Make a Move With Efficiency

Published by Denis Healy on 15 August, 2013

Opportunity – or nightmare? Moving into a new office space can be incredibly costly: many moving consultants estimate that between $400 to over $1,000 per employee is lost during a move, even during one that takes place within the same building.

Opportunity – or nightmare? Moving into a new office space can be incredibly costly: many moving consultants estimate that between $400 to over $1,000 per employee is lost during a move, even during one that takes place within the same building. For many companies, it can be three or four days before their knowledge workers are “up and running”, meaning that for those three or four days a huge amount of work is not completed.

From the physical move to the time taken packing and unpacking, and the time spent searching for files or equipment after the move, an enormous amount of time is wasted and productivity is lost. A few simple measures can help to reduce the disruption.

Moving into a new work environment can be a fantastic opportunity to create new, effective work habits. However, many organisations forget that the groundwork for establishing these habits should be done before you actually move. Setting systems in place and ensuring that you arrive in an organised office saves a huge amount of unnecessary stress and results in substantial productivity gains.

PEPworldwide’s research shows that having the right strategies for maintaining efficiency during a move is incredibly beneficial in terms of reducing downtime, maintaining productivity and ensuring that time is not wasted moving unnecessary items.

Plan and communicate

In a survey of 231 companies of varying sizes, 52 percent said that their biggest problem while moving was insufficient planning. Devoting a certain amount of time to planning and creating a timetable and budget for the move will save you a lot of time and money in the long run. Time management and starting your planning early will help your employees to feel less stressed and more confident in the company’s ability to make a successful transition into a new space.

Planning ahead of time where everything will go in the new office will help to ease any issues on arrival. Labelling everything and either having a floor plan or someone coordinating the placement of everything will minimise confusion and means that vital areas can be set up easily and quickly. Communicating with your staff is also incredibly important. Many companies focus on the “big picture”, instead of realising that the most important aspects of the move are the individuals within an organisation. The move can be quite a personal change for staff, particularly if they have worked in the previous office for a long time or if their commute to work will be increased. It’s essential to support these employees and try to find ways to resolve their issues.

Make sure that everyone knows what their role is in the move and what they are expected to do. Understanding how affected staff will respond to the move and helping them cope with change will help to smooth the transition and solve any problems that may arise. This applies equally to notifying suppliers, clients, service providers and other appropriate parties.

Change of space, change of culture

As mentioned above, a change of office is an excellent way to establish new, improved habits and to create a positive office culture. Developing office protocols around the use of meeting rooms, working in an open plan environment, the new work culture and more will set up boundaries and guidelines from day one, as well as creating an environment in which all employees are comfortable and satisfied.

Paying attention to individuals will also lead to many more benefits than if you treat everyone as one entity. Remember, we all work differently and have specific concerns regarding our individual roles.A move is also the perfect time to improve productivity and efficiency in your organisation, despite all the disruption! By changing people’s environments, you are already breaking many bad habits.

Make sure that you maintain productivity in the lead-up to the move and get everything up and running quickly – this is a great way of instilling positive habits and improving efficiency in the workplace.

Giving your employees personal productivity and efficiency tools to get them started in the new space, and working one-on-one with staff at their own workstations to address individual challenges or concerns, will get employees and your organisation off on the right foot.

You can then use this momentum to kick off a new era of productivity in your organisation.

Packing in efficiency

Cutting down on unnecessary packing saves time as well as the cost of transport, while organising what you pack means that employees won’t be wasting time trying to locate what they need.

Take advantage of the opportunity to get rid of old, unnecessary files and unused equipment. The significance of achieving organisational efficiency is huge – a paperless office can greatly improve personal effectiveness.

Why a paperless office?

Studies show that the average employee spends 4.3 hours per week searching for papers, wasting time and creating stress. Scanning physical files and creating a digital filing system therefore ensures that employees can find files as soon as they arrive at the new space. More significantly, a digital filing system can save you hours of packing, unpacking and re-filing, as well as saving on the costs of transporting a huge amount of unnecessary paper.

MovePEP facilitates this transition to a paperless office by helping you to eliminate 80% of your papers prior to the move. With documents filed electronically for easy retrieval, employees will also save the time spent previously searching for them.

Improvements to organisational efficiency are substantial and translate into real savings: between the discarded paper and reduction in filing space, companies have had direct savings of $668.50 per person. PEPworldwide offers practical and effective solutions to the problems that arise during an office relocation, as well as helping your organisation and the individuals within it understand how to increase productivity and efficiency at the new workplace.

They do this in a number of ways:

  • By helping you to conduct your office relocation quickly and efficiently
  • By getting all your knowledge workers up and running within 45 minutes to an hour of the move
  •  By supporting the transition to a paperless environment, simplifying logistics for the move
  • By creating an information storage system that emphasises easy, efficient retrieval
  • By helping to allocate responsibilities for the move day so that everyone knows what they’re doing
  • By conducting workshops and one-on-one coaching in the office environment to give everyone strategies for working efficiently and productively. This occurs as soon after the move as possible and leads to time savings of at least 1.5 hours per day, per person
  • By helping to establish positive and productive behaviours for the new workplace, therefore creating a new, improved workplace culture.

Percentage of Improvement after movePEP

Percentage of Improvement after movePEP

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workplace efficiency, personal productivity at work, moving offices, office relocation


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