Relocating an office is a complex, daunting task. Without advanced planning, the move can be disastrous. Office relocations come with several risks, but savvy business owners understand how to mitigate them and ensure a smooth transition to the brand-new space.

Major organizational changes come with a high rate of failure—at 70 percent. The pitfalls associated with a company relocation are numerous. But by considering the following risks and strategies on how to avoid them, business owners can better navigate the relocation process.

What are the main office relocation risks and solutions?

An office relocation demands a major investment in time and planning. Company owners must factor in their budget, security, logistics, and communication with employees and customers. Without considering these issues, the move can be wrought with unforeseen delays and costs.

1. Assess Potential Risks

Identify the risks by conducting a risk assessment; it’s vital to address potential risks before they explode into unmanageable problems. Delays are inevitable during a major move, so create a back-up plan. Agree on time frames, budgets, and resources with company leaders.

Security is important for businesses, so take the time to secure physical documents. Create a logistical plan to ensure sensitive paperwork is packed properly and not left behind. This step ensures the records are immediately accessible at the destination and keeps operations running smoothly.

2. Back Up Records

In the frenzy of a corporate relocation, security can easily be mishandled. Depending on the industry, security regulations might be in place, and it is the company’s legal responsibility to adhere to them. Even during the transition, it’s critical that the company demonstrates compliance.

Avoid any missteps in security by backing up electronic records. The company’s electronic devices hold a storehouse of critical data. Since it takes time to fully back up the system, begin the process weeks before the move. Ensure the right infrastructure is in place at the destination to prevent disruptions.

3. Engage Staff

Employees are the lifeblood of a business, keeping it functional and running. During the excitement of a move, it can be easy to overlook the staff. Uninformed employees feel disrespected and disempowered. A corporate move is a life-changing event for them, as it affects their commute and potentially their job.

Avoid disregarding office staff and keep them informed about the progress of the move. Involve them in the process by assigning department leaders to answer staff questions about the relocation. Their input can inform company leader about specific issues, like equipment requirements or logistical challenges.

4. Reduce Clutter

Taking every piece of scratched office furniture, dented file cabinet, or outdated equipment will unnecessarily increase the relocation costs. Full-service movers usually charge by weight. Furthermore, it’s the company’s responsibility to not leave unwanted items behind for the next tenant.

Rather than move old desks and chairs that have no place in the new office space, businesses should declutter before the relocation. Sell reusable furniture items or donate them. Recycling companies are available to haul recyclable goods from the premises; it’s cost-effective and better for the environment.

5. Notify Customers

Failing to inform customers, business partners, and stakeholders about the company’s new contact information (ie, address, phone) can lead to confusion and unnecessary disruptions. Equally disruptive is to not inform them in advance and fail to give them adequate time to make adjustments.

Rather than risk interruptions, relocating companies should inform customers and stakeholders well in advance and via various methods. Use the company website, emails, social media, and posters to make announcements of the move. Check that the new contact information is correct before sending it out.

6. Create a Floorplan

Neglecting to visualize the new space can be disastrous once the office movers bring all the goods from the previous location. The furniture and equipment needs may be different in the new space. Staff may also have special requirements in the new office.

Creating a detailed floorplan in advance of the relocation can help company leaders avoid the pitfalls of limited space or excessive furniture. Measure the new office before making decisions. Assess staff accessibility as well as health and safety regulations. Account for growth and changes, too.

7. Schedule Movers in Advance

Office movers should be scheduled in advance to mitigate any risks. Movers who specialize in relocating companies are required for an office move—even if the business is a start-up, professional help is necessary for a safe and successful relocation.

Moving a business is a time-consuming endeavor, one that can take several months to properly plan and execute. Company leaders are advised to give commercial moving specialists the task of planning the details of the relocation so that they can focus on running their business.

Research various commercial movers and obtain multiple quotes. Check online reviews for the quality of service and seek recommendations from colleagues. A local five-star corporate mover that businesses should consider is Chicago Office Movers. We offer high-quality yet budget-friendly moving services.

Chicago Office Movers has been the preferred commercial mover for countless area businesses. We’ve helped well-known universities and major corporations transition to their new space. Whether you are moving a small or large business, we are dedicated to ensuring an exceptional move experience.

Our licensed and background-checked movers are highly trained to handle all office goods securely and carefully. Crews are available to pack all office belongings and unpack at the destination. By utilizing our professional packing services, your company experiences less downtime.

Given our years of experience, we can also help you plan the details for a successful office relocation. If you need short- or long-term storage, Chicago Office Movers can offer you both. Our moving trucks are climate-controlled and feature air-ride suspensions to further protect your fragile goods.

Chicago Office Movers has earned a reputation for excellence in local, long-distance, and international corporate relocations. Whether you plan to move complex IT systems, fragile artwork, or bulky furniture, our moving crews will ensure a seamless transition. Call our Elk Grove Village, Illinois, office for a quote.

