Tips for a Smooth Office Move

Tips for a Smooth Office Move

  • Date: Friday 16th August 2019
  • PDF: Download

Here at SSG we have just completed an office move.  We have not moved far, in fact, we have extended our office and training areas to cover more of the foot print of Valley House.  This presents us with an opportunity to offer tips on managing a smooth office move.

Choose the appropriate space

You need to be confident that the new office space is right for your organisation.  Ask yourself three questions before you make a final selection on an office:

  • Is this new space going to help the organisation to grow?
  • Is this new space going to create a better working environment for the team?
  • Will the new office be more cost effective in the long run?

If you can answer yes to these three questions, then all the indications are that this is the right decision.

Create a one-page summary

Summarise all the key details of the move into a brief document that can be shared with employees directly involved in arranging the move and other stakeholders.  You can include lease dates, completion dates, planned moving dates, contact points at the new location.  It is also worth including office dimensions, storage areas and even the position of power sockets. 

Set your relocation budget

Office moves are often very costly, so it is important to estimate your relocation budget by itemising each element and cost on a spreadsheet.  Then as you move through the project you can track and review the costs and make changes as needed.

Choose a project manager and project planning team

It is important to nominate a lead for managing the project.  The lead should have the authority to make decisions as the project progresses.  Alongside the lead you should appoint a team to support from different functions and ensure each understands their role. 

Create a new floor plan

Before moving day, it is important to produce a floor plan.  Consider measuring each room and assess which furniture and equipment will fit.  Identify where electrical sockets, broadband cables and storage areas are positioned.  You also need to consider what new equipment or furniture will be required.  Remember to fully consult with the team on where they will be located.       

Maintain your productivity

Work stills goes on and it is important to keep productivity high before and immediately after the move.  Consider the following suggestions:

  • Pack non-essential items ahead of moving day and determine their new position on the floor plan.
  • Utilise external experts to undertake jobs that are less easy to complete to reduce the amount of time employees are away from their actual jobs.
  • Keep everyone informed throughout the process and give them the opportunity to ask questions or make suggestions.  Utilise a notice board (or send regular e-mails) to detail the plans and progress.

Source: Gavin Parrott

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