Plan in Detail
Planning is vital. Clearly stating the purpose of the move and preparing a systematic action plan to achieve this goal is the basis for any relocation plan.
Preparing the plan for an office move is a job for a team with project management skills. A relocation plan should include the fine details of the move and include a contingency plan. Anticipating what could go wrong and having a backup plan could be the difference between minimum down time in the office and a major disruption to business and customers.
Involve staff and suppliers in the planning phase, as well as a relocation company to help determine which aspects of the move you can handle internally, and which you should outsource.
Manage Change
Planning and executing an office move also requires change management skills. If these are not available in house, then hiring external experts is a logical step.
It is human nature to greet change with resistance. To overcome this, anticipate the issues and encourage open communication well in advance of the relocation. Provide a clear and detailed picture of the move and the new office situation to help manage employee expectations and get staff on board with the planned changes.
Communicate Openly and Often
Make sure your communication methods are appropriate for your message. For example, staff will appreciate a senior manager delivering the initial message face to face more than a general email to all staff.
Whatever the method, it is important to consult with staff early and allow them to ask questions. Posting answers in an FAQ section on the intranet can be a highly effective tool, as can communicating follow up information through the intranet and in newsletters, to involve staff and update them on key milestones.
Open discussion about the effects and consequences of the move is important. Employee concerns may range from parking spaces and canteen facilities, to job security and redundancy packages. Consider potential issues associated with the office relocation, and plan how the company will address or solve these.
Promote the Positives
As part of the planning process, think about gains that staff make and communicate these to promote the positive side of an office move; maybe the relocation is an opportunity to upgrade facilities, improve work processes, enlarge social spaces, provide employee development opportunities or revamp the office design.
Involve Your Employees
Engaging employees is vital for the success of an office move. Selecting a representative from each department to act as a “champion” facilitates two-way communication and involves departments in each phase of the move. This also ensures that each department can flag any potential issues prior to relocating and provide input into a solution.
Design a Relocation Policy
Some staff may be unwilling to move to the new location, others will need assistance to make a decision, and some will be happy to relocate; for all scenarios, employees will need information, guidance and transparent and consistent procedures and policies.
Whilst you need to design a relocation policy that is detailed, you should also build in flexibility to cover the different personal circumstances of your employees.
Consider what the office move means for the staff and the level of assistance they will need to adjust to the new location: Do commuting times increase or is the move so far that staff will have to move house? Will the company cover extra travelling costs or provide a house-finding service?
The further the move, the more you will need to offer, and if it is likely that families will relocate, then also involve them in the process as much as possible.
Ask for Feedback
Ask employees for input into the evaluation process at each major step of the relocation. Feedback at each stage allows you to adapt the plan for the next stage if necessary, and reinforces the theme of open communication. The final evaluation post relocation should assess the extent to which the move has reached the original goal and how the relocation has benefited the organisation.
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Amanda van Mulligen
