An office relocation can be complex and overwhelming, but with proper planning, it can go smoothly. Here are actionable tips to help you ensure your move is organized, timely, and stress-free.
Develop a Timeline
Ideally, you’ll develop a timeline at least six months before your move. While every move is different, here are guidelines for a timeline that begins once you’ve signed your rental agreement.
Six to Nine Months Before
- Tell employees about the office relocation.
- Assemble a relocation task force and choose a coordinator. The coordinator should be someone who can make good decisions, remain calm, and stay organized. They also should be someone both management and employees respect.
- Decide what furnishings and equipment to move to the new location. Then, give away, sell, or repurpose the rest.
- Assemble a team to design the new office.
- Review the infrastructure and cabling in the new office.
- Review the lease on your current space and develop a decommissioning plan.
Four to Six Months Before
- Get quotes from three professional movers and select the one you want to work with.
- Inform suppliers and customers.
- Begin compiling a detailed space plan.
Two to Three Months Before
- Begin packing items and files you won’t need.
- Continue to communicate with stakeholders.
- Develop a plan for moving specialized equipment and backing up IT.
- Schedule disconnection and reconnection of internet, phone, and other utilities.
Three to Four Weeks Before
- Confirm the new office layout.
- Finalize plans with the move team.
- Begin data backup.
- Review the building rules at the new location and get any access cards you need.
One Week Before
- Ask staff to pack their own desks.
- Update your address.
- Review the moving day schedule.
Establish a Budget
An office moving budget is critical to managing costs. The budget would typically include the costs of
- Hiring movers to transport your equipment and furnishings
- Additional staff hours
- Lease termination and any costs associated with repairing or cleaning your old space.
- Office renovations at the new site and any other costs associated with setting up the new office.
- Marketing and public relations costs of announcing the new location.
- Employee relocation packages if you’re moving out of commuting distance.
Hiring Professional Movers
Your choice of professional movers is critical to the success of your office relocation. Consider the following when choosing your mover.
- Movers offer different services, so begin by determining the services you need.
- Obtain quotes from at least three experienced movers performing the services you identified.
- Gather references from each prospective mover and call each reference.
- Choose the mover who represents the best value, which may not necessarily be the lowest priced.
Engaging Employees
Engaging employees is crucial to ensuring a smooth transition and minimizing disruptions in your transition process. Employee engagement also ensures that customer satisfaction and good productivity continue.
To keep employees engaged,
- Tell them about the move as soon as possible, stressing the positive benefits for them.
- Continue to communicate throughout the process.
- Involve employees in decision-making; for example, ask for feedback on the design of the new office.
- Survey employees to discover their concerns and address them. Celebrate each transition milestone with employees.
- Employees will become discouraged if the first day in the new office doesn’t go well. Ensure all furnishings are delivered on time and that the technology works.
Managing Logistics
Moving is a major logistics challenge that you can master by following some guidelines.
- Work with your moving company to manage the logistics of the move.
- Create an inventory list.
- Develop a plan to track, store, maintain, and redeploy assets.
- Leverage automation and software whenever possible.
Setting Up the New Space
A new office space provides an opportunity to improve collaboration, productivity, and sustainability through design. Keep in mind the following:
- Gather input from employees. They know their needs.
- Create spaces conducive to collaboration and also create spaces for quiet, solo work.
- Remember to include space for recreation and break times.
- Prioritize comfort and ergonomics. While adjustable, supportive furniture may cost a bit more, you’ll gain through greater productivity and lower workers’ comp and health costs.
- Invest in flexible, movable furniture so you can quickly adapt your layout.
- Use natural lighting whenever possible. It reduces headaches, drowsiness, and eyestrain, improves workers’ moods, and saves energy.
- Include plants. They absorb background noise, improve air quality, and reduce psychological stress.
- Consider your color scheme carefully. Blues and greens bring serenity, while red can motivate people to act.
- Allow employees to personalize their workspace.
Communicating Effectively
An office relocation requires consistent communication with employees, customers, and suppliers.
Employees
- Notify employees as early as possible and address any concerns they may have.
- Use a variety of channels, including Intranet, general meetings, newsletters, and one-to-one.
- Be transparent and address the move and its implications, such as a company reorganization.
- Be enthusiastic.
- Identify leaders among the employees and ensure their support early.
- Continue to communicate clearly and directly throughout the process.
- Celebrate milestones and celebrate with a big party once the move is complete.
Customers
- Communicate the positives about the move from the customer’s perspective. Examples are proximity to them, a more extensive showroom for them to view the merchandise, or better parking.
- Communicate using a variety of channels. For example, if you’re renovating an office, you could use social media updates to show progress and build excitement.
- Provide a way to receive and respond to customer feedback.
- Celebrate the move with an open house afterward.
Suppliers
- Be clear and proactive.
- Communicate the advantages from the supplier’s point of view, such as proximity or the ability to manufacture more goods, which would need more supplies.
- Remember to tell suppliers how much you value them.
Key Takeaway
An office relocation is a significant undertaking. However, through careful organization, you can ensure a smooth move.