Moving offices-- simply like moving your home-- is a big choice, replete with pitfalls and headaches that can sap the resources of even the most prepared company.
We should know. Convene recently moved our corporate headquarters from two offices in Midtown Manhattan to a brand-new flagship area in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 individuals, spread throughout several locations, is never ever a basic job.
To facilitate this relocation, and ensure a smooth transition, the group here at Convene designated a relocation committee: a group of professionals, selected for their particular understanding around problems we knew would emerge with the huge move. Consider them as our moving all-star team-- the Office Move Avengers.
4 of these specialists were kind adequate to share their thoughts on the move-- what worked out, what didn't, and how other business need to prepare to relocate. Find out from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our experts shared was the significance of "Why?".
" Why are we moving workplaces?".
" Make sure everyone knows the 'why' of the relocation," states Slater. "People respect openness. You need to lay out whether it's going to be better or even worse for them.".
Let's face it, companies move for lots of reasons-- sometimes not-so-good and sometimes good. Those not-so-good factors (scaling down, minimizing realty expenses) can be tough to browse, however Slater stresses that openness is key. "Ultimately, you're moving due to the fact that you want the experience to be better for everybody at the other end. Even if you have to move for a negative factor, it's essential to transparently interact why the move is required. Cutting costs can be hard, but eventually it's for the very best.".
We moved into our old workplace back in 2010-- when the group was considerably smaller sized.
Naturally, plenty of moves come with lots of great news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking intense and bright for your company, don't take the 'why' for given. You're still asking individuals to alter their routines, which in many methods is more tough in good times than bad.
" All communications regarding the move should always start and end with the crucial vision of why we're moving workplaces and why this is very important," states Wollemann. "Even when it's simply an e-mail about logistics and timeline, it's crucial to keep in mind the 'why' when you're asking individuals to alter a huge part of their routine.".
" What remains in It for Me?".
Even the most generous group player will have one big issue about any workplace relocation: "What's in it for me?".
Shifts and regular changes are difficult for everybody, and a few of the changes might make life harder for a portion of your team (longer commute, less familiar area). While you shouldn't belittle or neglect those concerns, ensure you're framing the move around the specific benefits individuals can anticipate from the brand-new digs.
Moving offices is a huge (and expensive) choice.
" If you're moving someplace with top notch facilities, it's a big message to individuals that our skill is the most essential for us and we're going to look after you," says Slater. "Whatever the advantage of your brand-new space is, buzz that up for the team: more area, better facilities, better community, anything that frames up the all-important 'What's in it for me?'".
Pick Your Move Group Wisely.
Moving offices is a huge choice-- a very costly choice. Make certain you're selecting members of your move group sensibly, and not simply throwing any prepared volunteer into the mix.
Our group was actively selected based on their skillsets-- communications, change proficiency, design, method, and so on. Everyone had a role to play, which function was important to a successful relocation. "Plan people's functions ahead of time on the relocation group," says Vassallo. "Make certain you have your needs covered.".
In spite of the accrued talent, there were a couple of locations our team could've utilized some extra help with (operations being a huge one). "Particular things I dealt with may have been much better dealt with by an operations expert. For example, working with the mover, collaborating all the boxes, what groups require what, and what example they own.".
" Having the right team of people to collaborate the relocation and divvying up responsibility is truly important," states Christophe. "We had a really good group, that made it simpler.".
Interact Early and Typically.
" Step one is producing a communications strategy, where you detail the in the past, during, and after the relocation, and ensure everybody has information about crucial dates," advises Wollemann. The team laid out a comprehensive timeline, with matching dates for when crucial products would require to be communicated to the company-- junk cleansing days, last day to pack your box, last day in the old workplace, first day in the brand-new office, and more.
When moving workplaces, make certain to thank those who made it take place!
Interacting early and typically applies beyond just your own business too-- make certain to confirm with outdoors suppliers like the moving company months beforehand. "Start the move at least six months in advance, not 4 weeks like we did!" states Vassallo. "When I contacted the moving business, they believed I was insane.".
