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.

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.

Contact Us

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).

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.