Office move management 101

When moving offices, there’s a lot at stake. One missed deadline or overlooked detail can throw the entire process off track, leading to costly delays and frustration. Luckily, there’s a whole process dedicated to making a relocation smooth and efficient: move management. 

In this post, we’ll break down the move management basics and share a few strategies to help you keep your team on task, minimize business disruptions, and prepare employees for their new space.

What is office move management? 

Office move management involves overseeing a company’s transition to a new location to minimize costs and disruptions. It includes detailed planning, managing logistics, and efficiently handling everything from equipment relocation to workspace setup. A solid move management plan helps prevent wasted time, costly disruptions, and negative impacts on employee experience.

There are several stages of office move management: planning and team alignment, preparing employees for the transition, and making post-move optimizations. Technologies such as a workplace platform can help with each stage, offering real-time space utilization data for layout planning and improvements, and providing employees with tools to navigate the new environment.

How does office move management work?

Office move management is simple in theory, but in practice, it involves navigating a complex web of logistics, coordination, and unexpected challenges. Below we’ll break down exactly what goes into it.

• Assessment of current and new spaces. The process begins with a thorough evaluation of both the existing and new office spaces. This includes understanding space requirements, identifying potential challenges, and planning for the efficient use of the new workplace.
• Development of a detailed move plan. Then, you create a comprehensive plan that includes timelines, responsibilities, and key milestones. This plan serves as the roadmap for the move, ensuring every aspect is accounted for and nothing is overlooked. Including a mock moving day in your plan can be helpful where key items are packed and moved to test efficiency.
• Coordination and communication with stakeholders. Throughout the process, clear and consistent communication with stakeholders is crucial. This involves keeping everyone informed of progress, addressing concerns, and making sure folks are aligned with your goals and plans. 
• Execution of the move. At this stage, the move is in progress. Sticking closely to the plan is key, but staying flexible and troubleshooting in real time is just as important. This will ensure that any hiccups are quickly addressed, keeping the move on track.
• Post-move support and iterations. After the move, focus on using data to enhance the new workspace for employees. Gather feedback and analyze space utilization data to identify areas for improvement. This allows for adjustments to your space that better meet employee needs.

5 strategies for a seamless move 

There are lots of ways you can approach your workplace move. Here are a few strategies you can try that will help streamline the process and make the transition as smooth as possible.

1. Upgrade and consolidate your workplace systems and tools

Use the move as an opportunity to improve the employee experience by upgrading to technologies that play well together. For example, if folks have to sign into the workplace manually, look for a workplace platform that integrates with your access control and Wi-Fi systems to automate this process—saving your people time—and improve the accuracy of your occupancy data. 

2. Include employee representatives on your move task force team

Looping a few employees into the planning process will ensure a smoother transition and help to secure buy-in from the folks who’ll be using the workplace. Their insights can offer valuable perspectives on how the new space will be used and highlight any potential issues. This will focus your team’s efforts on creating a space that your employees will find valuable.

3. Use existing workplace data to predict and mitigate potential challenges

For instance, analyzing peak usage times and traffic flow helps you spot potential disruptions. This will allow you to plan the move around busy times of the day or year. It will also enable you to spot popular work areas—such as large meeting rooms and phone booths—so you can prioritize these critical spaces for a smoother transition.

4. Share a detailed map of the new workspace with employees

Do this before the move so folks can get familiar with the layout. Ideally, this workplace map should be searchable and accessible via web and mobile, making it easy for everyone to use. Include key areas like meeting rooms, restrooms, and break areas, along with notes on new features and amenities. This will help reduce confusion and get employees excited about the new location.

5. Assign a “move ambassador” from each department 

Each ambassador can serve as the go-to person for any questions or concerns employees may have regarding the move. This will help communicate updates and troubleshoot issues, ensuring employees have a reliable point of contact and that problems are resolved quickly.

What to look for in office move management tools 

If you plan to adopt new tools to help manage the move, choose ones that provide long-term value for your organization. For example, since access to accurate workplace data will be critical to the success of the move, look for technology that consolidates your data into a single platform. This will give you key insights into how space is used so you can plan the layout of the new location.

You’ll also want to look for employee-friendly tools that folks can use to adjust to the new environment. For instance, interactive office maps and workplace ticketing systems can help employees navigate the new workplace and report issues that need your team’s attention. Finally, be sure your new technology integrates with workplace tools your team and employees already use. This will save time on training and allow everyone to focus on a smooth transition to the new space. Platforms like Envoy provide an all-in-one solution for your workplace needs, checking all the above boxes and making the move smoother and less stressful for everyone.

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Are you preparing for a workplace move? Check out our website to learn how Envoy can help you get the most out of your new space.