An office relocation can be a stressful time, but there is plenty you can do as a Facilities Manager to minimise the impact on the business, on yourself, and on staff. Check out Active's top tips on how to keep things running smoothly for a stress-free experience!
1 – Time the office relocation right
To reduce stress, choose the time of your move wisely. No-nos will be generally busy times of year such as Christmas and New Year, and of course seasonal activity that affects your industry. Deciding to move mid-summer if you rely on summer tourism for example will definitely raise stress levels not reduce them! There may also be money-saving advantages of moving at a certain time of year, or even a certain day of the week. Talk to your local removals company to find out how timing can affect cost. Don't forget you could also consider moving after office hours or during a weekend to minimise downtime in the workplace.
2 – Write the perfect notification to customers and clients
By writing the perfect office relocation letter you can reduce stress by cutting down on unnecessary communications. A well drafted letter will include all the important information about your office relocation. This includes your old address, your new address, your new contact details and the date of the physical move. It is also wise to provide details about where clients should direct their queries on this day. As well as being informative, the letter should also reassure the recipients – it is absolutely vital that customers do not feel disadvantaged by the move! For more tips on drafting an office relocation letter check out Six Steps To The Perfect Business Relocation Letter.
3 – Structure your days in the run-up to the move
Firstly, don't leave organising the office relocation to the last minute! By setting aside an hour or two at the end of each day to organise the relocation, you will maintain a healthy work/move balance and have peace of mind from the organisation. On the flip side, you don't want to only focus on the move when you should be working too, falling behind on your usual duties will only raise your stress levels!
4 – Keep staff in the loop
If your team members don't know what the plans are, you'll be spending a lot of time answering a lot of individual questions. There may also be an air of unrest if employees aren't sure of the plans. By providing a regular update, even if it's just to say “we still aren't sure when we are moving office, but we will let you know when we do", there will be less stress all round!
5 – Delegate!
Maintain your sanity by delegating jobs to other members of staff. Not only will this reduce your own workload, it will guarantee an organised move because you'll have to plan who is doing what. Plus, it will ease employee tension as they will be aware of what is happening when. Of course, the most productive way to delegate would be to call on the help of professional office relocation experts, which is exactly what we do here at Active!
Active's Project managers are able to ease the stress by handling the move, because move management is our area of expertise! Whether you're moving 10 people from one floor to another or 100 people from three different sites we can help plan, coordinate, move, furnish, store, recycle and revamp. Want to know more? Give us a call… 0845 130 9066 to chat about our office relocation services.
Thanks for reading!
The Active team.