A key to a successful office move is well-timed, planned communication, with both staff and clients.
Change of any kind is unnerving but, when you keep everyone in the loop, relocating to a new office can be a positive experience for all concerned.
Identify a communication conduit
The easiest and most direct way of communicating with a large group of employees is via a few representatives selected from each team or office. It will ensure the right information is imparted to the right people, at the right time.
Liaising directly with a handful of employees stops rumours from circulating, and keeps office morale at its best.
Set up communication channels
The methods of communicating with staff should be as diverse as possible. Send frequent reminder emails, make use of the staff newsletter and hold regular face-to-face meetings to update personnel about the move.
It’s also a good idea to set up support pages on social media platforms like Facebook and Twitter, and encourage staff members to ask questions and share their anxieties about the move.
Ensure the channels of communication are kept open before, during and after the move, and be as responsive to concerns and questions as possible.
Create a timeline
Create a timeline emphasising the most important stages of the move so that everyone knows exactly what to expect, and when.
Key stages include the packing up of personal office belongings, office closure dates and when work will begin at the new office location.
Generate hype around the new location
Circulate as much information about the new office as possible, from details of nearby public transportation to the office’s layout and features.
Point out the positive aspects of the new work space, and encourage employees to come up with creative ideas on use of the space.
Send out a map of the area highlighting the closest transport nodes, and the parks, shopping malls, restaurants and leisure areas staff members can easily access from the new office location.
Generating a positive vibe about the new office and its location will help allay the fears of staff affected by the move.
Check off key milestones
Communicate via the selected channels every time an important milestone, or deadline, has been reached. For example, you might let people know about delivery of new furniture or the IT network going online.
By communicating in this way, you’ll get employees feeling more involved in the process.
Tips for communicating an office move to clients
It’s vital to notify clients about an impending move, for practical reasons and to retain their trust.
You can do this using a formal office relocation letter. Ideally, send this out at least a month prior to the actual move. Closer to the time, follow up with a brief reminder, highlighting your new contact details.
General guidelines for communicating an office move to clients are to:
- highlight the positive aspects of the new premises or location for clients
- post an announcement, together with new contact details, on your business website
- post regular reminders about the move on social media platforms
- depending on business type, consider inviting clients to an opening event at the new location.
At Ecobox, we offer convenient, affordable, eco-friendly moving boxes that are ideal for office moves. Just order your boxes and we’ll deliver them to your doorstep – and once you’ve moved and unpacked, we’ll collect them from your new location. Contact us for more information or get started now.