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How to Minimise Disruption During Office Changes

By: Annie Button

 

Young office workers moving office, unpacking boxes, smiling.?

Office relocations are some of the most stressful experiences for businesses of any size – a move is disruptive and complicated, plus they can easily wind up being expensive. But the disruption doesn’t just occur during the move itself. It could still be impacting your business activities several months later which can affect your profits and productivity. It’s important to minimise the impact that a change of office can have on your business – here are some ways to achieve a seamless move.

Create a Plan in Advance

If your move will cause a shake-up within teams, such as a change in responsibilities or roles, then it’s a good idea to have a plan ready in advance that will help everyone understand the responsibilities of each team and how processes might evolve. Change is easier to adapt to if there’s a clear-cut plan in place that is well communicated.

It can even be beneficial to appoint a dedicated project manager to handle the move, so that decision-making isn’t passed around to multiple people unnecessarily. Having a designated member of the team dealing with the organisation and pre-move concerns can speed up the moving process and also means there’s a single point of contact.

Avoid Future Complaints

When you move out of a rented space, it’s important to make sure you leave it in a good condition otherwise you could find yourself dealing with disputes long after you’ve left. “Landlords are notorious for deducting sums from deposits over the clean-up of things you may have missed”, says Tracy Donegan, Director at Supreme Cleaning, “If you’re determined to get your deposit back, you’ll need to make sure everything is sparkling clean”. Schedule in time to make sure that your office is in the same, if not better, condition as when you moved in so there are no complaints further down the line.

Prioritise Infrastructure

Many businesses underestimate the importance of their IT systems. But it can become a major issue when interruptions to these networks aren’t taken into consideration during a move. It doesn’t matter what size your business is, it’s vital that your technology equipment and services are fully-functioning and tested when you move so that you can minimise how much time you’re losing running your business. It’s recommended that you speak to providers at least a month before your move-in date to plan for installations and account transfers, but the earlier the better.

Keep Organised

When you take on a big project like an office move, organisation plays a big role in your success. It’s a good idea to get staff members involved but make sure that everyone is on the same page as to what’s required of them and stick to one area of the office at a time to minimise confusion. Seal and stack boxes based on their contents and area, for easy unpacking at the other end, and name them clearly. It can be a good idea to schedule progress meetings regularly too so that everyone’s up to date on how the plan is proceeding.

Make Time for Regular Communication

Reorganising your business takes time and with a big office move, it can be a while before senior management have time to keep in touch with employees. But communication changes and proactively reaching out to your staff more regularly is key to ensuring a smooth office switchover. In addition to providing updates on how the move will be carried out, you should also communicate successes and what the next steps are for the business. If an office move is carried out carefully, it is possible to instil calm in what could be chaotic, but regular communication sits at the heart of achieving this.

Don’t Forget to Update Your Customers

When you’re in your new location, don’t forget to update your website, business cards and social media profiles such as Facebook and your Google Business listings with your new contact details. It’s also important to let your suppliers and providers know, if this is relevant to your business.

Enjoy a Hassle-Free Move

Preparation is key when you’re planning an office move – without it, relocating can cost you money, time and productivity. If you plan in advance, there’s no reason why changing offices should disrupt your business or cause you to lose opportunities. Lay the groundwork for a seamless and stress-free move by updating your contacts and clients of your new space, leaving your current office in a tidy state and making sure that your IT systems are set up before you start working from your new premises.

Published: January 12, 2021
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