Calm New Office Jitters

The current market for physical office space is prompting many business owners to relocate to take advantage of less expensive lease rates. However, in doing so, management sometimes neglects to adequately prepare their employees for what could be a stressful, disruptive and upsetting move. Questions and anxieties will arise about the commute, the office layout, the neighborhood, and more. Employees may even wonder if the move will further threaten their job security. However, there are several steps you can take to make the move smoother for employees.

Communicate

Whether it is across the city or across the country, relocation is going to have a physical and emotional effect on employees. Dismissing or trivializing this fact can cause unnecessary anxiety and possibly build resentment toward management. Management should keep the staff updated by sharing information about the new facility and what will be expected of them, if anything, before, during, and after the move. For example, the office manager will need to know the deadline for updating materials, such as stationery and business cards; the marketing director will need to revise company brochures and the firm’s website; and all staff members may have to pack the contents of their offices, if the moving company is not doing so. If possible, bring members of the staff to the new office so they can get a feel for their new surroundings before moving day. Encourage employees to ask questions at staff meetings or post them on the company’s intranet; then reply to all inquiries in a timely manner.

Post visuals of the new space

It is natural for employees to be curious about the look and feel of their new

environment. If taking the staff to the new facility is impractical, help familiarize them with their new space by providing photos or renderings of the office. This helps employees visualize where they will be working and get comfortable with the idea of change.

Provide a timetable

Planning a move often takes months, and yet a move can seem terribly rushed if everyone is not aware of the timing. Give employees a time frame to work with so they are not scurrying to pack at the last minute. Be sure this timetable is updated regularly as conditions change.

Offer information about the new building/ neighborhood

A new environment can often seem intimidating; the more familiar employees are with the environment, the less anxiety they will feel. Provide employees with information

about the new building’s procedures (e.g., security requirements, facilities) and give them

a list of area eateries, shops, and other points of interest near the new office space.

Celebrate the move

Once the company is settled into the new space, celebrate the move with a small office party. This gathering, whether it is a casual breakfast or light refreshments in the

afternoon, provides an opportunity for management to thank employees for their assistance in making the move a success. It is also an opportunity to build team spirit. Employees who feel they are involved in the move are more likely to accept it in stride. By carefully planning and communicating to your staff throughout the process, management can show that the business is not only moving physically, but is also moving in the right direction.