Corporate relocations are on the rise as hybrid work increases and labor shortages mount. Any major business move requires extensive, strategic planning. While planning an office move, tread carefully, as making these ten common mistakes can increase the stress factor of the relocation.

Companies move for numerous reasons. Some may find the talent pool attractive in larger cities, like Chicago, and prioritize moving there. Other major corporations find urban areas rife with crime and struggle to hire skilled professionals, therefore moving out of the big cities.

Businesses may also expand their product or service offerings, which necessitates additional workspaces and larger production facilities. On the other hand, companies may have plans to downsize and seek a smaller, more economical building in which to continue business operations.

Whatever the reason for relocating the business, it is not an easy decision to make. Nevertheless, taking the company to a location where opportunities abound can boost employee morale. Greener pastures can be on the horizon for companies on the move. But it’s important to avoid these moving mistakes.

Mistake 1: Insufficient planning

Planning well in advance of the expected relocation date is critical to the success of the move. Set aside a few weeks to involve employees in the move and keep moving costs down. Assign dependable employees a role to facilitate specific parts of the move.

Mistake 2: Not taking inventory

Costly mistakes can arise when businesses fail to take an accurate inventory of the goods in the office. Without an inventory list, staff will struggle to ensure the right goods are moved correctly. Record all items moving to the new office as well as their locations in the new building.

Record the conditions of the items on the inventory list. The condition of high-end equipment should especially be noted. If the pricey equipment is damaged during the move, the business owner can hold the commercial mover accountable and streamline insurance claims.

Mistake 3: Failing to include IT staff

IT systems are crucial to today’s businesses. Setup of technology equipment will take time and advanced planning, especially since the electrical, network, and space factors could be different in the new office. Ensure the IT leaders see the layout in the new building beforehand and have time to make adaptations.

Mistake 4: Using the wrong moving supplies

Moving boxes come in all sizes. Choosing boxes that are too small or too large can lead to unwanted consequences. Packing small items in an extremely large box that allows significant wiggle room can result in damage to the items. Pick moving boxes with the right size to ensure protection.

Mistake 5: Moving unnecessary goods

Ideally, before the move, a business will donate, sell, or discard office goods that will not be used in the new building. The mistake occurs when this important step is forgotten. Businesses will pay more to move more items and spend time packing items that generate little-to-no revenue.

Mistake 6: Not insuring the move

While a company may have existing insurance, the coverage may fail to cover all the office belongings that will be transported during the move. Accidents are a reality of any move, so it’s necessary to obtain additional coverage from the current insurer or from the moving company.

Mistake 7: Not labeling the boxes

During the flurry of packing, labeling the boxes may be forgotten. Since organization is the key to a successful relocation, label the boxes owned by each employee, the box numbers that correspond to the inventory list, and where the boxes go in the new building.

Mistake 8: Forgetting to turn on utilities

Downtime is expensive for companies. Prevent unproductivity in the new office by setting up the utilities in the new building well in advance. Schedule the internet service provider before the IT equipment is delivered. All operational functions should be in place by moving day.

Mistake 9: Hiring an unprofessional mover

Commercial movers with experience understand how to handle the logistics of a major office move. Business owners who aim for a seamless move are advised to obtain quotes from several moving companies, assessing factors, such as availability, affordability, and industry experience.

Reading reviews is especially valuable for learning about other customers’ experiences with a prospective commercial mover. Choose a mover with the desired qualities. Finding and hiring a reputable mover will eliminate the bulk of stress that comes with relocating the business.

Mistake 10: Not communicating moving requirements

Special requirements may be expected when moving to a new building. The commercial mover should be aware of the availability of an accessible elevator, stairs at the origin and destination or access only through a narrow alleyway. Communicate the logistic of the move and avoid costly surprises.

Avoiding these top ten mistakes can reduce the stress that accompanies a major office move. Another important factor that will provide your business with a seamless relocation is hiring an affordable, highly rated and locally based commercial mover, like Chicago Office Movers.

Work with Chicago Office Movers and streamline your corporate relocation. Our moving crews are unionized, licensed, and experienced to deliver maximum customer satisfaction and the most stress-free move possible. Your items are secure in the hands of our background-checked movers.

Our moving trucks are also designed to protect office goods, whether you are moving down the street or across state lines. Each truck features a climate-controlled space, lift gates, and air-ride suspensions. Business customers utilize a tracking system to track their goods as they move.

Chicago Office Movers provides comprehensive moving services. As a leading office mover, we offer not only packing and unpacking services, but also short- and long-term storage options, insurance and service contracts, sturdy boxes, and professional help with planning your office relocation.

Whether you plan to move delicate antiques, fragile IT systems or bulky office furniture, Chicago Office Movers has the experience to make your relocation dreams a reality. Choose us for a budget-friendly move.

