy Corrugated Boxes:

Using high-quality, corrugated cardboard boxes is essential when transporting fragile office goods. These boxes provide structural strength and help distribute weight evenly, reducing the risk of contents being crushed. Double-walled boxes offer even greater protection for heavier or more delicate items.

How to Use It:

• Choose boxes that are slightly larger than the items you're packing to allow for protective padding, such as bubble wrap or packing paper, around the contents.
• For heavier items, like monitors or printers, use double-walled boxes for extra strength. For fragile items like glass or ceramics, use specialized boxes designed for these goods.
• Label the boxes clearly as "Fragile" to ensure they are handled with care during the move.
• To prevent crushing, pack the heaviest items at the bottom of the box and lighter, more fragile items on top.

Professional Office Movers that can Safely Handle Fragile Items

Safely packing fragile office goods for a move can be accomplished with the right skills and packing supplies. When your team is busy preparing for the relocation, save valuable time by delegating the packing and unpacking to the experienced commercial movers at Chicago Office Movers.

Our moving crews are equipped with sturdy boxes and packing supplies as well as expertise to safely pack your entire office. Whether you are moving precious antiques, sensitive IT servers, or other specialty items, we pack your possessions carefully to prevent the risk of damage during the corporate relocation.

As a part of our expert packing services, we label boxes to ensure proper placement at the new office. You receive a full inventory of all goods packed. The items are packed in boxes and crates guaranteed to protect the contents. Plus, our crews unpack your items at the destination.

Our corporate moving services include additional conveniences, such as short- and long-term storage in our secure facilities. We offer insurance and service contracts. Moving crews are licensed, trained, and background-checked to give customers maximum confidence that their goods are in secure hands.

Whether you plan to move your company locally, long-distance or internationally, choose Chicago Office Movers for safe packing and seamless relocation. Call our Elk Grove Village, Illinois, office today for a free estimate and assign your corporate relocation to Chicagoland’s most trusted office mover.

Frequently Asked Questions