An office relocation can be perceived as a major change and upheaval for staff, which in turn can create a general feeling of unease, fear over job security and even decrease levels of productivity.

Business owners, and in particular HR Managers, need to be aware of their responsibilities to inform and reassure staff, and create a positive attitude towards the relocation to enable staff to remain productive, support the project, and feel valued.

Below are some ways you can practically help to support staff through an office relocation:

Communicate consistent messages

Companies choose to relocate for a variety of reasons, expansion, downsize, merger, costs or simply the need for a better location. Whatever the motivation is behind the relocation, make sure that what you tell staff is consistent and emphasises the benefits of what the new office will bring.

Provide enough Information

If staff don't know what's going on, they're likely to feel unsettled, and a negative atmosphere will soon prevail in your office. Provide as much information about the move as possible, as and when details are finalised. Announcing new seating arrangements, packing schedule, new office facilities and details about any new technology will help them feel informed, engaged and excited about the prospect of a new office.

Provide a Move Day Schedule

If you are moving and/or packing during working business hours, staff will need to know what's expected of them. Is it "business as usual"? Should staff pack their own desk items? Will there be an alternative location from which to work during the relocation? All this information needs to be provided so that staff can alter their work schedule and rearrange client meetings to accommodate the move.

Staff Training

If you are planning on upgrading any IT equipment when you move office, staff need to be familiar with it and trained prior to the relocation. This will help staff to feel at ease with it before they get to the new office and also helps business to resume seamlessly and quickly following the move.

Manage Expectations

Clear and consistent communication with staff will help to manage expectations and maintain productivity before, during and after the relocation. Be careful not to give any false hope or expectation to staff about what the new office will bring, as this could lead to disappointment and low morale. Display as many visuals of the new office on your notice boards, intranet or via email of location maps, photos, new floor plan, facilities and amenities so that staff have a realistic expectation of what the new office will mean for them.

Announcing and communicating your office relocation to staff is a vital part of any successful office move. It needs to be carefully planned, monitored and evaluated. HR Managers or business owners may find the free HR Guide to Moving Office helpful from Help Moving Office It looks at practical solutions on how HR needs to play a key role in achieving a successful office move.