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Posts Tagged ‘office moving tips’

Announcement of business relocation

How to Announce the Relocation of Your Business

How to Announce the Relocation of Your Business

Announcement of business relocation

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.

Use different platforms of social media to announce your move

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).

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Office Space for Renting

Tips for Renting Your First Office Space

Office Space for Renting

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.

Modern white office space

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

Chicago-Office-Movers-Logo-Larger-3-14-17A 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.

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modern office interior design

How to Choose the Right Office Space for Your Company

modern office interior design

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

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

1. Choose a location near the client base

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

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

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

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

2. Choose an accessible space

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

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

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

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

Collaborative office space

3. Choose a comfortable office space

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

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

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

4. Choose an ideally sized space

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

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

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

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

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

Work with an Office Mover

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

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

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

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

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

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

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Moving-Boxes-in-Office

How to Prepare Your Business for Office Relocation

Moving-Boxes-in-Office-Chicago-IL

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

Man-Writing-on-Clipboard-in-Storage-Warehouse

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

Commercial-Planning-Phase-Three

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.

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