Top 5 Office Moving Tips for HR Professionals

21 Apr Top 5 Office Moving Tips for HR Professionals

Whether your office is moving across town or across the country, relocation can be stressful for everyone. One survey revealed that 67 percent of employees consider an office move a challenge, and 30 percent see it as a distraction.

Despite the initial downsides to moving, it can also benefit you and your team in the long run.

As an HR professional, it’s up to you to emphasize these benefits and make the transition as seamless as possible. Below, you’ll discover five practical tips to make the office moving process more manageable.

Tip 1: Plan Ahead

Office moving is much more likely to cause headaches for your employees if you spring the event on them at the last minute.

The more of a heads-up you give your team, the easier it is to A) plan an office move and B) stay organized during the shift to a new location.

What specific steps should you take when planning and telling your employees about moving? Start here:

• Work backward from moving day: Determine when you need to move to your new office, then work backward.
• Set manageable moving goals: Choose a goal for each week (one week to declutter, one to pack seasonal and less-frequently used items, etc.)
• Share the news: Let everyone know when you’re moving, what to prioritize each week, etc.
• Clarify the outcomes of the move: Who is coming to the new office or working remotely from now on?
• Set a moving budget: How much can you spend on supplies, professional movers, etc.?
• Take inventory: Make a detailed list to avoid losing or misplacing things.
• Label everything: Specify what’s in each box to make unpacking easier.

It’s also a good idea to get in touch with the owner or manager of the new building and designate a day to pick up keys, sign final documents, etc.

Tips 2: Communicate and Coordinate

Your team will likely have many questions and concerns arise throughout the moving process. Anticipate these questions and develop a strategy for addressing them.

For example, you can establish office hours when people can come to you and specifically talk about moving-related issues. You can also create a dedicated chat channel for discussions about the move.

Be as transparent as possible when answering questions about the move. Empathize with your employees, remember how stressful changes can be, and do your best to help them feel confident about and comfortable with the move.

Keep in mind, too, that you don’t have to handle all the moving-related communication alone.

Recruit a team to help you manage, organize, and execute the move. These people can answer questions, identify the tasks that need to be accomplished each week, and help you avoid feeling overwhelmed.

Tip 3: Partner with Professional Movers

Don’t make your employees haul a bunch of boxes and transfer the furniture from the old office to the new one. Partner with professional movers and let them do the heavy lifting (literally).

Professional movers can make your office move easier in many ways, including the following:

• Save time and free yourself (and your employees) up to continue focusing on core responsibilities
• Reduce the risk of damaging or losing valuable items
• Access dedicated moving vehicles to transfer many things at once and expedite the entire transition process
• Gain expert insights into the best way to pack and move certain items, streamline the move, etc.

Remember to pick a moving partner early on in the process. Professional movers often book out several weeks (or months) in advance, so you should reach out as soon as possible to get on their schedule.

If you’re not sure which moving team to hire, consider these factors:

• Experience
• Service area
• Specific moving services (long-distance moves, commercial moves, white glove moving, etc.)

Ask for a quote, too, so you know what your company will be charged for the office move and can factor those costs into your moving budget.

Tip 4: Make Arrangements for Technology and Infrastructure

When it comes to moving technology and essential office infrastructure (computers, servers, heavy equipment, etc.), don’t just wing it. Work with your professional moving team to create a strategy for these expensive and potentially fragile items.

The movers may offer suggestions on how to pack technology and office infrastructure properly. They may even volunteer to do the packing for you to reduce the risk of damage.

If there’s a specific item that your movers aren’t sure how to handle, do some research to find experts who can help you transfer it properly. It may take some extra time or cost extra money, but it’ll be worth it if you can avoid breaking or losing expensive objects in transit.

Tip 5: Prioritize Employee Experience and Wellbeing

Throughout the entire move, make an effort to prioritize employee experience and well-being.

Clear communication is the first step to supporting employees during an office move. You can take other steps, though, including the following:

• Share the new office floorplan with your team and let them make suggestions for organization, layout, and design
• Run a contest and let the winner choose the office’s final color palette (from a pre-selected group of options)
• Talk to employees about their needs for collaboration, privacy, and mobility in the new office (and do what you can to accommodate those needs so they feel more comfortable)
• If possible, invite team members to participate in tours of the new space

Anticipate an adjustment period when you and your employees first settle into the office. It’ll take a few weeks or months for everyone to get comfortable and familiar with the new space. Be patient and let them know that you’re there to help.

Start Planning Your Office Move Today

From proper planning to partnering with experienced professional movers, you can use many strategies as an HR professional to set your team up for a successful office move.

Follow the guidelines discussed above to minimize stress, support your employees, and facilitate a stress-free move.