Office space FAQs: How can HR support a smooth office move?

When it comes to planning an office move, there’s a lot more to consider than just the logistics of the move itself. Sure, you’ll have to think about the number of desks you’ll need, and (in some cases) how much your office fit out will cost, but there’s also team dynamics, company culture, and employee wellbeing to take into account.

In these respects, the role of HR in an office move is often underestimated — let’s look at what your HR team can do to make your office move as smooth as possible for your employees.

1. Maintain open communication with employees

• Announcing the move early: As soon as the office relocation is confirmed, share the news with employees. It’s important to be transparent about the reasons behind the move and what they can expect from it. Most of the time, moving to a new office means moving to a new location. With this in mind, employees need as much time as possible to rethink their commute, and some will inevitably have to reconfigure childcare arrangements accordingly. It’s also a good idea to let clients know you’ll be moving, especially those who are in the office regularly.
• Providing regular updates: You can keep employees informed by sending emails as the move progresses. Some companies hold meetings to make sure everyone’s on the same page about the relocation.
• Addressing employee concerns: Many worry they’ll have issues getting to work — does the new office have good public transport links? What’s the parking situation like? Are there shops nearby? Questions like these are common, and though they can seem trivial, uncertainty can be a source of stress. Addressing these concerns directly can help employees feel more confident about the move.
• Giving your staff a say: Collecting feedback early on — by means of a focus group or survey, for example — is a great way to determine what your employees would like from their new office space. By involving them in the relocation process, you not only make them feel valued but also gain insight into their needs and preferences. This could range from the layout and design to things like noise levels, breakout areas, and even the type of technology available.

2. Highlight the benefits

A crucial part of planning an office move is considering how the relocation will positively impact your employees — and letting them know! Naturally, each member of staff will be affected differently. However, moving to a more central location, for example, typically reduces the time it takes to get to work (often making it cheaper too), provides more lunch options, and offers proximity to things like gyms, restaurants, and bars. It’s the job of HR staff to explain to employees the many benefits an office relocation can bring.

3. Offer support during the move

One way in which HR teams can support employees during (and after) an office relocation is by offering increased flexibility to work from home. This can be particularly beneficial for neurodivergent employees who may struggle with change, or parents juggling full-time work and childcare arrangements.

Alternatively, giving your staff the opportunity to take part in wellness sessions (like yoga or meditation) could be a good way to reduce feelings of stress and anxiety about the office move. A free welcome breakfast might also be a nice way to welcome staff back to a new space without it being too overwhelming.

4. Plan ahead

Depending on whether you’ll be relocating to a serviced, managed, or leased office space, if you’re in charge of coordinating your team’s office move, you’ll have to think about employee keycards, meeting room credits, and seating arrangements. Will employees have their own desks, or will there be a hotdesking policy in place? Will areas of the space be shared with other companies? These are all things to consider.

In terms of the logistics of the move, here’s a list of questions for HR teams to take into account to make sure they’ve got a good idea of what will be happening and when:

     1. Has the lease been signed? When will this take place?

     2. Has the office move-in date been confirmed?

     3. When will be employees’ last day before the move?

     4. When will staff be expected to clear their desks by?

     5. Will all teams (e.g. marketing, sales, project management) be required to relocate on the same day?

Staggering the move could reduce disruption to usual business operations.

     6. Do employees have access to parking facilities?

     7. Do employees have the new office address? 

Providing this in advance will ease the transition.

We tend to advise that you start getting this information together 3 to 6 months ahead of your office move.

There’s lots to consider when it comes to planning an office move, and we hope to have showcased here the importance of your HR team or representative during that process. Careful preparation is crucial, both to keep your appointed office relocation team on track, and to ensure the wider team is kept in the loop.

Involving HR in your planning from day one means employees — the lifeblood of the business, and those who’ll be impacted most by the move — will have the opportunity to contribute directly to the office redesign or relocation process. At the very least, your whole team will be well aware of changes set to take place.

Still not sure where to start? Our founders have been in the game for over a decade, and are on hand to help you navigate your office move with confidence and ease.

Give us a call on 020 8588 9876, and we’ll talk you through how involving your HR team can make a real difference to the office relocation process.