By Reagan Nickl
Enterprise Customer Success Senior Manager
SpaceIQ

An office is by no means a stationary space. In fact, a good office is one that’s always moving. Today’s modern workplaces are in constant flux thanks to agile work environments, activity-based working and spaces, hot desks, and the consistent ebb of a growing business. As a result, people are always on the move. With all of this activity, it’s critical to have a move management system in place.

What is move management and what does it mean? Move management is about coordinating the phases of a move to ensure seamless execution, regardless of the scale. This includes pre-planning, task delegation, move execution, settling, and finalization.

Having a robust approach to move management will reduce obstacles when moving and keep operations flowing—whether you’re reorganizing a department or occupying new facilities.

Types of office moves

There’s a grand scale governing office moves. Moving a single employee from one location to another is a simple form of moving; moving your entire business from one location to another is about as complex as it gets.

Beyond one-to-one moves, things can get even more complicated. Try moving Accounting into Marketing’s space, while combining Marketing and Sales in a single space—all while making Accounting’s old space your new presentation area. There’s a lot to juggle!

And, let’s not forget about everyday interoffice moves. Collaborative spaces such as  conference rooms and activity-based workspaces may see different groups moving in and out all day. These moves are permanent, but they’re moves that need management nonetheless.

Even hot desking can be a form of moving, since it requires a similar type of oversight. Planning and coordination means avoiding sitting two people at the same desk or putting two incompatible workers in the same confined space.

To help facilitate a move, we created a move management checklist that will help you get a handle on the scope of your move and the many little things that must be taken care of for a successfully move.

What is move management?

What all moves have in common is the fundamental need for order. The more planning you do for a move, the fewer issues will arise. For example, forgetting to update the company directory after an employee move can be trouble, just like forgetting to delegate phone network setup after an office shift will disrupt operations. In both instances, move management is critical.

At its core, move management is an adapted plan that meets the needs of a specific relocation. It involves identifying the entire scope of work (before and after), delegating tasks, and making sure there’s a process for everything.

Managing a move the right way

So, how does move management work? Well, it’s a process that demands foresight. Here are the critical steps to keep in mind when planning a move:

  • Identify basic goals and a timeline for your move. An oversight team can help set objectives for the move and what to consider from an employee perspective
  • Thoroughly plot the plan for both spaces—the one you’re leaving and the one you’re moving to. This includes generating a layout, understanding how it will be staffed, and managing the intangibles
  • Detail the move itself—the tasks leading up to it, the move, and the timeline after the act is complete. Set parameters for moving to ensure things stay on track. Logistics oversight is the most critical part of any move, big or small.
  • Communication is essential. Make sure everyone involved in the move is privy to the information at the level they need. For example, department heads need more information than general employees, but all need to be on the same page about the expectations for the move.

Also, keep in mind, SpaceIQ has compiled a guide to relocating employees that details the critical steps of a move and how to properly plan for them. Check out this guide for detailed information about planning. We make it easy to get ahead of a move.

Facilitate moves through software

Something as complex and critical as a move can’t be handled through email or planned in scattered notes from multiple meetings. It demands a centralized mission control. That’s where move management software comes in.

What is move management software? In a nutshell, it’s a platform designed to accommodate all the nuances of a move—from planning the timeline to collaborating with stakeholders. Everything is centralized so there are no gaps in communication or shortcoming in the move plan. Everyone is on the same page at all times, fully apprised of next steps. From floor planning to checklist delegation, everything is consolidated for the sake of a smooth move.

Good move management software does more than centralize everything. It also saves time, creates accountability, improves oversight, and minimizes errors. When everyone is on the same page and all variables are accounted for, there’s fewer chances of something going awry.

Making moves the right way

As movement and relocation become commonplace in the modern workplace, a good system for move management becomes more essential. Whether you’re scaling up or shuffling a few employees around, a centralized, flexible system of management will make all the difference in squaring everything away.

If the purpose of a move is to be accommodating to your employees, a system for move management is the way to prevent disruption. You may not be able to avoid moves, but with the right system in place to govern them, they won’t seem as daunting to undertake.