A company – or branch – relocation can pose huge business challenges requiring careful planning, adherence to legal requirements, logistical scheduling, and effective staff communication for a successful transition.
For businesses that depend on a loyal workforce you’ll want your team to be happy, to settle in quickly and adapt to their new surroundings. This article provides practical advice, legal considerations and tips to encourage a successful move.
By following these guidelines, you can help create a welcoming atmosphere and address any fears associated with the relocation to new premises.
Employer’s legal responsibilities
Before initiating the relocation process, familiarise yourself with the various legal obligations and requirements. The scale and complexity of a move will, of course, be dependent on the size of your firm and the moving distances involved. This article is predominantly aimed at SMEs (small to medium-sized enterprises) moving to new premises, where the daily commute will require a lock, stock and barrel commitment.
Employment contracts
Review employment contracts to determine any provisions related to relocation, such as voluntary redundancies, travel reimbursement policies, notice periods, or clauses requiring employee consent. Ensure you are operating within employment laws concerning equal opportunity and anti-discrimination.
Effective communication
Transparent and timely communication is crucial in preparing employees for a big relocation. Use the following strategies for effective communication:
Early announcement
Provide advance notice of the relocation to allow employees sufficient time to adjust and plan for the change. Parents may need to apply for school places closer to the new office, and possibly relocate themselves and elderly parents too. The upheaval of moving house is one of life’s most stressful pinch points; add in relocating your job to a new town with a new office too and the stress levels are magnified.
Staff meetings
Organise companywide and individual meetings to address everyone’s concerns, clarify the reasons behind the relocation, and provide an opportunity for questions and answers. Some people will prefer group sessions where they can listen to other’s points of view and their similar questions, while some employees will value an opportunity for a one-to-one conversation.
Regular updates
Establish a communication plan to keep employees informed about the progress of the relocation, including milestones, timelines, and key contacts.
Relocation assistance
Helping employees to navigate the relocation process can ease their concerns and ensure a smooth transition for them and the business. Consider the following measures:
Lend a hand
Offer comprehensive relocation packages that cover expenses such as moving costs, temporary accommodation, transportation, and related expenses.
Moving house
Help employees to find suitable housing near the new location. Collaborate with local estate agents or specialist relocation services to offer guidance and support. Employees will appreciate your concern and may also need a hand with selling their own existing properties in order to be able to relocate.
Local visits
Arrange orientation sessions or tours of the new location to familiarise employees with the area, local amenities, schools, GPs and potential recreational opportunities.
Not everyone will wish, or be able to go with the flow, don’t take it personally.
Team Building
To encourage collaboration and foster a sense of community in the new location, implement the following strategies:
Social events
Plan team-building exercises, social gatherings, or off-site retreats to help employees establish connections and build relationships with their new colleagues.
Collaboration
Promote working together and collaborating across departments by organising joint projects or cross-functional teams. Encourage employees to share knowledge and expertise.
Networking
Establish committees that facilitate knowledge sharing and community engagement. Supporting a charity close to employees’ hearts often helps to draw people together with a common bond.
Welcoming atmosphere
Creating a warm and pleasant environment in the new location is essential to alleviate fears and concerns. Consider these tips:
Welcome folders
Prepare helpful welcome packs for relocated employees, including information about the new building, local amenities, nearby restaurants, and relevant contact details. Add in fun stuff too about walks, parks, pubs and pools, etc.
Buddy System
Assign a mentor to relocated employees who can provide guidance, support, and assistance during the initial transition period.
Relocating your employees involves careful planning, legal considerations, and effective communication. By providing comprehensive support, fostering collaboration, and creating a welcoming atmosphere, you can help to ease many fears associated with the relocation process.
Remember that open and transparent communication is key to addressing concerns and ensuring a successful transition for both the employees and the organisation. Moving an office is a large and complex task, and many companies employ the services of professionals to help ensure employees have a good experience and stay engaged.
At ER Logistics we’re always happy to discuss your ideas and plans for a move, and our team is looking forward to being of assistance with any upcoming relocations, wherever you’re headed.
