You can have the most organised removalist, the cleanest IT plan, and a perfect timeline, and still end up with a chaotic moving day if your staff find out the details too late or too vaguely.
Briefing staff on an office move is one of those tasks that feels minor compared to booking trucks and packing boxes, but it has an outsized effect on how smoothly the actual day goes.
Why This Step Gets Overlooked
Internal communication research found that only 23% of employees feel well informed about the reasons behind recent company changes, with another 39% saying they feel ‘not really’ or ‘not at all’ informed.
That’s a serious gap. It means for most companies, the majority of staff are piecing together what’s happening from rumours and half-overheard conversations rather than a clear, direct update from management.
Poor communication during change has real costs too. Research shows 61% of employees have considered leaving a job specifically because of poor internal communication, and unclear updates can drag down productivity by as much as 20%.
Build a Simple Communication Timeline
You don’t need a corporate comms department to do this well. A short, honest update delivered at the right moments works better than one long email nobody reads properly.
First Announcement: As Soon as the Move Is Confirmed
Tell staff the move is happening, roughly when, and why, even before every detail is locked in. People handle uncertainty better than silence. A short message confirming ‘we’re moving to a new office in [suburb] in [month], more details to follow’ stops speculation before it starts.
Second Update: Two to Three Weeks Before
Share the specifics. New address, parking arrangements, what staff need to do with their own desk items, and the actual moving day plan. This is also the point to mention if you’re allowing remote work during the transition.
Final Reminder: A Few Days Before
A short reminder covering exactly what’s expected on the day itself, what time to arrive at the new location, and who to contact if something goes wrong, closes the loop.
What to Actually Include in the Briefing
- The new address and a map or photo if the building isn’t well known
- Parking information, including any permits staff need to organise
- Public transport options if relevant
- What staff need to pack themselves versus what the removalist handles
- Whether remote work is an option during the transition
- A single point of contact for questions, rather than leaving people unsure who to ask
Use a Format People Actually Read
Long emails get skimmed or ignored. A short FAQ style document, even just half a page, tends to get read properly because people can scan it for the specific answer they need rather than hunting through paragraphs.
If your team is hybrid or has staff working different days, consider a brief team meeting or video call alongside the written update. Verbal updates often land better for the kind of practical, logistical detail an office move involves.
Handling Questions and Concerns From the Team
No matter how clear your initial briefing is, some staff will have specific concerns, whether it’s about a longer commute, parking costs, or how the new space will affect their day to day routine. Setting up a simple way for people to ask questions, whether that’s a dedicated email address or just an open invitation to talk to their manager directly, prevents concerns from turning into quiet resentment that surfaces later.
Supporting Staff Through the Transition
- Offer flexibility on start times for the first week if commute routes are still being worked out
- Provide a simple map or transport guide to the new office in your final briefing
- Check in informally during the first week, rather than assuming everything is fine because nobody’s complained
Why This Pays Off Beyond the Move Itself
Good communication during a disruptive change like an office move tends to carry over into how staff perceive leadership more broadly. Internal communication research consistently links clear, honest updates during periods of change to stronger trust and engagement long after the specific event has passed.
Setting Expectations for the First Week
Even with great communication beforehand, the first few days in a new office rarely run at full normal pace. Letting staff know in advance that some friction is expected, and that it’s not a sign anything’s gone wrong, helps manage frustration if the printer takes a day longer than planned to get networked or if someone’s still finding their way to the kitchen.
Final Thoughts
Briefing staff well isn’t about over-communicating. It’s about being clear, honest, and timely with the handful of details people actually need: where, when, what to bring, and who to ask if something’s unclear.
If you’re planning the physical side of an office move alongside the staff communication piece, our Office Removal Perth team can work around your preferred schedule, including evenings and weekends, so your team has a clear, predictable day to plan around.