How to organize an office move
In this article, we offer valuable tips for managing a successful office move, focusing on involving staff in the process to achieve an optimal result.
A company transfer must always be linked to correct change management to ensure that the staff adapts to the new situation, and consequently the business activity is not altered. Below we offer some tips for office and company removals based on the classic theories of change management, adding a few brushstrokes of our knowledge derived from the experience of more than 30 years making removals throughout the national territory.
If you are responsible for the relocation of your office, whether in a large organization with constant change or in a small company that is moving for the first time, you will be interested in reading this article, you will find valuable tips to carry out a correct management of said relocation.
Months before the transfer
Once they have found the new facilities, we recommend making an initial plan of how to locate the different workstations. To make this plan, take references as exact as possible and if you have a team of architects, let yourself be advised by their experience.
For this task, consider which departments need to communicate more regularly and which may need to be located in a distinct or separate area.
In any case, what we consider most important in this phase is to leave some loose ends to be able to comment and decide together with all the colleagues. Where would it be most practical to locate the print area? How do we decorate the office? Do we include lockers near the entrance so that everyone can store their personal belongings? Everything will depend on the budget available, but the key is to make some decisions together.
Involving the team in part of the design of the new facilities will serve to improve the perception of the offices, thus reducing resistance to changing the workplace.
Days before moving your company
Promote staff rapport, make the move a time for employees to collaborate with each other and get to know each other better, bonding and creating a spirit of collaboration and dynamism.
Since the process will take a long time from the time the relocation decision is made to its implementation, we recommend keeping the team informed of developments and changes in the project, especially regarding relocation dates. This way, the different departments will be able to reorganize their tasks to ensure that the day of the move does not catch them off guard and in the middle of an important project. If the date of the transfer changes, the rest of the teams must know so that they can modify their plans well in advance.
It does not hurt to summon the whole team to give a motivational talk or in case this is not possible, send an internal communication. If things are getting better, thank your teammates for their efforts to get this far and if it is a restructuring, remind them that they have been bigger and that working as a team they will be again.
Organizing a previous visit to the new facilities will allow co-workers to begin to get to know the new location where they will work for the following years. Before the visit it will be important to show different ways to get to the new location, either by public transport or your own vehicle, as well as the services that exist in the vicinity (bars, cafes, shops, supermarkets, gyms, etc.), facilitating the organization of personal life in the first days of work.
Prior to the move, it will be essential to establish a person responsible for the move to ensure that in the event of an incident anyone knows who to turn to. This will allow for a more effective response to small problems that may arise along the way.
Moving Day
During the move, it will be essential to have a person assigned to deal with incidents. This person will solve them if necessary and if not, they will contact the corresponding department in order to correct the problem in the shortest possible time. Channeling information in an organized manner is very important in order to be able to take the appropriate measures effectively. If everyone tries to solve the problem on their own, we will probably end up creating a bigger one.
If you are looking for an efficient move,hire a serious moving company that can vouch for its experience in carrying out similar moves. Keep in mind that if you do not carry out a well-planned move, you will most likely suffer delays in the return to operation, in addition to the fact that some of the staff may be involved in solving eventualities that will not allow them to dedicate themselves to their main work. Many times by selecting the cheapest quote we hire a service that is not very specialized, leaving us exposed to all kinds of surprises: breakage of furniture, loss of documentation or equipment, even the breakdown of computer systems that would mean a very high cost.
Once installed in the new offices, there is no better way to welcome employees than with a welcome pack. A small detail for each worker will help to start with positivity and improve the atmosphere in the office. If you have a tight budget, a simple letter written with dedication can motivate all employees to start in the new offices with energy and improved habits. It is time for change, it is time to move forward.
After the transfer
It is important to bear in mind that the first days in the new office we will receive complaints regarding the arrangement of furniture or equipment, some of them with more justification than others. Sometimes, it can be the reflection of the sun on the computer screen (something annoying, but very difficult to foresee) and other times complaints without further foundation. In any case, we recommend having a plan B to be able to make internal movements that were not initially planned in the shortest possible time. For this reason, at Mudanzas Control, we offer you the support team service for the first day after the move. This equipment will help to collect any leftover packing materials, as well as to make any small modifications that may be necessary.
Also, after a few months, it may be convenient to carry out the relocation of common areas or workstations to improve efficiency and create simpler communication channels. This can only be verified once the equipment has been installed in the new offices for a considerable time.
To try to improve productivity by taking advantage of the change, it will be advisable to distribute a satisfaction survey among colleagues in order to assess the level of satisfaction with the new facilities and to be able to correct situations in which someone feels uncomfortable with the situation in the old facilities.
The key to organising a business relocation
Work and organize the change as a team, turn resistance into motivation and desire to work in the new headquarters, take advantage of this situation to promote team spirit, and you will achieve not only a satisfactory move, but also positive results generated from this experience.
We hope these tips will help you in managing the change to your new headquarters or office. If you need more personalized advice, do not hesitate to contact us. At Control, we not only carry out removals efficiently, but we also provide comprehensive advice on the relocation of companies.