Office moves are exciting but trying times. Whether your business is moving or because it’s expanding, or whether it’s just time to find a new home for the business, these sorts of changes are usually welcome. But as exciting as they are, office relocation is a stressful event, even when you’ve got great and professional office movers to help you.
This fact is particularly true for management that needs to prepare employees to ensure a smooth moving day.
And the key to success is to take the time to plan this early, construct a sound moving itinerary, and put your plans into practice in order to succeed.
6 Steps for Preparing Your Employees for Office Relocation
You need a thorough, well-thought-out office relocation plan to effectively assist your employees through an office move. Experts advise the management of any company planning an office move to show as much excitement and optimism for this new change as they can.
To staff members, office relocation can seem like a lot of hassle with little benefit to employees, but if you promote and maintain a positive front, the management can succeed at creating excitement and ensure that each employee does their bit.
Step #1: Inform employees about office relocation early
In order to succeed at an office relocation, it’s important to keep employees updated about the move as you’re receiving and when you’re receiving information. That way, when the final office relocation instructions for employees are sent out, no staff member is left unaware.
Obviously, employees don’t need to know about every single detail surrounding the office move, but it’s important to communicate all the significant details all about them. Significant details include the date of the move, the new office address, and the part that you expect them to play.
Tell your employees the reason for the move and explain to them how the new office location would benefit the employees and the company at large. Employees need to know the information at a reasonable time so that anyone with extended commute times or difficult circumstances can approach management and discuss their situation.
You can also write an office relocation memo to employees. And that’s what’s involved in the next step.
Step #2: Write your office relocation announcement
By writing an office move memo to your employees, you ensure that everyone, regardless of their position, will get the notice of the imminent move.
Announcements must be brief, to the point, and can be edited for your specific needs. You can send them out via emails to all employees to inform them about where the office is moving. And during this stage, it’s also a good idea to split the work of preparing employees into groups. If your office has departments within the office, then department heads can be given the job of taking care of each department.
Step #3: Show the new office to employees
You need to show your employees the new office space. This way, you can gauge their reaction and respond to any concerns. Before demonstrating, think of questions to ask your staff when you’re doing an office relocation.
For instance, ask each area if they have absolute necessities for the job that they do. This can help you rearrange the space at the new office location and keep your staff from moving equipment and furniture ever again.
Step #4: Think of a new office layout
Office relocations require very thorough planning, and part of the process is the decision about where to place a bunch of office furniture and equipment in the new location. You can do this after asking your employees regarding their opinions, and along with partnership with ideas from management. You can reach a decision afterwards.
Most important of all, you need to review the floor plan of your new office location at this moment. This helps your hired professional office movers, because you’ll be able to give them direct instructions. In response, they can craft their work process accordingly.
Similarly, possessing a thought-out and planned new office layout saves you the hassle of having to move equipment or furniture in the near future, or the added expense of hiring another company to help you move them.
If you haven’t decided on decorations yet, this is the ideal time to do so. A well-decorated room produces happier environments and infinitely more interesting textures. They make your new office space an enjoyable place to be. Doing all of this, with functionality in mind, of course.
Step #5: Organize or prepare for the move
Talking about office relocation with your hired movers and going through the process of moving is the perfect time to declutter and assess the various electronic equipment, pieces of furniture, and other items that your company has accumulated through the years.
So make sure you find out and you know exactly what your staff uses through each working day.
- Find out non-essential items that nobody uses and aren’t relevant for company operations.
- Sell unused items, donate, or throw them away if they’re hazardous.
- Decide on what’s worth keeping and what’s not.
- Will you have more room or less room at this new location?
During this stage, management must encourage employees to get involved in the organization of their personal areas. That includes the desks they use, the equipment in their work area, etc.
Step #6: Send out post-relocation emails after the move
After your office move has been finalized and everything is set, it’s ideal to send out post-relocation emails. Emails must be sent to employees to tell them that your move was successful. Give them details about your new office. Include reminders about accesses, parking, and any other related necessary information.