Office Removals: Five Important Things To Consider
Is your team practically bursting at the seams? If things are starting to get a little overcrowded in your office, then it is probably time for you to consider an office relocation.
Moving to a new office is a major milestone for any business. It signifies business growth and positive change. A new corporate image, new systems and processes and a new effective organisational structure that could positively impact the workplace’s productivity and morale.
But just like any move, office removals should be well-thought out and planned in advance.
5 Office Removals Factors You Need To Consider
With years of relocation experience, our team have brainstormed 5 things you need to consider before making that big move.
1. Research, Plan, and Budget
Like any project, a strategy needs to be crafted before the physical process of office removals occurs. There is more to office removals than moving desks, chairs, computers, and phone systems. There are subtle elements that you should take into consideration, such as the impact the move could have on employee behaviour, and how it would affect company culture.
Details such as where to get coffee in the morning, putting the conference rooms on a different floor, removing cubicles to give way for an open space layout where everyone can see each other, or putting a team in a different office building may seem trivial, but could have major repercussions on organisational dynamics if not considered.
Determining which decisions need to be made and what details must be encompassed requires the input of several sources. It is important to consult with all stakeholders, from senior management to union members, on what their concerns or general thoughts are about the relocation. These initial discussions need to be as constructive and organised as possible, so there is clear direction and handling around the planning process.
Ask key personnel for input on the design and layout of the space long before the physical office removals. Involving these key individuals makes them a part of the decision-making process, improving their commitment to the relocation and effectively communicate the office removals project to other key stakeholders.
Moreover, for a successful and easy office removals process, it is important that you designate a person or a committee to be accountable for the entire process, from pre-move to the actual move and post-move.
Responsibilities for individuals on a moving committee should include:
Sourcing office removalists,
Arranging moving insurance,
Planning a packing process,
Creating a timeline of moving events and tasks,
Updating company information for vendors and creditors, and
Providing internal communication for employees.
The committee will also need to strategically map out the placement of office furniture and equipment well before the move takes place.
Another consideration is the budget for the office removals project. Aside from office removals-related expenses, factor in any repair/renovation costs you may incur to make the new location suitable to your needs.
2. Manage Employee Expectations
As mentioned above, it is important that employees receive consistent communication that is informative, helpful, and inclusive in its message.
It is only natural for employees to have different expectations of the move and varying perceptions on the look, feel, and overall ambiance of the new office.
Arrange for employees to have a guided tour of the new office as soon as possible to address any concerns they may have allows them to ease into the moving process.
If the office move is interstate or international, there might be team members who resign due to reasons such as not wanting to disrupt current family arrangements. For these employees, it is important that support services are put in place. They will need time to consider all the pros and cons as resignations can be stressful; not only to those leaving but for also for their peers.
You also need to consider that there will be employees that may feel a strong attachment to the current office. Acknowledge the feeling of loss and nostalgia and help them embrace the new by organising a going-away ceremony to usher them into a smooth transition to the new place.
Constant communication is key to successful office removals. Ensure that you clearly explain the purpose of the relocation and what changes will occur. Focus on the benefits they will experience at the new office. When managing internal communications, make sure to utilise as many channels as possible – face-to-face, email, intranet, and even internal social media – to make sure employees are updated on all office removals-related developments.
This specific communications strategy will help to manage expectations and prevent:
The Spread of Misinformation
Confusion and Upset Feelings
Resistance to Change
3. Hire Experienced Movers
Hiring experienced and reputable movers is just as important as managing employee expectations in making office removals as smooth and pain-free as possible.
At Wridgways, we believe that geography should not hinder any company from pursuing growth opportunities; one should be able to make room for them, wherever these may be. Our team of expert removalists are able to provide an end to end global mobility management program that covers services ranging from cost projection and office removals support to immigration assistance and executive housing. We also take on other potential challenges such as cultural, legal, and political matters.
Our professional and highly specialised team have experience working with a range of corporate clients, which include hotels, hospitals, financial firms, art galleries and travelling exhibitions, convention centres, and offshore facilities.
4. Hire Professional Packers
If your office removals budget can accommodate hiring expert packers – go for it.
The following common areas are places that are most difficult to pack and are best entrusted to packing professionals:
Employees can then focus on packing their personal belongings and evaluate which of their possessions are not essential to the move.
With Wridgways, you will have peace of mind knowing that your office equipment is carefully protected using specialised packaging materials, secured in purpose-designed cartons.
Our highly trained, professional packing team will arrive at your office at a designated time with all the appropriate packing materials and get the job done efficiently and within the allotted schedule. Whether the goods are for transport, shipping, or storage – we will ensure everything is safe and protected.
5. Manage Change After The Big Move
So you have managed the entire office removals process with minimal hiccups; is the job done? Not quite.
The move does not end with setting up all the equipment. There might be new technologies that need to be learned in connection with the move (i.e., video conferencing or online collaboration applications); conduct seminars or tutorials to equip everyone with the knowledge and tools they need to work efficiently in the new office.
Moreover, some employees may need more time to settle in than others. Your moving committee will need to create a process for requesting and receiving feedback from employees, so the team can gauge if there is any aspect of the relocation that can be improved upon to make them feel more adjusted and secure.
You may not be able to address each and every request, however, through the continuous involvement of employees, you will make them feel more at ease with the move and allow them to better settle into the new office.
At Wridgways, our team fully understand that changing locations is a major move for any company. There will be pain points and perhaps some opposition along the way, but with adequate planning, expectations management, professional support, and constant communication, it can be a welcome opportunity for growth and development. Embrace the transition and prepare for the move today!