As an HR professional, you play a critical role in making a move as smooth and straightforward as possible. You have a big job, but don’t panic. You also have the skills and education needed to execute it.
If you need some additional guidance, this guide is for you. Below, you’ll learn some practical strategies you can implement to support your employees and set them up for a successful, low-stress transition.
Preparing for the Move
One of the most important aspects of supporting your team during an office move is to give them ample time to prepare. They need time to consider how the move will affect their family, their commute, whether they need to look for a new place to live, etc.
These tips can help you prepare your employees for an upcoming move:
Make the Announcement Early
Once you’ve solidified the move and know where you’re going, share the news with your team.
Don’t leave them guessing or paranoid about what the future holds. Let them know what’s happening and who is coming with you to the new location.
Create and Share a Timeline
Along with announcing the move, creating a detailed timeline and sharing it with your employees is essential. They need to know how long they have to pack up their belongings, prepare to start working in a new place, and budget for moving expenses.
Introduce Employees to the New Space
Get your employees excited about the move by introducing them to the new office. If it’s nearby, take them there for an in-person visit. If that’s not possible, share pictures or videos.
Hire Professional Movers
To alleviate your employees’ move-related stress, consider hiring professional movers. They will help transport items from one place to the next and reduce the amount of heavy lifting your team has to deal with (on top of all the other moving tasks they have to complete). It’s important to let them know, however, that moving expenses are no longer tax deductible for most people.
Settling into the New Location
Support doesn’t end when you and your team move into the new office building. Your employees still need guidance and assistance as they get used to their surroundings.
Utilize these tips during the onboarding process to help everyone settle in:
Give them plenty of time to get used to the new area.
Consider being less strict about promptness during the first few weeks as employees adjust to their new commutes, find parking, etc.
Talk to managers and team leads about lightening employee workloads during the first few weeks to help them avoid overwhelm.
- Check in often to see how employees are settling in and enjoying the space
- Let employees know they can reach out to you at any time with questions, concerns, etc.
- Make sure you continue to uphold your company’s mission and values throughout the transition, too.
- Say your business values things like inclusion, teamwork, or positivity. In that case, do your best to embody those values to maintain morale and contribute to a positive culture.
Providing Emotional Support
As an HR professional, you’re often one of the first people employees go to when they need emotional support or are struggling in the workplace.
You may notice an uptick in the number of people who come to you for help after the move. Here are some steps you can take to ensure they feel seen and heard:
Acknowledge the Difficulty of Moving
Acknowledgment and validation can go a long way when it comes to supporting your employees.
Don’t dismiss or diminish your employees’ stress or concerns about the transition.
If someone tells you that they’re worried about something or aren’t happy with the move, acknowledge their feelings and let them know that you understand where they’re coming from. Those actions alone can make a move more manageable for a lot of people.
Watch for Signs of Emotional Distress
Your employees might say they’re fine, but their body language and behavior may tell a different story. As an HR professional, it’s up to you to watch for signs of emotional distress and address them as soon as possible.
Here are some of the most significant warning signs to keep an eye on:
Changes in mood
Changes in body language (tense shoulders, tension around the mouth and jaw, frequently crossed arms or clasped hands)
Difficulty completing tasks (especially when this hasn’t been an issue previously)
Often seeming distracted or disengaged
Frequent lateness or absences
Don’t punish or belittle employees exhibiting these signs. Instead, let them know that you’re concerned and talk to them about potential solutions.
Be More Flexible
When employees are struggling with heightened stress and anxiety around a move, it’s not the time to pile extra tasks on their plates.
If possible, be more flexible during the transition period and allow team members a bit more wiggle room. Of course, you still need to make sure customers and clients are happy, but those outcomes shouldn’t come at the expense of your employees.
Share Mental Health Resources
Make sure your employees know about the mental health resources available to them. Examples might include access to counselors or mind-body solutions like yoga and meditation classes.
Offer Family Support Services
Talk to your team about resources for their family members, too. If their family had to relocate for the move as well, they might be struggling with stress and anxiety as well. Research therapists, support groups, and other options in the area and share them with your team.
Remain Open to Feedback
Finally, let your employees know that you’re always open to feedback and suggestions.
Encourage them to share what they like and dislike about the current office setup and be willing to make adjustments when possible. Consider placing a suggestion box outside your office, too, so they can leave comments anonymously.
Final Thoughts
Moving to a new office location isn’t easy, but it’s worthwhile for the long-term success of your business. Use the guidelines discussed above to support your team through the transition and help them get settled as quickly as possible.