Most commercial workplace buildings aren't going to let movers mess up their good elevators with moving carts and heavy furniture. "What time individuals can come, utilizing freight elevators, what time people can use the freight elevators, additional cost for moving after hours, then collaborating with the new structure to have that all occur on the same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equivalent-- each team has their own requirements and devices. Designers require special monitors and locations to sketch. Sales individuals require a quiet office for making calls to customers. The HR team requires a space with some privacy for interviews and other sensitive conferences. And the financing team requires filing cabinets for accounting paperwork. "We did interviews with each department to discover what they require and how they work," recommends Vassallo. "That went a long method in being ready for day one.".
Knowing what they'll need in the new area, be prepared to manage devices and other various products that go unclaimed at the old workplace. All the office products in the office that technically didn't belong to any one person.
Nail The First Day.
You never get a 2nd chance to make a first impression. Day one of a move will be hectic no matter what, however do whatever you can to make it a smooth shift and a celebratory atmosphere.
Developing a celebratory atmosphere on day one was a vital element of our office relocation.
" It's simple to website get lost in the logistics but when it boils down to it, people appreciate a couple of things that will impact them on the first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee developed a welcome packet that had instructions on all the basics of showing up to deal with the first day and paired that packet with a live presentation a few weeks prior to the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, public transport choices, and more.
" You require to instruct individuals on how to prepare, and how to be successful in the brand-new environment-- how to set up their desk, their tech, their chair, whatever," says Slater. "Take time to fix even the tiniest of issues and look after the needs (not the wants) of individuals, either through innovation, education, or style.".
There were a couple of products the moving team, in retrospection, desires were managed in a different way. Moving to a brand-new office, for us, suggested lots of new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, brand-new structure security, and more. The IT team set-up a war room where people could drop by for support on the spot, but many concerns could've been avoided by maybe a team-by-team technology orientation.
In spite of that small inconvenience, the group nailed the very first day experience. "We had a really celebratory very first day (and week) at the brand-new workplace," says Wollemann. "There were swag bags, balloons, special treats, and more. Making individuals feel actually unique was a concern.".
The Lunch Crunch.
Among the most unexpected aspects of our move is just how invested people would remain in checking out the lunch areas in our brand-new area. Of all the regimens being altered for the folks in our office, lunch unequivocally generated the most excitement and anguish.
" We assemble a truly good welcome packet that consisted of details about the community, but I wish we consisted of more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique event kind of places (i.e.-- more expensive), and not every day lunch options.".
Prepare people for their brand-new cooking surroundings. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you interact that info to the team. Food is a huge deal, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This reaction did generate an enjoyable and imaginative service-- our group has actually now started a shared spreadsheet where people can go into enjoyable, inexpensive lunch areas they have actually found with a brief evaluation that anybody on the team can browse for some new options to try.
The Work's Not Done After Day One.
At 5PM on day one, it's easy to breathe a sigh of relief and believe the move is over with.
Not so fast, says our relocation group.
" Individuals forget that the relocation and modification isn't over on day one," states Slater. You require to constantly repeat and resolve concerns the very first month as individuals get utilized to the area and make adjustments so that the space works effectively.".
The day one breakfast spread. Remain watchful, the work's not even close to finished!
" The biggest challenge is getting people to alter their habits," says Wollemann. "One method to encourage that is actually to focus the interactions. Even if the sole function is to communicate the date of something or action they require to take, constantly bring that interaction back to why this modification is going to be excellent for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everybody understands it.
After investing years in one office, we had all collected a lot of stuff that plainly didn't require to move to the new area. Since no one truly likes cleaning, the team made it enjoyable.
Big trash and recycling cans were generated and everybody in the company was encouraged to let go of all the junk they have actually accumulated for many years. Old paperwork was shredded, conference swag donated, and drawers loaded with napkins and plastic spoons from lunches past were discarded.
Throughout the first week in the brand-new office, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for every single employee including novelty chocolate organisation cards-- including the brand-new address, naturally.