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.

Recycling, donating, or selling old office equipment are ideal ways to dispose of the outdated or underutilized goods.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

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

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

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

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

What types of office equipment can be recycled?

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

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

1. Drop off equipment at recycling centers

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

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

2. Utilize recycling programs

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

3. Donate the equipment

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

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

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

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

4. Repurpose office equipment

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

5. Sell to employees

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

6. Reach out to used furniture companies

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

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

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

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

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

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

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

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

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

What are the benefits of a fun office?

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

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

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

1. Celebrate Birthdays and Milestones

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

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

2. Organize Office Sports Teams

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

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

3. Implement a Vision Board

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

4. Share Jokes

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

5. Praise Employees Publicly

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

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

6. Introduce an Office Mascot

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

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

7. Create Multiple Workspaces

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

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

8. Utilize Natural Lighting

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

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

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

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

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

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

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

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.