When your office is moving locations, there is a lot of planning to do. From hiring movers and getting equipment packed up to planning the layout at the new location and determining whether services can be transferred or new contracts need to be established with new vendors, there are numerous steps involved in the move. However, there is one thing that many businesses tend to overlook: communications. Here is what you need to know about maintaining communication with your employees throughout the move:
What to Include in All Internal Messages
- A Timeline – You will want to ensure that you communicate to all of your staff a timeline of moving events in advance. This ensures that your employees know what they should expect and when they should expect it.
- Packing Instructions – You will want to communicate with your staff instructions on how and when to pack up their cubicles, desks, etc. These instructions need to include where they can find packing materials, what they are individually responsible for packing, as well as the deadline for when the packing needs to be completed by.
- Notice of Office Closure – You will also want to ensure that your staff is aware of any days that the office is closed. There may be a day or two when you need to close the office down to complete packing and to complete the move. Your staff needs to know ahead of time what these dates are and how the closure will affect their schedule, workload and pay.
- New Office Information – You will want to provide all relevant information about the new office to your staff. This includes the new office location, commute options, parking availability, local eateries, etc.
How to Deliver the Aforementioned Information
- Intranet – If your business utilizes an intranet, this is probably going to be the easiest and most efficient way to relay most of the communication to your employees, as you can ensure that it reaches all of your staff members.
- E-mail – While it is easy to compile and send an e-mail message, it is not an effective way to get a message out to all of your employees. The reason for this is because your employees may get hundreds of e-mails a day, which means that your e-mail could get pushed down and never seen — or seen when it is too late.
- In-Person Meetings – Regular staff meetings are always a great way to relay important messages to your employees. Plus, it will provide your staff members an opportunity to raise any questions or concerns that they may have.
To ensure that you are able to maintain the operations of your company and keep your employees abreast with information related to the move, you may want to consider hiring a professional moving company like Cusick Moving & Storage.