Whether prompted by a merger, an acquisition, a facility closing or relocation or an employee restructuring, group moves are part of the change cycle of modern corporate life, and they will have a profound impact on an organization. And when the economy is down, these issues intensify as companies seek cost efficiencies and productivity gains via increasing merger activity, consolidating operations or moving locations, with motivations that range from simple belt-tightening to outright survival.

Successful group moves are complex. Companies can fail to achieve some of their essential goals, such as employee retention, through issues such as inconsistent communication or failure to integrate successfully into the culture of a new area or a new company. The challenges faced can be daunting, and — although not insurmountable — can easily become a test of the company's human resources function. To pass that test, it's imperative that management plan and orchestrate the group move effectively.

Five critical tips to consider are:

1. Business as usual? Not!

Everyone — from senior leadership to employees to suppliers to clients — must realize that a group move affects normal business processes and will require specialized attention and care. For example, all current retention and relocation policies and procedures may need to be revisited, based on either a confidential employee survey or individual employee interviews to allow the impacted employees and their families to voice their concerns and their needs. This process will also provide management with an understanding of the types of questions that are on their employees' minds.

2. Planning: Plenty Of It

Strategic planning is one of the most important elements of a group move, no matter the size of the group or the distance of the move. Planning, implementing, measuring, and adjusting the plan must occur throughout the complete relocation process. One of the first steps should be to develop a detailed start-to-finish project plan that includes a budget and timeline and that identifies the parties responsible for each task. This plan should be reviewed and updated regularly throughout the move.

3. Communication: More Is Better

“Where are we moving? What's it like there? When are we moving? Who is going? Who is staying?” Over-communication is impossible when it comes to group moves. Employees are starved for information, and they deserve concise and complete communication. Communicate to them even when you do not yet have the solution to a particular issue or the answer to a particular question. Silence is not golden, and the rumor mill will fill the void. A communication plan is one of the first components to be determined in a group move program, because the early delivery of information is imperative. Continue to deliver updates regularly and consistently.

4. Policies And Procedures: One Size Does Not Fit All

Cartus' experience has shown that relocation policy and procedures that have been tailored to the needs of the group will result in a greater move-acceptance rate. An initial needs assessment will aid in the development of the program, either through specific enhancements to the company's current relocation policy or through a one-time group move policy. This exercise also shows employees that the company cares about their input and issues. Your current relo policies most likely won't meet the needs of either the employees or the company in a group move situation.

5. Take A Deep Breath

Resist the urge to make any pronouncements from on high. Identify a group move resource team who will develop timelines and budgets. Take the time to assess employee needs and the impact not only on those who'll be moving but also on those who will not. Consider short-term assignments in the new location for training and development prior to losing human capital due to the move. Customize your policies to cover this particular moment in time, and offer opportunities to familiarize relocatees with their new location — either in person or via a virtual visit.

A shift in perceptions may be necessary to appreciate all the facets of a group move. Look at the situation from all sides, and consider how it will impact your overall business, your management, all of your locations, and especially, the affected employees. Acknowledging and dealing with any misconceptions from the start will prevent them from turning into costly problems later in the process.

To sum up, do your homework, communicate, be flexible, and consider reaching out to professionals who are experienced in all of the aspects that will need to be managed, because having the right partner can make all the difference. Group move management is a complex process, but with careful and thoughtful planning, success can be achieved.

 Cartus is a provider of global mobility management and workforce development solutions. To learn more, visit www.cartus.com.