Your Office Relocation Just Got A Lot Easier

by Hai Falor on September 27, 2018
How Modern Enterprises Solve Real Estate Challenges

Make no mistake: orchestrating an office relocation can be stressful, even for a seasoned pro.

Hundreds of employees are counting on you to have a master plan, execute it with as little disruption to business operations as possible and answer their questions about everything from where they’ll park to where they’ll put their things.

With proper planning and the right technology, however, you can manage an office move without losing your mind.

Many organizations have counted on our move management software for years to help them plan and execute their moves. And now, we’re excited to share that it just got better.

What Office Relocation Looks Like With Our New Stacking Diagram

Everyone agrees your corporate headquarters is getting crowded. In the past few years, you’ve added several departments that didn’t exist before, and you’re officially over capacity. You’ve tried all the tricks already—tearing down cubicles to make more room, allowing some employees to work remotely, asking part-timers to share work spaces.

You’re considering moving one floor into a nearby building you’re leasing. But before you start moving people and office furniture, you need to make sure everyone will fit comfortably and you’ll have enough room left to accommodate future growth.

With the Stacking Diagram in our move management software, you can easily drag and drop work spaces from one office space or floor to another.

We’ve recently updated this functionality so you can see new capacity details for each space and know exactly how much space you have left.

Here’s a quick look at the new features.

Multi-Building Drag-and-Drop Options

A new Shelf section has been added to the sidebar on the Stacking Diagram to help you manage moves across your entire real estate portfolio. You can temporarily drop groups of users into this section without adding them to any floor or building. You can then switch to a different building in your portfolio and move the users to the new location.

This new section can help you visualize department consolidation and other office moves before they happen, saving you time and a lot of headaches later.

New Floor Capacity Statistics

Within the Stacking Diagram, you can now see capacity indicators for each floor.

When a floor is over capacity, you’ll see an indicator line so you’ll know you need to make adjustments. You can also hover the mouse cursor over either the over-capacity indicator or an indicator light to display additional capacity statistics for the corresponding floor.

This gives you a real-time view of your space utilization so you’ll always know where you stand as you plan your office relocation.

An Office Relocation Success Story

When your corporate headquarters has 1,500 employees, two buildings, 10 floors and more than 300,000 square feet, planning office moves can get complicated. And Edgar Sanchez, the manager of Sephora’s corporate facilities, was feeling the stress.

A huge part of his job was accounting for growth among the 40 different departments, as well as keeping up with the kitchens, office supplies, conference rooms and more. Employees were constantly moving, and departments were changing floors without a lot of advance notice. Preparing for a 400-person move with AutoCAD, Word documents, Excel spreadsheets and a difficult-to-use software system was a nightmare.

After making the switch to our space management software, Edgar was able to plan office moves within a week that previously would have taken him two or three months.

Tips For A Painless Office Relocation

Having user-friendly space and move management software makes any office relocation a lot less stressful.

Once you have the right system in place, follow these best practices:

  1. Create a detailed timeline of events
  2. Clearly communicate the timeline to employees (and manage expectations)
  3. Maintain a list of every item (preferably in a digital format, using asset management software)
  4. Anticipate and address employee concerns, such as longer commutes or parking

Managing an office relocation is a lot like being a choreographer for a dance. You need to clearly define the steps and get all department managers and employees to work together to make it happen.

Granted, it probably won’t be as beautiful as a Broadway performance. But when it’s done right, most people won’t even notice all the hard work that went into planning it—they’ll just see the end result.


Hai Falor

Hai worked in the corporate real estate division of BB&T for 10 years focusing on facilities management, vendor management, and IT systems before coming to work for iOFFICE. With extensive experience in the IWMS software industry, where he served many years in sales and as a solutions engineer, Hai knows his facilities management stuff.

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