Contact our Chicago office today at 312-244-2246 for an upcoming local, long-distance or international move.

Running your business from a new locale is exciting. A larger physical space may indicate business growth and employees are likely to look forward to working in an upgraded facility. However, before the celebrations can start, the office must endure the chore of picking up and shifting.

It is important to ensure that the business seamlessly continues despite the relocation. Hiring professional movers with commercial moving experience is important for a smooth move. Once the relocation date has been established, the business owner should prepare for the upcoming transition, whether you are moving across the street or are relocating internationally. Here are some tips to keep in mind for your office move:

1. Develop a Timeline

Schedule the relocation based on important dates in the business calendar. Write down the events in the relocation timeline.

Factor in when the business’ building lease will expire. The property manager should be notified of the anticipated move date.

Communicate with all employees about the set relocation date. Suppliers should also be informed. Keep the team members in the loop about the progress of the move, as well as their responsibilities during the relocation.

2. Visit the New Space

Pay a visit to the new building into which the office will move. If painting the walls in the new office needs to be done, hire a painting contractor to perform the task well before the move. Examine the flooring and walls. A carpenter can be hired before the move to address any issues, like constructing walls or refinishing the floors, inside the new building.

While at the premises of the new office space, develop an office layout. Determine where office desks or cubicles will be positioned and where the electrical outlets are located. Take the time to scrutinize the layout for any potential difficulties, such as whether or not the receptionist area or lobby is expansive enough to accommodate all the furniture.

3. Update Company Materials

Provide the company’s new address to relevant contacts. Be sure to indicate when the new address will take effect.

Print updated business cards, stationery and marketing materials with the new business information. Update the company’s website, noting the new address for customers.

4. Discard Unnecessary Items

Before relocating, it is expedient to get rid of the office clutter that has no functional use in the new office. Unusable furniture, old desks and chairs, broken shelving and décor that has no place in the new space can be discarded or donated prior to the relocation. Also recycle or shred office documents that are no longer needed. Explore tax-deductible charities to which you may donate the surplus office equipment and fixtures.

5. Create an Inventory List

Creating an inventory of each item can prevent items from getting lost during the move.

Prior to relocating, develop an inventory list of all the company assets, furniture and miscellaneous items used by employees. Be sure to retain a hard copy for business records.

6. Prepare the New Space

You’ll want the new office to operate as soon as employees walk in. Ensure an easy transition by setting up the electricity, water, gas, phone, and any other utilities prior to the relocation day. Also make arrangements with local waste management services. Utility companies should be contacted well in advance in order to schedule connections for services or installation.

Before moving day, confirm that the movers will have access to the unloading zones at the new facility and loading areas at the current office.

Movers will have an easier time if they have exclusive access to the new facility’s service elevators, loading docks or emergency doors. Before relocating, speak to the building management to arrange for access during the move.

A major office relocation may have an impact on local businesses, especially if those companies’ driveways or parking lots are temporarily obstructed during the moving process. Notify the surrounding businesses if driveways will be blocked for a short time.

7. Simplify Moving Day

Hang enlarged copies of the office layout in each room in the new facility to help movers place office furniture in the designated spaces. Stick color-coded labels to furniture and office equipment to stay organized during the transition.

8. Hire Security

Employ a security guard to monitor sensitive items, like classified documents or computers. A security guard also can be hired to watch for suspicious street-level activity as the relocation occurs. Doors will be propped open, and computers may be left unattended for brief spurts during the relocation event.

The security guard should be given a list of authorized personnel who are allowed into the new facility as well as into the existing one during the move.

9. Notify Customers

Keep business running smoothly by notifying customers of any interruptions in service, how long the breaks will last and when to expect the continuation of service. Customers should be kept updated, whether the interruptions are for a few hours or over a series of days.

10. Work with a Professional Office Mover

The union movers at Chicago Office Movers can help you plan, prepare, and move your office to minimize all interruptions on moving day.

Before a planned relocation, enlist the services of Chicagoland’s most reliable office movers, Chicago Office Movers. We take pride in providing our award-winning office moving services and helping corporations shift to new locales.

Chicago Office Movers will protect your office furniture and property using advanced equipment. Our climate-controlled trucks keep your business assets in a temperate environment, whether on a blistering Chicago afternoon or a subfreezing Chicago morning. Customers can track their belongings every step of the way with the aid of our tracking equipment.

Full-Service Moving Company

Whether your company is moving locally, long distance, or internationally, Chicago Office Movers is prepared with convenient corporate relocation services that take the hassle out of moving. We employ licensed and trained movers who undergo a thorough background check. Business customers also find peace of mind in our available insurance contracts.

No matter if your office is moving antiques, artwork, science lab equipment, IT systems or electronics, Chicago Office Movers has the professional expertise to move your company’s assets safely and efficiently. The professional commercial movers at Chicago Office Movers offer a free estimate for all relocation services.