An office relocation can be at once a fantastic, if necessary, opportunity for growth and change in your business, while also likely being the biggest chore you will have to deal with this year. There are plenty of logistics involved, priorities to manage, and you do not want the process to linger on and drastically reduce productivity (which you want to increase) or even halt operations altogether.
You want the process to run smoothly, and we’re here to help. While you know your business’ needs best, consider the strategies and tips listed below to keep your relocation painless:
Have a Clear Plan from the Start
Relocating your office is not one of those events you should manage as it comes along. While you can be somewhat flexible, you should know the basic timeline, and have it planned months in advance. If you’re relocating with little notice, you can still spend a day mapping out a plan, organizing movers, and scheduling related meetings and calls. A mismanaged move can be one of the worst things to happen to your business. If you prepare for every contingency, it will nearly take care of itself when moving day rolls around and save you time in the long run.
Consider it a Chance to Clean Out
How many outdated files and papers are currently stored in your office? How many can be either refiled, thrown away, or digitized? Is it time to get some new office furniture? Your relocation is your best chance to change your employee’s environment and reduce clutter, which is known to negatively affect productivity.
Additionally, every box you get rid of before you move is a box you won’t need to worry about later. Ask your employees what they need and what improvements could be made to their space and incorporate that feedback into new setups and designs. Doing so now won’t cause any additional disruption, and it can inject new energy into your company.
Keep the Team Focused and Try to Minimize Distractions
Unless you have dedicated team members to the move, you should try to not give them too many moving-related tasks. You need to make sure they are doing to work that’s important and bring in the best people for the job when it comes to moving. Professionals will be worth the investment nearly every time, and your guidance and their expertise will ensure a successful relocation.
Additionally, do what you can to make sure that moving activities happen on slower days or at times when no one else will be at the office. It can be an inconvenience, but would you be able to work as well if movers were measuring and moving furniture nearby? Minimize other disruption whenever possible, your team likely already has enough on its plate.
Keep Everyone Well Informed Ahead of Time
A sudden move announcement can be perceived as a sign of instability within a business, and you don’t want your employees brushing off their resumes when everything is going perfectly smoothly.
To counteract this, send out information and a timeline as soon as you know what, for certain, will be going on. Additionally, in most cases, inform your team why the relocation is happening. Good or bad, the truth will likely be more palatable than rumors and speculation that appear in a void of information.
Make Sure Employees Will Have Everything They Need
Reorientation is part of the process, but in most cases, people will acclimate easily unless there is a severe design flaw. Still, don’t expect people to be working at 100 percent on the first day, and take feedback into account. The best plans you have just might not work for your office culture at this time, and you can adjust for that.
The other side of this is to check in with the structure and utilities before the move. If you don’t have internet set up on the first day, you’re probably better off giving everyone the day off.
Plan to Be a Little Flexible
Problems will pop up, delays will occur, and a minor emergency or two is assured. Unfortunately, relocations often include many elements outside of your control, but you can control how your business plans for the unexpected. As such, we recommend that you plan out some time in the moving schedule to deal with such problems. If all goes well, you’ll be ahead of schedule, and that’s not such a bad problem to have.
Unless unavoidable or you’re working in a small office, it wouldn’t be the best idea to have the move occur in one day. Similarly, leave some leeway between steps. Movers have shown up late for other businesses, and they might for your business. Make sure you don’t overschedule and exhaust yourself as well, you want to have the mental clarity to make the best decisions when questions arise.
Also Read : 5 Tips to Finding the Best Office Space
Based on the nature and size of your business, some of the above points will take precedence over others, and there might be a few special considerations you will have to deal with as well (especially if your office has specialized equipment). No matter your business’ situation, we’re confident that you can manage the move and get everything back up and running in record time.
Are you planning to move your office soon? Have you done so recently? How did your relocation go, and are there any other tips you would suggest? We would love to hear your thoughts, so please leave a comment below and join the conversation.
Bio: Kevin Conner is the founder and CEO of Vast Bridges, a customer acquisition and lead generation company in the home services arena. His strengths lie in creating a strategic vision and leading a team to successfully execute that vision. Most recently he and a small team have launched broadbandsearch.net, the U.S.’s leading home services (broadband and TV) search engine.