Movin’ on Up: Why Relocating Offices Doesn’t Have to Suck

Reasons for relocating your offices

Office relocations happen for many reasons. You may be expanding to a new city, moving to an ideal location or finding a better space to accommodate a combination of remote and in-office workers.

Here are a few popular reasons for relocating your offices.

1. Relocating can enhance your brand.

Offices can say a lot about a company. For example, office decor can immediately communicate whether your organization is young, quirky, or more traditional. Since outsiders can learn much about your brand from your offices, moving is a way to immediately change how others perceive your brand.

A company’s brand style, tone and purpose often change as it develops. Moving offices lets you quickly update your aesthetic to align with the message you want your company to convey.

The building, interior design, location and style you choose are significant factors in creating your brand’s tone and portraying the right message.

2. Relocating can inspire innovative work methods.

New methodologies, such as hybrid work, lean working, the agile workplace and swarm intelligence, may seem difficult to implement in a stuffy, traditional office. However, once you move, the possibilities multiply. You’ll be able to put new theories and techniques into action before the interior design is set in stone.

Creating open working spaces, collaboration areas, small acoustic rooms, hot-desking areas and employee lunch areas will become easier. You’ll have a blank space to work with, and you’ll be able to implement your unique style.

Employees can also experience a total refresh when working in a new building. Starting work in new surroundings is an excellent opportunity to implement new and innovative ways of working.

3. Relocating is a chance to grow your company.

More space, a nicer office or a better location can make the hiring process easier, improving your workforce. You may be closer to large talent pools or have the space to take on additional team members.

A company that has recently moved to better, brighter offices is also likely to look more impressive in the eyes of clients and prospective employees who instantly feel a cultural fit. Moving is a signal of success, determination and dynamism; you aren’t just standing still, letting the company fall into a routine.

4. Relocating can help you improve safety for employees.

COVID-19 made people hyper-aware of tight working spaces, making it easier to pass along germs. In a typical year, according to Circadian data, companies lose on average $3,600 for hourly workers and $2,650 for salaried employees due to unscheduled absenteeism. These figures will probably increase because COVID is unlikely to disappear completely.

Some businesses may prefer to move to a more spread-out office format with barriers between workstations. Other businesses may want to move to a building with an improved ventilation system. Some businesses may require fully loaded video conferencing rooms to communicate with employees working from home, while others may utilize outdoor spaces.

5. Relocating can help you save on rent.

While most companies aren’t ditching the office altogether, there has been some downsizing. With more office space available to lease and increased competition for tenants, you may be able to save on rent. Additionally, some larger companies are scrapping a massive central headquarters in favor of smaller satellite offices for functional groups.

If your company is nearing the end of its current lease, you may be able to take advantage of lower rents for comparable spaces somewhere else, depending on the commercial real estate market in your area.

How to plan for a move

Staying organized and getting the right help are keys to a successful relocation. Follow these relocation tips for the best results:

• Plan ahead for your relocation. The earlier you start planning your office relocation, the better. You won’t feel rushed into hasty decisions by giving yourself plenty of time to orchestrate the move or oversee an external company. If you decide to conduct the move yourself, ensure you set a budget and time frame and know precisely what you want in a new location.
• Consider outside help for your move. It can be easier to opt for external help. Companies specializing in office relocation can help you find your next property, transition the workforce, deal with office interior design and handle unexpected details. Using an external company ensures that you are taken care of from start to finish: The decisions will be yours, but the hard work getting there will be someone else’s responsibility.
• Find reputable assistance. If you opt for an office relocation specialist, thoroughly research your options. Find out which companies work with businesses similar to yours or in the same industry. Ask for testimonials, referrals and case studies. The more experienced a company is, the smoother your move will be.

How to move offices successfully

Successful office relocation involves three crucial elements: people, finances and traditional moving tasks.

How to handle the people involved in your move

Office relocations can be sensitive to discuss with your staff, especially if considerable changes are coming. Change – even positive change – is stressful because it brings disruption, uncertainty and unfamiliarity.

Employees may be concerned about their new commute, parking, the new workspace and where to eat lunch. Employees may be concerned about their families thriving in a new community if relocation is involved.

Some businesses find it easier to hire outside companies to help counsel their workforce before, during and after the transition. These companies have the experience and expertise to support your team properly, giving you peace of mind.

Whether or not you’re using a third-party relocation service, here’s what to do to be considerate of the people involved in your office relocation:

1. Notify your landlord. Understand the terms of your current lease and what’s involved with giving notice.
2. Tell your staff well ahead of time. Ensure your team has plenty of notice about the move.
3. Give your team a say. Solicit input and informal feedback about the move. The more included employees feel, the more they’ll be on your side. Ask for their suggestions about location, design and layout.
4. Be proactive about employee concerns. Try to anticipate employee questions and concerns about the new environment, and proactively provide information and suggestions. For example, give them maps showing nearby parking, commuter routes, mass transit stations and restaurants. If it’s a new community, include information on schools and their ratings, community centers, and neighborhoods.
5. Offer resources. Give employees resources to help support them emotionally and logistically throughout the moving process.
6. Create a moving plan. Your plan should include which employees are responsible for specific tasks, such as setting up the new business phone system and ordering the cubicle elements.
7. Instruct employees about packing. If employees are packing up their desks, let them know and show them how you’d like boxes and equipment to be labeled.
8. Create a list of access elements. Make a list of who has key fobs, parking passes and access cards for your former location, and collect them from your employees. Get keys, parking passes and access cards for the new location, and distribute them as needed. Inform employees about any biometric access control systems and visitor management systems you’ll be implementing in the new location.
9. Notify others of the move. Notify strategic partners, affiliates, suppliers and customers of the move. Create a change-of-address notification, and update company address listings on the company website, social media accounts, bank accounts, and paper and digital stationery. You’ll also need to change your business address on Google and Yelp.
10. Be patient. Cut employees some slack immediately following the move if they’re late or need time to adjust.