HR Guide to Moving Office

An office relocation is a key area in which businesses can re-energise their staff and position themselves Moving company amsterdam better for the future. But for this to happen it is important that companies don’t score “own goals” by neglecting the needs and feelings of their staff.

This Guide looks at the positive impact that HR can play to achieve a smooth and happy office move. It looks at 7 key areas which HR needs to address and offers practical solutions to delivering the successful office move that the business expects.

Planning & Preparation

An office move is a major project and needs to be planned properly. There are so many things to consider when you move office – which is why, for many, moving office is ranked as one of life’s most stressful events! But it doesn’t have to be this way – because (like any process) it can be broken down into a series of simple tasks and checks.

The intelligent use of your project planning documents, spreadsheets and office relocation checklists will not only help you plan your relocation, but also act as your road map to carry out the many tasks involved with the project. They should include all of the tasks that need to be completed (and the steps leading up to them), the individuals, teams & companies responsible

Planning and preparation really are central to a successful office move – so remember the age old truism that “if you fail to prepare, you may well be preparing to fail.”

Change Management

Moving office should be an exciting time for all. It’s an opportunity to affect positive change management, improvement in business performance, increased morale & momentum. But for some people change can be unsettling and this can certainly be the case with a relocation where some staff might feel resistant to change. With this in mind, a move will require businesses to fully utilize their change management skills. The key here is to anticipate the likely issues before they are raised as well as encourage open dialogue well in advance of moving. Providing staff with a clear message of the reasons behind the move (and the benefits it will bring) will help get your employees on board with what you are wanting to achieve.

Remember that, at the same time as this whole process is going on, your company has to continue to run its business and focus on its existing workload and commitments. You will want to ensure that distractions are kept to a minimum and that any “negative vibes” surrounding your move are dealt with before they get out of hand.

Communication – often and openly

Communication is vital – and your staff will appreciate being updated early on the rationale behind moving and then regularly updated as the moving office process plays out.

Whilst many of your staff will be excited by the prospect of a new office, there may be some people who have concerns that need addressing. They may be over job security, fear of redundancy or seemingly trivial issues like parking space allocations, the location of their workspace in the new office space (who sits where and who get desks by the window can become a contentious issue!) or how big the kitchen facilities in the new office space will be.

It is well worth your Senior Management Team getting together in advance of any staff briefing to consider any potential issues with the office move and plan how you plan to address them with a unified voice.

So – communication is the key. There will be some people, both internal and external, who will need to be consulted for their input to the planning process; there will be others who need to be informed; and everyone needs to be regularly updated to keep their interest and motivation levels high. If you keep the lines of communication open to all interested parties, internal and external, your office move will have a much greater chance of success.

Identify & Promote the Positives

A key part of the office relocation planning process is to think about the benefits that the office move will have for your staff. Perhaps your new office will have better facilities. It may be that your new office space is going to allow you to upgrade your systems which will improve your work processes. Or it may just be that your new office is nearer to clients, restaurants, bars, sandwich shops, shopping, offers better parking, is nearer to train stations and/or bus stops. Whatever the advantages of your new office space it is important that these are identified and communicated.

Involve your Staff

Staff involvement when moving office is an important part of achieving a successful relocation. It’s a fact of life that people that feel involved and engaged in a process will buy in to it more than when they feel neglected or discluded. Consider having a representative from each department on an internal “office relocation team” and hold regular meetings where you can involve them in each stage of the office move. A key operational benefit of doing this is that they can then not only act as “champions” for their department but also identify any issues pertaining to their area of expertise prior to the office move – and then provide valuable input into the solutions.

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