Office Relocation Communications Plan

Communicating your Office Relocation Plans

An office relocation is a major organisational change. Change can be exicting as well as uncomfortable. Any company organisation an office move needs a clear Office Relocation Communications Plan in order to help staff adjust to changes, get their buy-in and ensure that that the move only enhances productivity - not hampers it.

Here are some points to keep in mind when planning, announcing and communicating your office move to staff:

Get HR Involved

When announcing your office move to staff, it needs to be done by someone who is qualified to understand how the people of the organisation will respond to change and what information they'll need.  So if you have HR department, involve them in the organisational planning of the relocation at an early stage to handle staff issues. 

Communicate Early

All too often, qualified communicators are involved after backlash in in full force, when the leaks and rumour mills are rampant! By communicating with your staff early, it dispells any negativity and ensures that staff don't feel like a mere "after thought"

Be Consistent

Define your reasons behind the office move, write them down and rework the wording so the message is clear and consise.  Give exactly the same message to staff as you would clients so that it doesn't start confusing matters.

Emphasise the Benefits

Staff will want to know what's in it for them and how the office move is going to affect their day-to-day duties. Give them as much information as possible about the new office facilities, location and new floor plan.  If any structural or process changes are taking place in the new office - tell them about it - the office move is then perceived as a progressive stage in a company's development.

Communication Pathways

Use a variety of communication pathways. If you have company intranet, you may wish to put up photos of the new office, progress of fit-out stage, maps and timeframes.  You could even have a countdown to the office move on a daily basis. Don't forget though, that face-to-face meetings with staff (individually or as a team) will allow everyone to ask questions and voice any concerns.

Get Staff Involved

Don't forget to "open up the floor" for staff to put forward any ideas or feedback. Make staff involved a priority, as the more people you have involved in the process, the more enjoyable the project will be for everyone.

For more office relocation communication ideas, download the HR Guide to Moving Office