By: David Suter, President One of the aspects of moving an office that is often overlooked is the cost of removing or liquidating the furniture, fixture & Equipment (FF&E) that you no longer need. Depending on the size of your organization, those costs can be anywhere between a couple hundred dollars to tens of thousands […]
Communication is key for a successful relocation and our proven strategy starts with a 3 month plan to bring your team on board. As leaders we are often involved in the decision making process a year to two years in advance of when we start the conversation with our teams. It’s critical to understand the impact that clear and concise communication has on the success of your relocation project. Below you will find tips from 30 years of experience in relocation educational institutions, corporations and municipalities.
One of the first steps in planning is to create a Steering Committee with leadership members wo can make decisions and lead the communications to staff regarding the move. Without the key leaders in place communication can be challenging as your route information around for approval to release. The Steering Committee will define the project timeline, and outline the communication plan for the organization. The committee members will start to share why the move is necessary and define any cultural changes in the organization as a result of the move.
The move excitement builds as you get closer to move day. This is a great time to start rolling out the move plans and relocation trainings with impacted departments. Purge parties can help to reduce excess items from moving to the new space. The Steering Committee should be having weekly move meetings addressing any potential issues with the schedule, construction timelines, furniture installations, or building access. To help reduce anxiety, schedule building tours after your trainings, if possible, to help staff envision themselves in the new space.
Move week can overwhelm even the strongest of leaders. With the right team in place and a clear communication plan you help to alleviate the anxiety for all involved. Take time to review the move checklist with department leaders and communicate times when staff are to leave in preparation of the move. Utilize your move champions to help greet staff on their first day in the new space and celebrate with a welcome party.
For a quick reference download our Communication Plan to help guide your teams to a successful relocation in your organization.
If you are venturing on the journey to relocating your company, click on the video below to learn how to navigate the move process. CBSI has created the Roadmap to Success video to help share 30 years of proven relocation strategies with clients and organizational leaders tasked with managing the relocation process. In 10 minutes, you will learn what steps are involved in pre-move activities, migration planning, move and post move activities. We will also outline successful tips to providing clear and precise communication to your teams.
If the relocation process feels overwhelming, schedule a virtual planning meeting with one of experienced CBSI Project Managers by clicking the link below. We look forward to supporting you navigate the change in your organization.
If you are beginning the process to relocate a business, you know that this is an overwhelming time. With over 30 years of experience in relocating corporate and educational clients, we have developed a “Roadmap to Success” to guide you through our proven technique to minimize disruption during your relocation. As you move through each phase of your relocation check back on this guide to ensure you haven’t missed a critical step along your journey.
If you need more help, check out our Relocation Resource Center that contains guides and checklists to help you make your move.
The beginning steps of the relocation process are critical to your overall success. As you build your stakeholder team ensure that you include leaders who can make decisions along with facilities, IT, and other department managers to help you lead the process. Ensure that you spend time reviewing your existing space to determine what your needs are in your new location and how you plan to maximize the use of your new space. Remember communication is key so start early in planning your meetings and schedule them regularly to stay on track with your relocation schedule.
As you are planning your company relocation ensure that you have developed a comprehensive budget with your leadership team which should include the move coordinator, move company, furniture and infrastructure needs. Ensure that you have a detailed move matrix to reflect all staff and inventory relocating. The matrix will outline the current location of staff and inventory along with their identified location in your new space. A detailed scope of move will also provide you with the most accurate price as you bid out your move to a variety of companies.
As the move is drawing near take time to develop a detailed packing guide with your mover and set multiple training times for staff. Remember communication is key to a successful relocation, so use this time to provide detailed information including an hour by hour plan for what the move day will look like for staff. Once the move is complete, setup a command center to serve is a one stop location for staff to find any missing items or communicate issues that need to be addressed.
For additional details on setting up your relocation click on our Roadmap to Relocation: The “Must Have” Guide to a Successful Relocation.
As Human Resource Managers, we are often tasked with managing the relocation of our company. With over 30 years of experience working with executives to successfully lead teams through relocations we understand the unique role that you have been given and created a plan to walk you through key aspects of the process. Below are three key tips to launching a successful relocation plan.
Whether you are moving 100 or 1,000 staff members, communication is key to a successful relocation project. As you develop your stakeholder committee and relocation plan, focus on “why” the relocation is necessary. Lead with the “why” as you begin communicating the plan throughout the organization. Communicate in real time to give employees updated information, dispel rumors, and answer questions to reduce anxiety. Ensure that your team includes leadership, facilities, IT, and department managers.
Start planning your relocation 6 -12 months in advance for moves larger than 300 staff. Get a qualified team on board including a relocation management coordinator, furniture vendors and a mover. Furniture can take anywhere from 3 – 6months to arrive and install so don’t delay in ordering for your new location!
Developing a detailed scope of work is key to bidding and obtaining the right moving company for your project. The scope will include the breakdown of staff, inventory and infrastructure relocating. The mover price will range from $100 – $150 per person with additional fees for inventory, furniture and warehouse content.
To learn more about how to manage a corporate relocation, check out our latest guide specific for HR managers or visit our resources page for additional checklist and plans.
