Office relocations can be stressful for employees trying to navigate changes to their job areas and work routines. But the anxiety and strain don’t always end once an individual’s new workstation is ready. Everything from shared resource availability to personal comfort can be issues after a move. If these problems and gaps aren’t addressed in a timely manner, employees may find it challenging to be productive and they might develop negative perceptions of the initiative’s outcomes.
Project teams can head off customer satisfaction concerns and ensure happier workers by leveraging some key strategies to make the post-move period productive and pleasing.
Keep two-way communications going
Develop clear timelines and milestones not only for the move process but also for the weeks or even months beyond. Communicate regularly with those preparing to relocate as well as everyone who’s already in their new spot. Something as simple as knowing when the area will be assessed for post-move punch list items can help employees feel comfortable that issues are still being handled rather than forgotten or ignored.
The use of multiple communication channels—email, virtual meetings, in-person discussions, intranet pages with progress reports, etc.—can be important for maintaining connection with affected workers after relocations are complete. No matter where staff end up, they can continue to participate in the project, offer input, and receive updates. If work groups or departments are split for different move dates, be sure to provide ongoing updates on time and any changes to the schedule so individuals who have already moved know when their colleagues and collaborators are set to relocate.
Prioritize employee well-being
After employees move into their new office locations, follow up to ensure their workstations offer proper ergonomic support for long-term use. At the same time, connect with employees with special needs and determine if there are any accessibility or other considerations that still need to be addressed. Look at shared spaces, too. Conference rooms may need additional chairs, or office supply closets might require more shelving to accommodate increased use. Because seasonal changes can have a big effect on everything from the availability of natural lighting to temperature shifts, check back with users in several months to address any new needs or issues that may crop up.
Several weeks after the move, loop back with employees whose commutes were significantly affected. Confirm they know about available resources—subsidized public transportation tickets or parking passes, for example—and ask if they’ve encountered obstacles in signing up for them. Consider establishing an intranet page to help new-to-the-area workers, where people can connect for things like carpool opportunities, advice on local eateries, and nearby daycare options.
Monitor engagement
Conduct surveys after the moves are done. A short series of questionnaires distributed over a few weeks or months can help capture issues that weren’t noticed or addressed during the relocation process, as well as anything that comes up after employees have had some time to use the space. Passive feedback channels are another good way to gather ongoing suggestions or requests. Regular check-ins with team or department leaders can further facilitate post-move support and surface issues across entire groups.
Remember that the first weeks in the new space are crucial for setting the tone. Focus on creating positive first impressions and addressing issues quickly to boost staff morale and enthusiasm. Project teams should also empower workers to take ownership of their new space and make it both comfortable and efficient. Actively engaging employees once their move is complete will help to maintain customer satisfaction and it fosters goodwill that can provide a good footing for future projects.
PMAlliance, Inc uses a team of highly experienced and certified professionals to provide project management consulting, project management training and project portfolio management.