Moving Workspaces? Do These 4 Things Now

The moment your company informs its workforce about moving to a new location, department heads begin to brood. There’s inventory to update, systems and procedures to dismantle, packing to do—and all this while operations are expected to continue without a hitch. 

The very idea of uprooting an entire company and re-piecing the gazillion moving parts back together is daunting, to say the least. But businesses can do several things to help improve the process. And here’s a hint: They all hinge on exceptional leadership.

Here are four secrets to a flawless workplace move.

1. Don’t Jump the Gun

• Clearly identify the reason for the move and confirm that the location you’ve chosen aligns with this purpose.
• Bring your company leaders together to discuss what each of their teams require of their workspace and make certain the new space will accommodate those needs.
• Set a budget for the move, compare it with the true cost (including any business downtime that might be experienced in the process) and monitor this budget religiously.

Each time you must make a difficult decision, you can reflect on these early conversations to help you stay the intended course.

2. Communicate Clearly and Often

The smoothness of your move depends on how well you communicate expectations, time frames and other details with your leaders and employees. Convey what everyone needs to know, and do it often to keep the flow of information up-to-date and accessible.

It’s also important to give plenty of time for questions so employees don’t make false assumptions and poor judgment calls.

3. Get IT Involved Immediately

Your biggest headache inevitably will be the safe breakdown, relocation and installation of all your technology. That is—without major disruptions and minimal downtime.

It’s not just about the hardware, it’s about the vendor relationships, procuring service at the new location, and ensuring all users are properly reconnected to the technological tools they require to do their jobs.

Get your IT plotting immediately, as they will need every minute leading up to the big move to sort out a strategy, collaborate with vendors and make IT happen, so to speak.

4. Let Software Be Your Guide

The more people and assets your organization has, the more complicated your move is going to be.

Spreadsheets and proper delegation might be enough to track and manage progress in a small operation. But if you’re a midsize or large company, you’ll need move management software to help you monitor what’s happening on all fronts.

Facilities management software will track every asset, every person, every query and every square inch of space in your old and new office location so you can quickly shift from one space to another. It’s the simplest way to centralize activities and information related to a move, monitor the progression of things, reorganize your assets and employees, and automate key responsibilities to free up time for more pressing tasks that require a human touch.

Best of all, each component of an integrated FM software solution works together to give move leaders a comprehensive bird’s-eye view over the entire operation.

Proper planning, knowing whom to involve and when to involve them will be key factors in executing a flawless move. But to be frank, it’s nearly impossible to pull off a relocation and avoid significant downtime without the right technologies in place.

Editor’s Note: This post was previously published on Inc.com and has been republished here with permission.