You are excited about your company’s big move and look forward to a nicer office with window views. However, you don’t want your team to fall behind on their work as a result of the move. No matter what you do, office moves are disruptive and maintaining productivity during the move can be difficult. Every business wants their office move to run smoothly and without a dip in production, but this requires thoughtful planning and organization. Here are 10 ways you can ensure productivity during an office move.
Plan Ahead
Making preparations well in advance is the best way to minimize downtime and maintain productivity. Start by creating a timeline for the move several months in advance and designate a team to manage the move internally. Start packing non-essential items ahead of time, create a detailed floor plan of the new space, determine what furniture and equipment will need to be purchased, and start gathering quotes for movers and IT set-up. Managers should also start creating a plan for how their team will work through the transition.
Communicate with Employees
As soon as you know your company is going to move, it’s important to communicate the details with your employees. You should hold a company-wide meeting to announce the move and provide an opportunity to answer questions. Make sure you hold plenty of meetings as the move gets closer, filling employees in on the progress and updates about the moves. Communicate a clear plan of action and make sure employees know exactly what is expected of them throughout the moving process.
Motivate Employees
No matter how excited you are about the move, your employees might not share the same excitement. They may equate the move to additional work, more stress, longer hours, and more headaches. Not everyone gets excited about the idea of change, so make it a point to explain to your employees why this move will be beneficial. Motivate them by telling them some of the new perks they can expect in the new office. Encourage involvement in the move by creating a challenge where employees earn rewards for completing certain tasks. Provide snacks, beverages, and even breakfast or lunch as a reward for everyone’s patience and hard work.
Hire Professionals
Now is not the time to gather your buddies and colleagues and form your own moving team. If you want to have your business up and running as quickly as possible, call the professionals. Between setting up furniture, installing internet and phone lines, setting up computers, and organizing paperwork and documents, there’s no room for error. The smallest mistake can impact the company’s bottom line so be sure to book professional help.
Notify Clients
You can’t lose track of your clients amidst the transition so be sure and communicate the details of your move to clients. Keep them informed about your move by providing your new address and phone numbers and prepare them for any disruptions they might encounter.
Prioritize IT
It will be impossible to logistically run a business if your computers and electronics aren’t up and running. Hire an office moving company to disconnect and reconnect all of your cables and equipment to ensure everything is hooked up correctly. This should be your first task when you move into the new office.
Set Up New Offices Before Moving
Do as much work in the new office ahead of time as you can. Paint the walls, clean the building, put down new carpeting, and set up new furniture and equipment. Ensure your internet, electricity, and phone lines are in working order before you move in.
Pay Attention to Details
A smooth relocation helps you maintain productivity so it’s important to pay attention to the little details to make sure your new space is ready. Make sure all documents, paperwork, and financials are organized. Make sure light fixtures are in place, chairs and furniture are assembled, bathrooms are in working order, and electronics are up and running. Don’t cut into your productivity by having employees arrive in a space that isn’t ready.
Move on a Weekend
It’s impossible for your business to operate as normal while you’re moving items out of the office so it’s best to schedule the move for a weekend when employees won’t be in the office. This gives you time to set up your new office before employees or clients arrive.
Work Remotely
An office move could take several days to complete so this does not have to be free vacation for employees. Allow employees to work remotely for a few days while you are moving and make sure managers have clearly communicated all responsibilities and expectations for employees as they work from home.