Moving a company involves moving the equipment, the offices, the work, the employees, etc. Amongst all issues that you can read about in the Resources section of MyMovingReviews what we have yet to discuss is moving employees from one location to another. Whatever the reason your business is relocating – downsizing, expanding, being closer to a major customer or another one, your staff should be also considered. The people working at your company may not only participate in the move but should also be kept informed. This is why we’ve decided to prepare this article on how to take care of moving office staff during business relocation. First of all it is your job to plan what changes will occur in your employees daily work and professional duties to perform until the move. After that you need to prepare their relocation.
Moving an Employee’s Work Location
First of all moving an employee’s work location should begin by letting the staff in your company know when and where you will be moving and what changes will occur in their daily work (if any). This will mean changes to the daily commute to work and other changes inside the office like more persons to work in one office in order to save space, giving a raise to employees or changing the department they’re working at. These are all convenient changes to make inside your company while considering moving employees from one location to another. Let the whole staff what will the consequences of the move be for everyone personally so that they can plan their move or have the opportunity to look for another job in time. Ask them if they are going to be needing a parking space, if one will be available for them and if not, offer your assistance in this manner. If you want to give more time to your staff and to yourself to handle this issue you can run temporarily a company bus to take people to and from work or you could give them travel allowance.
Prepare Moving Employees from One Location to Another
For those employees that will be moving let them know what their participation in the move will be – packing their office, arranging the parking space or other. For those people that will be part of moving office staff if they are going to be taking some extra responsibilities because of the move you can alleviate a little their daily regime like allowing them to come later to work or leave earlier for a period of time. In order to decrease stress to some extend if you run a small business you can take your employees to the new location for a day or two – show them where the office will be and get to know the area together. Another way to prepare your personnel is to show them the new floor plan in which everyone can see the location of the offices and the other company premises. That will give you time to sort out questions and worries by the moving employees and eventually optimize the arrangement of the space so as to make the work of the people there more efficient – for example you may have to change the positioning of the photocopier room so that those people who often use it will be nearer to it, make an archive room for all the paperwork that has amassed in the offices and is not in constant use, etc. The moving office staff themselves may give you ideas based on what they need for their work.
Distribute the tasks to be done. Make a schedule when moving employees and organize regular meetings of the staff in the company to keep yourself informed of any changes that have resulted from the planned relocation, how far is the preparation of the move, what problems are the people experiencing, etc. Review different opinions of the staff – they may give you some useful ideas on the relocation process and the functioning of the company during the moving. Ask the employees what problems they’re experiencing at work that can be fixed in the new office – replace non-functioning equipment, get more photocopying machines, etc. If there will be new technology at the new office arrange trainings before the move so that when it takes place the staff will be able to immediately start working upon its arrival.
Moving Office Staff
The process of moving your personnel itself begins by getting an estimate to find out the costs of moving your company. After that you need to check the costs for moving your staff. You can see the employees moving expenses explained for your convenience by clicking here. At the same time keep yourself informed on what are your responsibilities for the move of your staff. Do the contracts of your company with the personnel offer to make any financial compensations to workers that are relocating? Is the moving planned reasonably ahead in time? For example, you cannot ask your employees to go to work in another state on the next day.
Prepare the Moving Day
For the moving day itself prepare what your personnel will need. If you have arranged them to more their own offices prepare packing supplies and tell them where and when they can get it. When moving staff depending on what there is for packing plan enough time for it. For offices with more items to pack you can ask someone from another smaller office to help. Instruct employees how to label boxes, how to pack their computers and where to put the packed items. You can do that on a special meeting with all things to be done by everyone arranged in the proper forms like lists with names for the responsible persons and particular guides with instructions on how to do different things. On the other hand, movers will need to be informed where to pick up the packed things and where to put them in the new office. So give the floor plan to the moving company providing information on the location of the employees’ offices and what should be put in every premise.
That should help you organize moving an employee’s work location better. If you think there is more information to be added to this article please feel free to comment and share your ides and experience!
Posted on Dec 18, 2012; Last updated: Dec 17, 2012