For a company, relocating is always a risky undertaking that should never be improvised. It’s essential to manage the transition from both a business and operational perspective, while also taking the social aspect into account. This is especially true when the company is moving outside its current geographic area. To prepare your employees for your company’s move, you must inform them as early as possible and communicate with them throughout all the preparatory stages. How can you get your teams on board with the move? Here are some tips to help you prepare your employees for the changes ahead as your business relocates to new premises.
Relocating a business: a change that can be more or less significant depending on the circumstances
There are several reasons why a company might want to relocate:
- a need for space to accommodate new employees or expand your production;
- finding a more suitable location or the need to move closer to your partners;
- company takeovers or business combinations;
- a reduction in budget requiring the use of less expensive office space...
Depending on the situation, the decision to relocate may be easier or harder for teams to accept. You should therefore plan as far in advance as possible and prepare your staff for the move as early as possible. If your locations are geographically distant from one another, you may also need to handle terminations of employment contracts. Before taking any steps and actually proceeding with the move, you should therefore carefully weigh the pros and cons and, in any case, consult your works council.
Essential consultation with the company's Social and Economic Committee (CSE)
As with any project affecting employees' working conditions, the company's Social and Economic Committee (CSE) must be informed of any move. For CSE members, this means :
- to give their opinion on the relocation project;
- anticipate the consequences for staff, particularly in terms of mobility;
- ensure that future premises comply with workspace layout rules (dimensions, temperature, lighting, etc.).
To avoid having to deal with a labor dispute, it is necessary to obtain the CSE’s opinion on the relocation plan before any decisions are made. It is also advisable to involve the CSE in the search for and selection of future premises to facilitate the process and ensure staff support for the project.
Preparing teams for the move: a genuine change management approach
Once the decision to relocate has been made and you’ve found a new location, it’s essential to secure your employees’ support. This requires effective communication, involving teams in the company’s decisions, and a well-organized plan with clear instructions to facilitate the coordination of operations.
Communicating throughout the move preparation and implementation phases
Some employees may view a company relocation as a threat. The most common concerns include:
- the distance between their home and their workplace;
- moving from partitioned offices to open space;
- the option to work remotely or not…
This is why any relocation project must be accompanied by a specific communication plan aimed at employees. The earlier employees are informed, the more likely it is that they will be involved, and that any problems will be detected and resolved as soon as possible. To do this, you need to start by identifying the psychosocial risks of the project, and be able to argue to put the consequences into perspective or find solutions. Be prepared for objections and show understanding by seeking solutions to concerns.
The means of communication used can be diverse and will depend on the size of the company:
- photo distribution ;
- presentation of plans and 3D models;
- creation of an intranet, an internal newsletter...
Involve employees in the relocation project from the outset
To obtain staff buy-in, we recommend :
- organize site visits as soon as the new premises are acquired, but also during the fitting-out work;
- to set up suggestion boxes and votes concerning elements of the project that directly concern employees (for example, on the subjects of furniture and organization of break rooms, the catering room, a company crèche, etc.);
- plan events to present the project and welcome visitors to the new premises once they've moved in.
Set up clear procedures to facilitate operations
A few weeks before the move, you're going to need the help of your staff to pack boxes and organize the transfer of files and furniture. Be clear about what you expect from your staff, and provide them with a precise roadmap to facilitate coordination with the removal teams.
The aim is to ensure that your teams feel supported right through to the move to the new premises. Everyone needs to know exactly what they need to do in preparation for the move, and when they need to be ready to facilitate the movers' intervention.
If necessary, plan various steps to facilitate the transfer on D-day. For example, archives can be inspected in advance, so that they can be destroyed before the move. Files to be preserved can also be processed in advance of ongoing business. In the case of subcontracting, it's important that coordination between the various parties involved runs as smoothly as possible.
In addition to informing your staff about the move, you also need to plan as far in advance as possible how you are going to communicate with your employees to prepare them for the change. This is no mean feat, so it's in your interest to free yourself from purely logistical tasks and devote yourself fully to this social aspect of the move. If you have decided to entrust your company's move to a mover, remember to specify in your specifications your need for advice to coordinate the preparation work with your teams. Les Gentlemen du déménagement can also advise you on the personnel information you need for the move. To find out more about the services we offer for corporate removals, please contact us!