If your business is expanding, changes to your physical office are likely in the works.
You’re in good company.
According to Statistics Canada, commercial spending rose 2.6% to $7.4 billion in the third quarter of 2017, led by higher investments in office building construction.
While commercial moves are on the rise, few businesses have a documented relocation strategy.
Many new clients tell us their previous moving experience was marked by miscommunication, which often resulted in misdirected boxes, lost items and undue stress.
So how can your office avoid these pitfalls?
Your relocation project needs strategic direction.
To help relieve stress and ensure a smooth transition for both employees and the business, here’s an outline of what an effective office relocation strategy should include:
Answers to Key Questions
Relocating your business without a documented strategy is like driving somewhere you’ve never been, without directions. It wastes time, energy and money. Any question involving numbers, including: how many employees are moving, how many moving boxes are needed, key dates, deadlines, and inventory counts are prime examples of what will affect your upcoming move and must be answered in advance.
Personal and Business Benefits
A strategy is only as good as it is executable. But people are less concerned about the how’s if they don’t believe in the why’s. Converts will help your strategy succeed. Once the majority is on board with the idea of moving, it will be a lot easier to motivate them to follow a plan of action. We believe the best way to get and keep people on board is to involve them in the process from the beginning. Start by explaining the personal and corporate benefits of a new office space. Tie the relocation into personal and company-wide goals that resonate with your employees. This will put them in good spirits about moving and ready to execute your strategy.
Support For Employees
Determine what involvement your employees will have in preparing the office for moving day, and what information they’ll need to be successful. Then decide how to best communicate with them during your office relocation. To reduce the stress associated with moving offices, have managers assess their employees’ individual needs and be as proactive in responding to them as possible. Employees who have families, for example, will have a different set of concerns than young singles or near retirees. All concerns are equal and deserve your time and attention. Offer opportunities for staff to ask questions and get more information. Bring in your office movers to answer any practical questions about relocating. Depending on the scope of your move, you many also want to provide staff relocation packages.
When planning a timeline for your move, consider your operational needs. Plan to move during your least busy time of year. If that’s not possible, you can still reduce disruption to your daily workflow by systematizing your packing process and properly preparing for an office move. Once your relocation is confirmed, it’s never to early to start planning.
Break a complex project into small, manageable parts. This is necessary for multiphase moving, where you’ll need a comprehensive plan to cover the entire project life cycle. But smaller projects can also benefit from having such an office plan. Specify who and what will move at each stage in accordance with your overall business objectives, construction schedules etc.
A Communications Plan
Engage everyone from staff and partners to clients and the general public so they feel personally invested in your relocation. Developing a communications plan in advance will allow management to prepare professional, thorough communications that ensure everyone understands their roles, responsibilities and accountabilities in a timely manner without overwhelming them. We recommend you communicate an office move with a variety of tools to keep people engaged.
A Design Plan
Conduct several walk-throughs to assess the new office with space planners and designers. Review your current assets, from technology to furniture. Then, decide what will move from your current office, what must be purchased, and where it’s all going to go in the new location. The floor plan and layout are a key component of an effective office moving strategy.
Checklists help you prepare and execute your move flawlessly. We can’t emphasize enough, the importance of this simple, but powerful tool as part of a successful office relocation strategy.
Consult with all departments to evaluate and record their needs. Then form a moving task force with human resources, marketing, IT, and finance. Represent your entire organization to work as one cohesive group.
Determine how you’ll measure the success of your move. Methods for evaluating business performance, communication, costs, and employee satisfaction should all factor into your assessment.
Documented processes and results are the keys to successful relocation that can save your company money now and in the future.
Professional move managers will work with your team to develop the most effective office relocation strategy to meet your business goals. So contact the team at Office Move Pro to get started today.