Some companies move an office to lower operating costs or increase revenue, while others look for new clients, markets, or staff. Moreover, companies focus on reducing employee turnover by improving work-life balance within their team but also on increased efficiency as a result.
However, the process of office relocation is a challenge in itself. Avoiding reduced productivity during the transition to new office space should be a concern of every good manager. After all, moving an office includes much more than the simple relocation of furniture.
What does it take to move an office?
We are continually witnessing that business growth often leads to an office or headquarters relocation. One of the ways to handle rapid business expansion is to analyze thoroughly. Even though companies differ in size, they all follow a similar routine during relocation.
Essentially, it is just another project, although one that involves the whole organization. A successful office move is based on the hope-for-the-best-plan-for-the-worst rule and relies on proper
- Moving strategy
- Budgeting
- Communication
Moving strategy
First of all, you and your team need to make a comprehensive moving checklist, timetable and set up a budget. Moving strategy involves a lot of planning, so make sure you start well in advance. To move an office smoothly and avoid reduced productivity, you need to ensure that you put everything in order before moving day comes. Compiling a detailed inventory, communicating clearly, contacting utility and service providers, scheduling tasks and coordinating teams require significant additional effort. However, it is feasible.
You must prepare your new office before the moving day comes. If there is anything you need to fix or modify, you should do it before the first boxes arrive. Consider relocating departments one at a time from least to most significant for the business. Once your new office is fully functional, move the key department swiftly. The best time to conduct office relocation is over the weekend or after working hours.
Experts rely on experts
Only those who comprehend the complexity of moving an office understand the need to delegate a part of the relocation to experienced professionals. No matter how big or small your business is, consider relieving your employees of tasks such as packing, labeling, and unpacking. It will make the stressful time of office relocation pass smoothly, without serious disruption of work.
There is at least one moving company in your vicinity that has expertise in commercial relocations. Don’t hesitate to ask for assistance. After all, every company with its best interest in mind hires people who know what they’re doing.
Moreover, consider renting a storage unit for the items you’re not ready to dispose of yet. The good news is that many moving companies offer short- and long-term storage services, as well. Additionally, while an archive is a necessity, you don’t need to clog your new working space with documents you rarely use. A nearby storage facility that is available to you 24/7 is the answer.
Setting up a moving budget
Poor budgeting, in general, is one of the bad habits that can ruin a business, so make sure to plan your relocation budget in detail. It should start with the selection of the most suitable moving company. Asking for several moving quotes is not sufficient. Hence, ask the movers to send their estimator to your current office if they do not offer it themselves. That is the only way to get the most detailed moving estimate.
To save on the moving costs, consider what is worth moving to the new office space. If it makes financial sense, buy new, modern, ergonomic furniture, higher quality electronic equipment, and newer software. It will improve your team’s job satisfaction, efficiency and, thus, productivity. Moreover, you can sell some of the old office furniture over time or donate it for the tax return.
Communication strategy
Setting attainable goals before your team is only one of the secrets that drive entrepreneurial success and the same applies to the project of office relocation. The only way this goal can be achieved is through clear and timely communication with employees, business partners, and clients. A vast number of smartphone apps for business communication helps you to get in touch and share files with employees if they need to work from home for a while.
Most importantly, employees should know the details about office relocation well in advance. Not only because they might be tasked with additional duties but because it’ll affect their regular work routine and everyday lives. Also, designating additional tasks to workers without proper reimbursement inevitably leads to reduced productivity.
A business doesn’t solely rely upon employees. The public should know about the office relocation, as well. Suppliers, customers, clients, business partners, and other stakeholders must know where and when to find you. In the era of e-communication, that shouldn’t pose an issue.
Make sure there is a banner on your home page, that you post on your social media accounts about the imminent move, and send newsletters and/or emails to all parties. Finally, put a good old sign on the entrance to your office with your future address and contact details.
Employees: motivation for relocation
The most important aspect of office relocation are employees affected by the move. Moving within a city is disturbing workers significantly less than a cross country move. However, company management should take every detail into account.
What usually worries employees are commute options and time they need to get to and from work. Moreover, lower productivity is often a result of poor motivation. There are many ways to stimulate and reward your team. A one-time raise, an extra day off, team building or gift cards, it is up to you.
Companies should have ready solutions before the problems even arrive in the form of disgruntled and disappointed employees. Once again, we stress the importance of timely communication. Well informed workers who are motivated and encouraged to voice their concerns are the core of every successful business. Not only during an office move.
Stella Myles is a team leader at an international corporation and a guest blogger on mod-movers.com with topics regarding corporate culture. She thrives in a multinational environment she works in and enjoys sharing her experience with others.