How to Prepare Your Staff For An Office Move

Moving to a new office is exciting and challenging for both business owners and employees alike. The idea of a fresh start, a better workspace, or even a more convenient location in town can be exciting for some while bringing anxiety, confusion, and logistical nightmares for others. As a manager, preparing your employees for the move is key so that productivity is not ruined.

1. Start Talking About the Changes

Clear communication is critical in managing change. Once the decision has been made from above, the earlier you start the conversation about the move, the more time your employees will have to prepare for the change. Be upfront about the why, what the expected timeline looks like, and what the benefits the new office will have for your team.

HR Checklist:

• Send out an official announcement as soon as the move is confirmed, be sure to include the steps explaining dates and locations.
• Give regular updates on the status of the move to keep everyone in the know how.
• Address issues directly. Encourage questions, and be transparent about any challenges you are facing.
• Celebrate the move to bring spirits up.
• The more informed your team is, the more confident they will feel about the move. Keep them posted.

2. Involve Employees in the Planning

Involving employees in the planning makes them feel part of the transition and allows you to understand their preferences and needs. From decisions on the layout of the new office, color schemes, shared spaces layouts, or whatevr it is that matters to your employees, getting your team involved will help bring about excitement about the new office.

Ways to Involve Your Team:

• Ask for input on the design, furniture, and the work environment.
• Buy locally from companies that your employees love.
• Set up meetings to discuss ways to make the new space more functional and enjoyable. Make them optional.
• Organize a vote for snacks and decor that will make employees feel at home in the new office.

Involving your employees and getting feedback will help create a space that caters to their needs, and keep them happy.

3. Plan and Organize

An office move is a big job, and it isn’t really your actual job! Break the move into manageable phases so that tasks are tackled smartly. Make sure one person owns all the tasks and can delegate them. This will give employees a clearer idea of what they need to do and when they need to do it.

Suggested Phases:

1. Setting timelines for the move that make sense with company deadlines, assigning responsibilities, and preparing a list of items that need to be packed. Be sure to hire pro movers to do the packing as this should not become a burden on your employees.
2. Allow employees time to pack their desks and organize their personal things well ahead of the move date. Ask them to take home any valuables during the move.
3. The actual process of moving boxes, equipment, and furniture. Let your team work from home, or give them the day off.
4. Allow time for employees to settle into their new spaces, set up everything they like it, and personalize their desks.

4. Give Clear Instructions

Once the date for the move is set,give your employees a detailed, step-by-step guide on how they should prepare for the move. Make it clear their responsibilities as well as when they can work from home.

Give them:

• Packing lists for the new office.
• Instructions for labeling boxes
• Clear timelines for when employees what and when to start packing and when to leave their desks.

5. IT Swap

The most important thing about an office is being able to work without disruptions. Before having your employees return, you need to make sure that all the equipment is properly set up at the new location. Work closely with your IT department so that the transition goes smoothly. Give everything a test day so your productivity levels won’t drop.

Tips:

• Backup all data before the move
• Label all equipment and tape things together so you know what goes to what.
• Keep cords organized and tied together.

6. Get Your Employes Energy Levels Up

An office move can cause a lot of uncertainty. It’s key to focus on your employees and their needs. Help them to keep a positive attitude throughout the process. To keep employee morale high, offer incentives to help up engagement.

Ideas:

• Organize a moving party to mark the new beginning.
• Provide lunch during the packing days and on the move day or let employees work from home.
• Offer gift cards or a raffle to motivate employees to help be a part.
• Recognize contributions by publicly thanking employees for their help with the move.
• The more you emphasize the positive aspects of the move, the more excited your employees will feel about the change. Make sure to keep in mind that they didn’t choose to move and this may be a big inconvenience for them.

7. Provide Clear Information About The New Office

• It is important to send your employees the new office layout and locations of things like restrooms, kitchens, and conference rooms ahead of time.
• Parking and transportation options are available near the new office.
• Security needs for accessing the new office.
• Offer some employee perks like passes to nearby restaurants, gyms, or other fun spaces.

8. Prepare for Settling In Downtime

Transitioning into the new office smoothly takes time and your employees shouldn’t be punished for any downtime this causes. Employees need time to adjust to their new spot, set up their desks, and get familiar with the new office environment, take this into account.

Tips for a Smooth Move:

• Allow flexibility with work hours during the first week post move.
• Make a welcoming environment with new office supplies and company-branded items for the first days.
• Host an orientation day to give employees a guided tour of the new space and highlight the benefits to the new space.

9. Prep for Disruptions

Even with the best planning, office moves can still cause disruptions to wrokflow. Ddelays, confusion, and technical issues happen, so preparing employees for potential issues can help reduce frustration. Be realistic about what to expect and keep open lines of communication By managing expectations, you can help your team stay calm and adapt to unforeseen issues.

10. Celebrate the New Office

Once everything is set up and everyone has settled into their new workspaces, hold a “office warming” party. This is a great way to say thanks for all the hard work employees put into the move and mark the beginning of this new office.

Celebrating the move will help create excitement and foster a sense of team spirit as employees begin their new journey in the new office.

• Host a team lunch or happy hour to celebrate the move.
• Host an open house event for clients to show the new space.