An office relocation is a big change. Sometimes, it’s an exciting event that indicates your business is flourishing and needs an upgraded workspace. It could also mean reprioritization and downsizing. If this is your company’s first move or if most of your employees have never experienced a commercial move before, it can be a bit overwhelming. Fortunately, there are a few steps you can take to make sure your staff has a smooth transition into their new office.
Remember to keep these tips in mind when preparing your company for the next chapter, courtesy of King’s Transfer Moving and Storage.
Communication is Key
Keeping your employees in the loop is the best way to prepare them for the upcoming move. Give them plenty of notice so that your staff can plan accordingly. A last-minute moving date will only cause unneeded stress and unnecessary rushing on their part.
A new office location could mean a more extended work commute for some members of staff, and some may even want to consider moving closer to the new space. Give concrete dates for every step of the move, and make yourself or someone such as an HR manager available for your employees should they have any questions. Some of your staff may be confused about why relocating is necessary. Be sure to explain why the company is moving, how it will affect clients, how it will impact jobs, and any other concerns that you feel may need to be addressed.
Be Prepared for Day One
Prepare employees for their move by sharing with them the new proposed floor plan. This will give your staff an idea about the size of the new location and where their desk will be situated. A clear vision of where they will be working can help set their minds at ease about moving. Showing them pictures or blueprints may help give them a better visual. Take this opportunity to ask for your staff’s opinion about the new design of the office and encourage them to give their input. A few tips on drafting the new seating arrangements:
- Don’t put people just anywhere. Consult with your managers, supervisors, or team leads about who works well together and who should sit furthest away from their coworkers.
- Think about functionality. Put your sales team and customer service behind walls or on their own floor. These employees are paid to talk, and their duties might interfere with other departments. Don’t give your IT department too far to travel to the server room.
Don’t Forget About Your Customers
Keep them in the loop about the move through email or social media. If part of your business is open to the public, be sure to post plenty of signage on your windows and doors about the imminent relocation, including the new address, contact information, and date of your move. If you think your ability to serve your customers will be in any way impacted, make provisions to help avoid that, such as:
- Set up a temporary desk at the new location to make it easier to answer phones during moving day. If someone is available at all times, they can better inform customers of the temporary transition, or continue to redirect client calls to the right salesperson.
- Give all essential personnel remote VPN access. During the day of the move, it might be easier to ask employees to work from home. This allows your office movers to do their jobs more effectively and gives your employees a chance to get some real work done.
- Move outside of office hours. This is often the most logical choice for busy office buildings. The easiest way to completely avoid any disruption of services is to move your office furniture, supplies, and other essentials after work hours or on the weekend. All your employees have to do the next morning is show up at the new location.
Your old office space will need to be fully emptied out, which is no small feat! You can make it easier by clearing out any clutter, leaving only the items that will have a place in the new office. As the big date approaches, make sure that your staff is getting all of their files, desk equipment, and other important personal items packed away and ready to move. Provide them with boxes to make this process easier. A feeling of preparedness will make your employees much more confident about settling into a new workspace.
The more time you give yourself to prepare for your relocation, the more organized you can be. If you think that asking all departments to purge unnecessary items at the same time might be too hectic, allow each department to take turns. This prevents operations from slowing down and allows each floor or section to have full use of shredders, and recycling and garbage bins.
If you find yourself with too much extra equipment, consider looking into office storage or liquidation. Since many commercial leases require the old floor to be completely vacated, seeking out these options can make your move easier.
When it’s time to finalize plans for the big move, don’t panic! Keep in touch with your new and old building managers so that they can provide you with all the necessary moving equipment. Have your moving company’s contact information ready so that they can assist you with any problems that may arise.
An office move can be an easy, seamless process as long as you’re prepared. King’s Transfer is one of the best moving companies in Montreal and Toronto, with friendly staff and flexible scheduling for every type of relocation. For more information about how we can help with your move, contact King’s Transfer Moving and Storage today!