How do I communicate the move to employees?

Communicating an Office Move to Employees

Moving an office requires clear and timely communication with all employees. A well-structured communication plan ensures staff feel informed, prepared, and supported throughout the transition, helping to maintain morale and productivity.

Phase 1: Initial Announcement (8-12 Weeks Prior)

The first announcement should occur well in advance of the move date. This initial communication aims to inform employees about the upcoming relocation and the reasons behind it.

• Reason for the move: Clearly explain why the business is relocating. This could be for expansion, better facilities, reduced costs, or improved accessibility. Transparency helps employees understand the benefits and reduces uncertainty.
• New location details: Provide the full new address, including the postcode. Include information on transport links, local amenities, and parking facilities.
• Proposed timeline: Share a provisional moving date or period. Emphasise that this is an initial estimate and more precise dates will follow.
• Benefits for employees: Highlight how the move will positively impact employees, such as improved workstations, better communal areas, or a more convenient commute.

Phase 2: Detailed Planning & Involvement (4-6 Weeks Prior)

As the move date approaches, communication should become more detailed, focusing on practicalities and employee responsibilities.

• Key dates and deadlines: Provide a detailed timeline for various activities, including packing personal items, IT disconnection, and the actual move day.
• Employee responsibilities: Clearly outline what each employee is expected to do. This often includes packing personal desk items. Guidance should be given on how to prepare workstations and personal belongings. For example, specific instructions may be needed on should employees pack their own desks and how to pack a desktop computer.
• Packing materials: Inform staff about the provision of moving crates, labels, and packing guidelines. Specify when these will be distributed and where completed boxes should be placed.
• IT and equipment: Detail plans for the relocation of IT equipment. Employees should know when their computers will be disconnected and reconnected, and what, if any, actions they need to take. This links to broader plans for how to handle IT and server relocation.
• Minimising disruption: Explain strategies in place to minimise business downtime. This might include remote working options during the move period or phased relocation.

Phase 3: Final Preparations & Move Day (1-2 Weeks Prior & Move Day)

Just before the move, communication should focus on final instructions and support.

• Reminders: Send out final reminders for packing deadlines, personal item collection, and any specific instructions for the move day.
• Emergency contacts: Provide contact details for key personnel overseeing the move, both internal and from the removals company.
• Access and logistics: Inform employees about access arrangements for the old and new premises during the move. For instance, whether they are expected in the office, or to work remotely.
• New office layout: Share floor plans or seating arrangements for the new office, if available.

Phase 4: Post-Move Communication

After the move, continue to communicate to help employees settle into the new environment.

• Welcome message: A message welcoming everyone to the new premises.
• Troubleshooting contacts: Provide clear points of contact for any issues with workstations, IT, or facilities in the new office.
• Feedback mechanism: Establish a channel for employees to provide feedback on the move process and the new workspace.

Effective Communication Channels

Employing a variety of communication channels ensures messages reach all employees.

• Email announcements: Formal notifications and detailed instructions.
• Team meetings: Opportunities for Q&A and direct engagement.
• Intranet/Internal portal: A central hub for all move-related documents, FAQs, and updates.
• Physical notices: Posters on notice boards, especially for practical reminders like packing deadlines.
• Designated contact person: A specific individual or department (e.g., HR, Operations) to field questions and provide support.

Maintaining a calm, confident, and consistent message throughout the entire process helps foster a positive attitude towards the change. Addressing employee concerns proactively, such as commute changes or new office facilities, can make the transition smoother for everyone.