Office Relocation Risk Management: What is it and Why is it Important?

Are you looking to move offices and need help managing the risks of such a big task? Office relocation can be daunting, but by understanding what risk management is and why it’s important, you will be able to transition your business smoothly and without disruption. 

In this blog article, we’ll break down the concept of office relocation risk management and explain why having a strategy in place will ensure your move goes as smoothly as possible. 

By the end of this article, you’ll have all the tools necessary to manage any potential risks during your office relocation process confidently.

Managing the risks of an office relocation

Relocating your office can seem complicated, but it doesn’t have to be. By taking the time to plan, you can make sure your office relocation goes smoothly.

By following the tips outlined in this article, you can develop a comprehensive risk management plan that will help ensure everything runs smoothly from start to finish.

1. Identify potential risks

Identifying the risks of an office relocation is crucial to planning a successful move. There may be unforeseen costs or delays without fully understanding potential issues such as budgeting, security, logistics, and communication. It’s vital to ensure all stakeholders know the risks and that measures are in place to address them. 

Here are three tips for identifying risks: 

  • Clarify key objectives with all involved parties and agree on time frames, budgets and resources.
  • Identify any potential delays or additional needs while planning the move.
  • Conduct a risk assessment to address potential risks before they become problems.

While each office will have a unique set of risks, here are some common risks associated with an office relocation:

  • Security risks associated with inadvertently leaving documents behind or not packing resources properly. 
  • Staff may be reluctant to embrace a change in environment and feel overwhelmed by the move.
  • A lack of communication could lead to customers not being informed of the address change, which could cause disruption.

2. Budget your costs

Setting a budget is an essential step when relocating your office. Knowing how much you can comfortably spend on moving services, equipment, or other expenses is only possible with a budget. It keeps you on track, so the move stays within your available funds. 

Here are three tips to help you set an effective budget:

  • Calculate all expected costs and add in a contingency.
  • Compare prices of moving services and pick the most cost-effective option.
  • Create a spreadsheet to track your expenditure and compare it against your budget regularly.

3. Create a detailed floor plan

Creating a detailed office floor plan allows you to visualise the office space accurately, consider practical furniture and equipment needs, identify staff requirements and optimise limited resources.

Here are three tips for creating the perfect office floor plan:

  • Measure the area precisely before making decisions.
  • Take time to assess usability, accessibility and health and safety regulations.
  • Make sure to account for future growth and changes.

4. Notify stakeholders of your change of address

Notifying staff and customers of your change of address promptly minimizes the risk of any confusion or disruption to your daily operations. Creating a communication plan and allocating roles and responsibilities will help to ensure a smooth transition.

Here are three tips to consider when informing people of your new address:

  • Use various methods – email, social media, posters, website updates etc.
  • Give plenty of notice so everyone has time to adjust and plan their new journeys accordingly.
  • Ensure your information is accurate and up-to-date – double-check all details before sending communications.

5. Store important documentation safely away

Spending time storing important documents safely will reduce the risk of sensitive information becoming lost or misplaced during a move. You can do this by keeping filing cabinets organised and locked, moving paper documents to secure storage facilities, or digitising them. 

To make the process easier, here are three tips to follow:

  • Label each document clearly with its contents and date.
  • Use encrypted storage devices when transferring digital documents.
  • Opt for a climate-controlled storage facility to ensure documents are protected.

6. Declutter unwanted office possessions

Rather than taking all your office possessions with you, consider what could be decluttered, removed, or recycled. This will help you avoid misplacing items and reduce the physical effort of your overall move.

Here are three tips for effective decluttering: 

  • Ask employees to sort through their workstations and discard old items.
  • Donate unused items that still have life in them.
  • Arrange for proper WEEE disposal for any unwanted electronics.

7. Communicate effectively with employees

Tap into your workforce’s collective knowledge, experience and ideas to help make your office relocation a success. By creating an open communication channel around the office move, employees can inform management about any issues, such as new equipment requirements or logistical difficulties.

Here are some tips for effective communication around an office relocation:

  • Host a meeting or create a survey to gather employee feedback.
  • Open channels of communication using internal email and line managers.
  • Make sure the information you provide is accurate, relevant and timely.

8. Book supplier services well in advance

It is essential to book supplier services and acquire supplies well in advance of an office relocation. Doing so helps mitigate any risk, as it gives you time to ensure that everything is adequately planned and accounted for. 

Here are a few tips to help:

  • Research and compare different suppliers to find the best deal.
  • Check reviews on their services and products, and ask for recommendations from colleagues or friends.
  • Don’t forget to order packing materials like boxes, bubble wrap, packing peanuts, tape and scissors.

Key Takeaway

An office relocation can be a stressful process. However, with the right preparation and execution, it doesn’t have to be. Businesses can minimise risks by setting a budget, communicating effectively, and planning key services in advance. Packing materials and specialist office removal companies are available to assist with the physical move and storage of documents. With adequate preparation, an office relocation can be an opportunity for growth for any business.

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