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

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

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 Plus, outdated facilities will prompt any growth-oriented business to shift gears and relocate to a contemporary office that boosts employee productivity.

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 The last thing a business wants is for an outdated website to send customers to an empty storefront.

1. Update Business Address

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

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

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

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

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

2. Update Social Media

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

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

3. Update Marketing Materials

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

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

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

4. Update Advertising Campaigns

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

5. Update Credit Card Company and Bank

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

6. Update Vendors, Clients and Customers

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

7. Update Industry Associations

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

Work with a Trusted Commercial Mover

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

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

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

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

Get a Free Estimate

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

An upcoming office move is an important event for any business. Moving to a bigger building can indicate the company’s growth and success. But the practical logistics of an office move may be less than enjoyable. Here are four tactics to make an office relocation a fun experience.

Staff are comfortably settled in their current workspace; getting accustomed to a new one is undesirable. Plus, personnel will be forced to take a new route to the new office. Employees may need to move. Shifting offices is a big change that may not be exciting—at first.

1. Motivate Employees

Before packing a single office item, it is important to motivate the employees about the upcoming corporate relocation. The first step is to inform staff early on about the office move. Get employees thrilled about the office relocation in any number of fun ways.

It is encouraged to boast about the new office space. Let the employees know about a scenic view, if one is available in the new building. When office equipment will receive an upgrade in the new space, the team members will be eager to try it out.

If it is in the company budget, offer the employees an allowance to buy furniture for their individual offices. The employees will have a say in how their offices will look and function, which gives them reason to feel excited about shifting workspaces.

Offer guided tours of the new office space. If the relocation is local, some employees will be happy to know the new workplace is closer to home or their kids’ schools. A virtual office tour is equally effective when relocating out of state.

Boost morale by providing employees with information about the new neighborhood. Provide menus from local restaurants in the new work vicinity. The staff will be enthusiastic about ordering out from the new office and participating in team lunches and after-work gatherings.

2. Involve Staff

Team members who are involved in the office move are more likely to look forward to it. Hold a meeting to ask the employees what they would like to see in the new office space. An opportunity to provide input gives them a chance to simultaneously unwind and vent.

Welcome suggestions for leisure opportunities in the new office. Examples include a break room featuring a rock-climbing wall, table tennis and video games. Promote the fact that employees will no longer hunch over their desks all day in a hot, humid cubicle.

Staff feel valued when leaders listen to input, from the need for upgraded equipment to improved color schemes. When employees are given the chance to express their voice and feel their opinions matter, they are more likely to contribute to a successful commercial move.

3. Reward Team Members

Personnel who contribute the most to the upcoming office move deserve to be rewarded. Offer prizes and other incentives for team members who submit the best ideas for such things as new meeting room names, color schemes in the new office space or for staying later to help pack.

Incentives may be as simple as new coffee mugs for their new office desks. Or, reward top contributors with the opportunity to pick where they will sit in the new office. Similarly, incentives may include leaving the new office early on a given Friday afternoon.

While preparing for the move, provide office staff with abundant refreshments. Caffeine withdrawal is a downer, as is shelling out hard-earned money for a cup of coffee. Ensure the break room is stocked with fresh coffees, teas, and sodas to keep employees energized throughout the moving process.

4. Celebrate

Getting all the files and office knickknacks packed on time is a milestone in the moving process. Celebrate small wins like these by ordering pizza for the team and incentivizing everyone to dive back in and continue contributing to both the minor and major aspects of the relocation.

Once the relocation is complete, throw an office party to celebrate the success of the move. Take this opportunity to also showcase the new corporate office to clients, customers, and other business associates. Kick off this moment of triumph with a well-earned celebration.

Corporate leaders may also present their hardworking staff with welcome packets for the new office. These packets can include information about the new building, the neighborhood, and local amenities. Consider including personalized water bottles to express gratitude for employees’ contributions.

Remember that once team members have settled into the new office space, it is important to continue showing them that they are valued. Maintain an ample supply of fresh fruits and refreshments so that employees remain hydrated and nourished throughout the workdays.

Work with an Office Mover

Shifting to a new office space is a major milestone for a business. Reaching this point is rarely achieved without the remarkable efforts of team members. 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).