Best Practices in Finding and Transitioning to a New Office Space

August 6, 2018

An office move can be an exciting time for your organization. Moving opens up new opportunities to fix what might not be working optimally with your current space and also to design a new space better suited to future growth as well as an evolution in workplace behavior that impacts the overall use of space by your employees.

Office Moves Create Challenges and Opportunities

Many organizations take advantage of a new space to investigate new ways of working,
foster a new workplace culture and even rebrand in the spirit of starting anew. Properly executed, a move can boost morale and productivity, increase your ability to attract and
retain talent and create new channels for improved communication and collaboration. Refer to this recent article in HR Tech Weekly on the correlation between office design and productivity when planning a new space.

Moving also presents challenges from the planning stage, through execution and beyond. Here are some important factors to consider in making your move as efficient and painless as possible.

Timing and Staging of Move

When scheduling a move, once it can be certain that the office space and any internal design and build stages will be complete, be sure that the timing for the move won’t conflict with an important season in your business. The best and worst times to move will vary from one organization to the next, but it’s important that the move not disrupt vital, revenue producing activities for your business.

Next, it must be decided whether the move will be executed all at once or in stages. A staged move can be particularly helpful if timing will impact some departments more than others.

Collaborate and Communicate

Avoid surprises where such a substantial change is concerned. Be as transparent as
possible with all impacted parties, which will include customers and vendors, as well as employees. To the extent that it is practical, allowing your employees to collaborate and contribute on plans including space allocation, office design, parking options, and specialty areas such as break space and kitchen facilities. Utilize surveys to maximize reach and then allow departments to designate representatives for a transition team.

As your space nears completion, consider allowing employees to tour the new space so
they know what to expect and communicate the plans for the move itself at a detailed level so that everyone knows when and how they will be moved and what they can expect.

Choose the Right Partners for Each Stage of a Move

An enterprise relocation requires support from a variety of internal stakeholders and
external support. Internally, it’s important to select a champion for the project who will steer it from beginning to end. The champion should be someone senior in the organization who commands respect and has the authority to make the decisions needed to drive the project forward.

The project champion will need a team of internal specialists from across your organization including IT, marketing and HR. In a technology driven age, IT input and involvement are key to keeping your operations running smoothly through a move. Marketing and HR will be invaluable in supporting communications to employees and external stakeholders and in ensuring that the new space meets employee needs and reflects the corporate and employer brand.

External partners are vital to a successful move. Select a good commercial property agent who will represent your interests and look to them to support your team in selecting a good location and a space that will meet your organizational needs.

Once you have a location locked down, choosing a design and build partner to help realize your vision for a new space is key. When selecting a design and build partner, look for a firm with a solid reputation, experience in your industry, a commitment to sustainable design and a strong safety record. Asking to visit spaces the firm has designed in the past can help validate both your vision and your choice of a partner.

Leverage the Right Moving Technology Partner

Choosing the right software to power your move will ensure that your employees and your workspace assets are relocated in the most efficient manner possible. SmartMove, Asure Software’s asset and move management solution will guide every step of your move. With up to date metrics and interactive floor plans, you can easily manage the day-to-day logistics of your move. Sandboxing and scenario planning functions enable you to create and review multiple moving options before making final decisions about your space. Learn more about how SmartMove can ensure a seamless transition for your organization.