5 tips for your smooth move with the office

Many companies are currently in a spirit of awakening. New design, new furniture, new electronics - or even a new office. There are many reasons for this, the desire for a contemporary post-pandemic office is obviously a big driver . But also expired contracts, takeovers or restructuring can be reasons for a move with the office.

Are you also facing a corporate relocation? Then there is a lot to consider. To ensure that everything runs smoothly during your move, we have put together some clever tips and tricks for you. A spoiler in advance: the right organization makes everything possible.

Start planning early

There are many things to consider when moving with your office. Planning, of course, is the first priority here. Inform yourself in time with all the requirements that may arise for the move. Who should carry out the move? Do you want to insure your move? Do you need to refurnish your new office or are you taking over old furniture and technology? Does it make sense to test a new room layout or division of departments? Should a modern concept like desk sharing be tried? How can the new workspaces be designed to promote productivity and creativity but at the same time invite a sense of well-being?

As you can see, the list is quite long. Of course, it's important to clarify responsibilities as early as possible. This includes who will take care of the new office design. At this point, might it make sense to talk to a professional interior designer? In addition, it is of course extremely important to deal with budget planning: Should old furniture be shipped or is it perhaps nicer to use the new start for new furnishings? After all, old furniture often doesn't fit into new office spaces either visually or in terms of space - and after several years, it may no longer be up-to-date. In this case, however, high acquisition costs can quickly be a mood killer. There's a simple solution: simply rent office furniture and electronics. Think about whether this could be an option for your office. Not only will you avoid the high investment, but you can even deduct the rental costs for tax purposes.

If you want to keep your old furniture, talk to movers early on and make arrangements for the move. Also, inform all of your company's employees in advance so that there is enough time to sort out and pack up.

A move is also a great opportunity to think about a paperless office. Not only is it environmentally friendly and sustainable, it's often very practical. So talk to your relocation committee about whether folder contents and documents can't simply be scanned and stored in a cloud solution.

Rethink your office concept

Table, chair, monitor - that's it for the workplace? Of course that is possible, but it's even better to think about more. For example: are the departments in your current office arranged in a sensible way? Are the people sitting together who also have many common interfaces in terms of content? One possible concept is, of course, the fabled desk sharing. Desk sharing is especially popular because it allows employees to regroup depending on the focus of topics and projects. This saves capacity in meeting rooms and avoids unnecessary noise - an interesting aspect especially in open-plan offices. The desk sharing concept becomes particularly attractive when employees take turns in the office due to home office, part-time or business trips. This way, no one has to sit alone who doesn't like sitting alone. And vice versa.

No longer an insider tip: Office Cubes for your open-plan office. Anyone who has ever worked in an open-plan office knows that it can get noisy. Offer your employees the opportunity to escape to a place of concentration. Depending on their size, the boxes offer space for one or more people. Perfectly suited for important calls, conferences, presentations or small meetings. But beware - quality is the key here. Because only high-quality and tested cubes guarantee real noise insulation. Our suggestion: the Office Cubes from Sedus, because they really deliver what they promise. Even at a distance of just one meter from the cube, speech intelligibility decreases significantly. Do you want to avoid high acquisition costs, but not do without high-quality cubes? Rent them! With monthly payments, the boxes really do fit into any budget.

There's another aspect you should consider for your new office concept - we'll just say "agile working". What used to be just a buzzword is now a lived reality. Because meetings today are more agile than ever before. For example, think about setting up a Creative Lab in your new office - foldable tables and chairs on casters are suitable for this, as are movable and sliding whiteboards and sofas. Today, dynamic furniture and flexible technologies enable employees to work in a completely individual way. We're sure that this new meeting space will make employees want to come back to the office.

Make yourself comfortable

Hardly any other topic is currently occupying companies as much as this one: How do we get our employees to enjoy coming back to the office? Especially in times with and after COVID, many employees have noticed how comfortable and practical the home office can be. But for a top team spirit, sometimes you simply need personal contact in the office. And not only for that. The quality of meetings can often be improved by sitting face to face in person. This is how spontaneous brainstorming sessions or short updates in the hallway can easily arise. So how do you motivate your employees to prefer coming into the office again? It's simple: make them feel at home. Hand on heart: do you offer your teams enough lounge space to feel comfortable? Do you have an attractive break room with enough seating? Are your meeting rooms equipped with modern technology and comfortable furniture? Often the answer here is "no." But only with office space that feels good do you offer employees good incentives to make the commute. And let's be honest: There's nothing like a good cup of coffee with your favorite colleagues - treat yourself and your team to the right equipment for that. They'll thank you for it, I promise.

Are you looking for the right lounge furniture or high-quality conference electronics? We can help. Take a look at the Podia product catalog.