Moving, an Efficient and Sustainable Opportunity.

Published by Kathryn Anda, PEPworldwide on 28 November, 2013

From our 30 years of experience and being involved in numerous move projects we have identified the following items as absolutely necessary to execute an efficient move, saving both time and money.

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 feel less stressed and more confident in the company’s ability to transition into a new space successfully.

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 help to cut down on 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 rather than realising that the most important aspects of moving are the individuals within your organisation.

The move can be quite a personal change for staff, particularly if they have worked in the office for a long time or if their commute to work will be increased. It’s important 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 smooth over the transition and any problems that may arise.

This applies equally to notifying suppliers, clients, service providers and other pertinent parties.

Change of space, change of culture

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

Paying attention at the individual level will lead to many more benefits than if you treat everyone as one entity too. Remember, we all work differently and have varied concerns to do with our individual job 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 start them off in the new space, and working one-on-one with staff at their own workstations to address individual challenges or concerns will start employees and your organisation off on the right foot.Then, you can 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 money of transporting it all, while organising what you pack means that employees won’t be running around like headless chickens trying to find what they need.

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

Why a paperless office?

Scanning physical files and creating a digital filing system ensures that employees can find files as soon as they arrive at the new space, so they don’t waste valuable time searching. Studies show that the average employee spends 4.3 hours per week searching for papers, wasting time and creating stress. Even more concretely, it can save you hours of packing, unpacking and re-filing as well as the costs of transporting a huge amount of unnecessary paper.

MovePEP helps with this transition to a paperless office by aiding you in eliminating 80% of your papers prior to the move. With documents filed electronically for easy retrieval, employees will also save two hours a week previously spent searching for these documents. Improvements to organisational efficiency are huge and translate into real savings – between the discarded paper, filing space and space reduction, companies have had direct savings of $668.50 per person.

PEPworldwide can offer a practical and effective solution to problems faced during a move, 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 key 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 allocate responsibilities for the move day so that everyone knows what they’re doing
  • By conducting workshops and one-on-one coaching activity in an office environment designed to give everyone strategies for working efficiently and productively, as soon after the move as possible. This productivity training 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, putting in place a new culture for a new workplace

Article Source:

Moving work places, workplace efficiency, prioritising


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