Communication is Key
People fear the unknown and the lack of communication can cause panic. When rumors begin that a major shift (like a move) is occurring in a company, employees can begin to feel nervous about their futures. Making sure that employees are informed during every step of the moving process will be of the greatest assistance during the transition. First make sure to inform employees of every detail, especially where you are moving and when it is taking place. Tell supervisors specifically how they should inform their employees of the move. Send as many updates on the move as possible. Be sure to express in writing exactly how the move will affect employees’ daily lives and work. Be specific. Discuss every section of the move and how you predict it will affect them.
Make Travel Arrangements
If you predict that transportation will be an issue for some employees or will have any impact on their commute, communicate that with your employees. In the beginning, you might consider providing a bus that takes employees from the original location to the new location. You could also offer travel compensation. Make sure in the beginning stages to ask employees if they will require parking spots and other necessities.
Give a Tour
Studies show that the more involved employees feel in their company, the more invested they will become. Take the opportunity to show your employees the new building before they move in. Let them share in your vision for this new chapter in the company. And when you move in make sure they are given another tour that tells them where the copy room, bathrooms, etc… are so they may feel more at home more quickly.
Make a Schedule
When preparing the move, make sure to set out a detailed schedule so that employees know what to expect and can meet deadlines for packing. Having everyone on the same page and prepared for the same deadlines will make things run smoother.
Provide the Supplies
If you have arranged for employees to move their own offices, prepare packing supplies for them and give them instructions on how to pack their computers, how to label boxes, and how to load them into whatever transportation you have provided.
If you have hired movers to move each office, inform employees where they can pick up the packed things and where to put them in the new office. Give a floor plan to the moving company providing information on the location of the employees’ offices and what should be put in every premise.
Allow for Allowances
Keep employees motivated with incentives, encouragement, and allowances. For example, if your company is in the city of St. Louis and a particular employee has been commuting from a distant location, the move may make it nearly impossible for him or her to make it to work on time without extreme difficulties. In citations like this it may be worth considering corporate extended stay in St. Louis until the employee can figure out an alternative living situation.