As organisations adapt, grow and change strategic direction, there will invariably come a time when an office relocation is necessary. These types of large-scale changes can be met with equal amounts of excitement and apprehension from leadership and the wider team, which is why HR – being the pivotal function it is – must be at the centre of its execution.

Office relocations can be complex and challenging, but when executed correctly, they can unlock a whole host of benefits and optimism that can influence a company’s upward trajectory. The key is to strategise so that an organisation’s office move doesn’t negatively impact employee morale, productivity and business operations, which, if you have cultivated a resilient workplace culture, will be made easier.

As an HR Director or Senior HR Manager, your role in orchestrating a seamless office transition is vital, where you can effectively manage and oversee a process that is non-disruptive and empowering, rather than disorderly and distracting. This article delves into the key strategies for HR managers to consider when planning and executing a successful office move.

Strategic Planning is Key to Directing the Move

As an HR leader or manager, your involvement should begin at the early planning stages of the office relocation process. Collaborate closely with senior management to understand the factors that are driving the move, whether it’s to do with optimising costs, space, locality or technological resources. These factors will allow you to understand what new available office spaces can accommodate, and ensure they align with the business’s broader goals.

Start by conducting a comprehensive assessment to evaluate:

• Current and future space requirements
• Technological infrastructure
• Proximity to clients and suppliers 
• Environmental factors
• The impact on commuting for staff

Use this information to identify the most appropriate office space to move to, along with an ideal relocation timeline. Liaise with estate agents for new premises to identify the most appropriate and realistic timeframes, while liaising with senior management about offers, cost optimisation, and contingency plans. This process will likely take several weeks, but your involvement will be critical at every juncture, creating a point of communication between all relevant parties.

Your role may extend to include preparing the current premises for sale or rent, and thus, promoting it on relevant portals and websites to attract future tenants or buyers. If this is the case, ensure that your listing reflects the business well and highlights its key perks and features, using professional interior architectural photographs and enlisting another commercial estate agent to facilitate the purchase or lease. 

Maintain Transparent Employee Communication

During the office relocation process, employees will regularly consult with you regarding the status and expectations of the move. Maintaining unambiguous communication throughout the move will prove vital.

Make sure you inform employees about the impending move as soon as the decision is finalised to set expectations at an early stage. Use this time to address any concerns or questions they may have, quelling any rumours that may have arisen. Consider delivering regular progress reports through various channels like emails, team meetings and so on.

Extend opportunities for employees to voice concerns or ask questions directly to you, as they may be hesitant about such a move and how it affects their commute, work-life balance and overall job satisfaction. Moves that significantly impact commutes will need to be addressed directly with such employees who are affected, perhaps including extended remote work time, relocation packages or commute subsidies. One-on-one meetings with employees who are significantly impacted by the move will be key in addressing and alleviating any concerns. 

Effective communication must also be positive, where the new location and impending move can be highlighted as an exciting new opportunity. Use the relocation as a chance to discuss new growth plans, improved amenities and facilities, and access to a variety of other perks that may not be present in the current premises.

Legal and Compliance Considerations

Office relocations often require a handful of legal hoops to jump through from an HR perspective. 

Ensure that any employment contracts reflect the new workplace location and any changes in terms, while also remaining cognizant of any new workplace risks which may be present in the new location. Conduct a thorough risk assessment of the new premises and implement any necessary safety measures. 

Furthermore, when transferring sensitive employee and customer data stored on native servers to the new location, ensure that everything has been migrated securely and safely.

Logistics and Workspace Planning

The HR function is responsible for ensuring any workplace meets the needs of its organisation’s employees. While the physical aspects of the move can often be trusted by professional FF&E (furniture, fixtures and equipment) service providers to manage office asset relocation, HR managers must also consult with other departments and personnel to ensure everything works as expected.

For instance, collaborating with office designers and decorators will help ensure the new environment is aesthetically pleasing and ergonomically functional. Any issues addressed at the viewing stage – from plug socket installations and appliance upgrades to flooring and furniture fit-outs – can be proactively mitigated before the move to ensure it is fit for purpose. Consulting with various tradespeople to handle various tasks ahead of the move will ensure it is ready to use instantly. Working with IT to confirm any technology integrations are applicable in the new space will also prove key.

A further important consideration is being able to make sure that the new office space is accessible to all employees and visitors, including those with disabilities. Installing stairlifts or elevators will need to be considered a priority, especially in such cases where office attendance is more frequently mandated.

Post-Move Evaluation and Adjustment

HR’s role doesn’t conclude once the office relocation has been completed – far from it, in fact. 

It’s up to HR to collect employee feedback on the new office environment and address any concerns promptly and proactively. Not every employee will be as receptive to the move, particularly if they have created a routine and commute schedule that works for them, so ensure that they feel listened to. Employee retention is a current and growing concern for organisations, with three in four organisations neglecting employee morale. It’s essential that this doesn’t take a backseat. 

As such, take suggestions on board and be prepared to make reasonable adjustments based on employee feedback and observed challenges. 

Continue to extend support and mentorship services, whether that comes in the form of counselling, one-to-one sessions, or more frequent flexible working arrangements to keep their work-life balance in check.

Successful and seamless office relocations require careful, methodical planning, clear communication, and management of several legal and logistical aspects. As an HR leader, you will be well versed in this terrain, but it’s important to maintain control over these aspects confidently and assuredly to ensure an office move feels natural and progressive as opposed to disruptive and problematic. 

Implementing the strategies above will allow you to transform a challenging endeavour into a positive, empowering experience that can breathe new life into your workforce and position your organisation for long-term success and fulfilment.