How to Communicate Effectively with Employees About an Office Move

When the time comes to relocate your office to a new location, the logistics of the task can seem overwhelming at first. Among the most crucial elements of any successful move is communicating your plans and requirements with employees and keeping everyone on the same page. As a vital element of your business, they are personally invested in any changes that occur and the role they will be expected to play in ensuring it goes as smoothly as possible.

Another excellent way to reduce stress, maximise efficiency, and get the job done right is to engage the services of Adlam Transport and our Perth office relocation services. This article will examine the most effective way to plan your office relocation and how to communicate clearly and effectively with your employees. 

Speak to your employees

Each business owner or manager will have their own style and method of dealing with employees, but it is always good to be as transparent as possible. You are a team and can only operate as such once everybody understands the goal. 

Give the reasons for the move

Explain the reasoning behind the move to your employees as much as possible and discuss any timeline already in place. Depending on the new location and other factors, you may experience some staff losses due to a move, and it is only fair to inform them of dates and times set in stone. People are much more likely to accept the situation and do what they can to assist if they feel they are treated fairly and honestly.

• You may be unable to answer a flurry of specific questions or give details beyond the fact that the office will move. Still, as long as you follow up and keep people in the loop, they will always appreciate being informed rather than resorting to guesswork.

Outline what changes will mean for employees

If you are already aware of specific changes in routine and duties that will result from the move to a new location, highlight them now. Be prepared to discuss the more practical side-effects of any move, such as:

• Public transport services
• Parking
• Comfort facilities like changing rooms for those who make their way to work on foot or by bicycle
• Local amenities

Take suggestions

For logistical practicality and to ensure anxiety levels are minimised, involving your employees, even at the earliest stages of office relocation, is recommended. Gather them together and discuss the mission and its aim, take suggestions and note any concerns. Individual stresses and problems may not seem significant in the overall scheme of things, but they are meaningful to the people who mention them, and you ignore them at your peril.

• Alternatively, distribute a questionnaire or place an anonymous suggestion box and encourage open, honest comments. 

Designate a liaison specifically for relocation communications.

During a period when there will be a million other things to consider, it might be wise to appoint a staff/management liaison to regularly convey any thoughts and worries between employees and owners/managers. This is not done to distance the management from the process and leave the rest to deal with the problems, but rather as a way to consolidate information and ensure all voices are heard and represented. The designated liaison, if capable and trustworthy, can create a system of communication that works best for both parties and keeps the wheels of communication moving when trouble looms. 

Plan your office relocation using employee input

If you have no action plan, you have nothing to communicate with your employees, so it’s time to make one. Take as much time as you can, start with the broader concepts and keep identifying key elements and potential issues. If possible, bring in outside assistance and consultation, as it is impractical to think of everything alone.

• Read all the comments and suggestions you have received carefully and look for recurring themes and concerns to address. Disrupted routines and altered expectations will often be points of concern for many, so think about how to manage them and reduce anxiety. 

Provide regular updates

Nothing is more frustrating than being told major changes are afoot that will affect you personally and then being given no further information for weeks. To maintain good relations with your employees, it is always better to provide them with news face-to-face if possible. Inform them of any decisions regarding productivity and unavoidable periods of downtime when they will lose access to computers and other equipment.

• Always back up any information with an official email so employees have a record to refer to. 

Update the timeline and employee responsibilities

As soon as crucial times and dates become fixed and moving-related tasks are added, inform your employees even if it does not pertain to their role directly. As a series of ever-finer details emerge, you may wish to have a visual display in the office somewhere for people to check. Items to add include:

• When moving materials are expected 
• Items that employees need to pack themselves and what must be left behind
• Dealing with unwanted items
• Details of the removalists and a timeline of when they will arrive to take everything
• Seating plans for the new office, if you have them
• Information about new passes and security issues when accessing the new location
• The day when operations will officially resume

After the move

Some practical issues must be addressed immediately at the new location. Safety procedures and emergency protocols take priority, so spend ample time discussing them and involve outside professionals if necessary. Other things to communicate include:

• Location of and rules regarding employee facilities (kitchens, break rooms, lockers, toilets, etc.)
• Internal procedures (reserving meeting rooms, requesting IT assistance and equipment, etc.)
• Any positive features the new location offers (coffee shops, gyms, brighter working spaces, etc.)

Throw a party!

There’s no denying that the process of an office relocation can be stressful for all involved, and that’s why it’s always better to engage the services of professionals like those at Adlam Transport. When the dust settles, and you can all breathe a sigh of relief, what better way to show your appreciation and good faith than to throw a party or invite everyone to a fun, exciting event to unwind?

Conclusion

Attempting an office relocation without considering the logistical issues and worries affecting your staff would be a mistake. Above all, be clear and concise with the information you give and try not to overload people with a data-blast all in one go. Ask for feedback once the move is completed, and never assume that things will immediately run like clockwork. Allow people a period of adjustment to their new surroundings and be accepting of mistakes and misunderstandings. 

Without good channels of communication in place, the risks of logistical nightmares increase. The team here at Adlam Transport are all too familiar with arriving at an office ready to start the process, only to find items strewn everywhere and days of work left to do. 

• Don’t forget to send ‘Office relocated’ notices to other company offices, clients, or business partners.

Contact us

If your office is due to be relocated soon or you would like to learn more about our services, please get in touch with us today, and we will be happy to discuss them with you. Our pre-pack and storage services might make all the difference to your planning, and we can help you execute the perfect office relocation.