Movers Watch

Employee relocation involves two things: relocating an employee to a different location as a result of a posting/transfer/promotion, or relocating multiple employees, whether as a project team, or while relocating the whole office, employees included. Whatever the case, you as an employer need to make sure that the move goes as smoothly as possible. There are some things you can do here to help the employee(s). I will use ‘employee’ in writing but consider it ‘employees’ wherever applicable.

First and foremost, inform. Tell your employee about the transfer giving him/her enough time to prepare for the move. Also, communicate with your employee and clear any doubts that they might have regarding issues like long-term job security at the new location. Additionally, prepare a small guide for your employee, especially in case of full office moves. It should include information on how to pack, what to pack, moving kids, moving pets, changing address and other related issues. This will save a lot of time and effort on both ends. Also include instructions on what to do before and after the move. Offer pre-move visits to the new location for the employee and family to see the place and meet the people around. Also, if you are currently providing accommodation to the employee, you need to do the same further. If not, give them contact details of real estate agents associated with the company, if any. You can offer temporary accommodation as well if required.

If you can, hire a reliable mover for your employee. If you have a business that involves frequent relocation of employees, you probably have a regular mover. It will be easier for the employee to trust the mover if the employer does. Also, it is your duty to bear the expenses of the move. And even if not, if an employee needs financial assistance, help them out. Offer some sort of relocation benefits, if nothing else. Negotiating some sort of concession with the mover shouldn’t be difficult. You should ideally provide career counseling services to help the employee’s partner look for a new job. Provide help in areas like elder care, education and if possible, other services like a doctor.

All this might seem like a lot to do especially since you’re the boss. But keep in mind that to maximize your employee’s productivity, you need to have them in the right frame of mind. For this, you have to support them through the move, otherwise its no use.

Relocating just a house is so difficult, imagine how tough it must be to relocate a whole office. with all the furniture and the equipment and so on. But like all problems, this too has a solution. You just have to do things in a systematic manner and be careful about certain aspects.

The objective is to make the move as convenient and as cost effective as possible. A good thing is to involve your employees. You obviously have to tell them about it, so why not involve some key employees and have a brainstorming session. Hold surveys, ask for their ideas regarding better use of workspace, and reward the best ones. This’ll help save money, and make the employees happy as well (which is important because they’re very much a part of the office that you’re relocating). If needed, negotiate release from current lease of office space.

Take your time, and pick a reliable mover. Along with the mover, pick a good architect or a space planner for proper utilisation of your new workspace. Keep some space for possible future expansion. You never know when you’ll need it, and anyways, having some room for additional equipment or employees is good. Design and plan the new workspace and as that is done, take care of other things as follows.

Take care of the address change through the post office. Also contact the ultility companies to take care of water, power and other services at the new as well as current office (removal in this case). Get custom wiring done for telephone and network services. If you have lots of electronic equipment, you need to have enough power outlets. This done, you can now get to the actual moving of items.

Remove all materials from desks, shelves, drawers and put them safely into cartons. Important papers like cheques, documents etc. need to be carried by you. Of course, do some sorting and get rid of the extra paperwork. The movers will not assume responsibility for these. Cabinets don’t have to be emptied before moving, just locked properly. Coming to the electronics, all equipment (including computers and other electronic machinery) should be dismantled and then re-assembled at the destination with the help of a professional. other equipment like water dispensers and vending machines should be emptied before moving. If you’re moving any hired machinery, the owner should be informed about it.

This should take care of the basic stuff. But moving an office involves so many small details that all of them can’t be listed here. I will list some of the important ones:

• If buying new equipment, arrange for employee training on the same.
• Get new stationery printed having your new office address.
• Update your website.
• Also update business licenses, insurance policies, tax exemption certificates.
• Hand new passcards or keys to employees.