Moving offices-- similar to moving your home-- is a huge decision, packed with pitfalls and headaches that can sap the resources of even the most ready company.
We should understand. Convene just recently moved our home office from 2 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a move of just four miles, but moving over 100 individuals, spread throughout multiple areas, is never ever an easy task.
To facilitate this relocation, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, selected for their specific understanding around problems we understood would develop with the big relocation. Think about them as our moving dream group-- the Office Move Avengers.
Four of these experts were kind sufficient to share their thoughts on the move-- what worked out, what didn't, and how other companies need to prepare to move. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our experts shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everyone understands the 'why' of the move," states Slater. "Individuals respect openness. You need to detail whether it's going to be much better or worse for them.".
Let's face it, business move for lots of reasons-- often good and in some cases not-so-good. Those not-so-good reasons (downsizing, lowering property costs) can be hard to navigate, but Slater worries that openness is key. "Eventually, you're transferring since you desire the experience to be much better for everyone at the other end. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the move is required. Cutting expenses can be hard, however ultimately it's for the very best.".
When the group was significantly smaller, we moved into our old office back in 2010--.
Obviously, a lot of relocations featured lots of good news too-- growing teams, expanding income, and brand-new chances. Even when things are looking intense and warm for your business, do not take the 'why' for approved. You're still asking individuals to alter their routines, which in many ways is more challenging in good times than bad.
" All communications regarding the move ought to always end and start with the key vision of why we're moving offices and why this is very important," says Wollemann. "Even when it's just an e-mail about logistics and timeline, it is essential to bear in mind the 'why' when you're asking individuals to alter a significant part of their regimen.".
" What remains in It for Me?".
Even the most selfless team player will have one big concern about any workplace moving: "What remains in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications may make life harder for a portion of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or ignore those issues, make certain you're framing the move the private benefits people can anticipate from the brand-new digs.
Moving workplaces is a big (and expensive) choice.
" If you're moving someplace with excellent facilities, it's a big message to individuals that our skill is the most essential for us and we're going to take care of you," says Slater. "Whatever the advantage of your brand-new space is, hype that up for the group: more area, better amenities, much better community, anything that frames up the necessary 'What's in it for me?'".
Pick Your Move Group Carefully.
Moving workplaces is a huge decision-- a really costly decision. Make certain you're selecting members of your move group carefully, and not just tossing any prepared volunteer into the mix.
Each individual had a role to play, and that function was crucial to a successful relocation. "Strategy people's functions ahead of time on the move group," says Vassallo.
Regardless of the accrued skill, there were a few locations our team might've used some additional assist with (operations being a huge one). "Certain things I managed might have been much better handled by an operations expert. Hiring the mover, collaborating all the boxes, what groups need what, and what kind of things they own.".
" Having the right group of people to collaborate the relocation and divvying up obligation is actually important," states Christophe. "We had an actually great group, that made it easier.".
Communicate Early and Typically.
" Step one is creating an interactions strategy, where you describe the previously, throughout, and after the move, and ensure everybody has information about essential dates," advises Wollemann. The team set out an in-depth timeline, with corresponding dates for when essential products would require to be communicated to the company-- scrap cleansing days, last day to load your box, last day in the old office, first day in the brand-new workplace, and more.
When moving offices, ensure to thank those who made it occur!
Interacting early and often applies beyond just your own business too-- make certain to confirm with outside vendors like the moving business months beforehand. "Start the move at least six months ahead of time, not 4 weeks like we did!" states Vassallo. "When I contacted the moving company, they thought I was insane.".
That goes for the building (actually buildings) involved too. A lot of industrial office complex aren't going to let movers screw up their great elevators with moving carts and heavy furnishings. "You likewise require to collaborate with the structure (both structures) a lot," says Vassallo. "What time individuals can come, utilizing freight elevators, what time individuals can utilize the freight elevators, additional expense for moving after hours, then coordinating with the new building to have that all occur on the exact same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your business are produced equal-- each group has their own requirements and equipment. The HR team requires a space with some privacy for interviews and other sensitive conferences. And the financing team needs filing cabinets for accounting documentation.
Knowing what they'll require in the new area, be prepared to deal with equipment and other various items that go unclaimed at the old workplace. All the office products in the office that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second opportunity to make an impression. Day one of a relocation will be hectic no matter what, however do everything you can to make it a celebratory environment and a smooth transition.
Producing a celebratory atmosphere on day one was a critical element of our workplace move.
" It's simple to get lost in the logistics but when it boils down to it, people care about a couple of things that will impact them on the very first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee developed a welcome packet that had guidelines on all the basics of getting here to work on the first day and paired that package with a live presentation a few weeks prior to the move letting people understand what to expect-- where they would be sitting, how to get in and out, mass transit alternatives, and more.
" You need to advise people on how to prepare, and how to be effective in the new environment-- how to establish their desk, their tech, their chair, whatever," says Slater. "Take time to resolve even the smallest of problems and take care of the needs (not the wants) of individuals, either through style, education, or technology.".
There were a couple of products the moving group, in retrospection, dreams were managed differently. Transferring to a brand-new office, for us, indicated lots of new IT systems to execute-- brand-new printers, new docking stations for laptops, brand-new building security, and more. The IT group set-up a war room where individuals could stop by for support on the spot, however many problems could've been prevented by maybe a team-by-team technology orientation.
In spite of that minor hassle, the group nailed the very first day experience. "We had an actually celebratory first day (and week) at the brand-new office," says Wollemann. "There were boodle bags, balloons, unique treats, and more. Making people feel really unique was a priority.".
The Lunch Crunch.
Among the most surprising aspects of our move is simply how invested people would be in exploring the lunch areas in our brand-new area. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated one of the most excitement and suffering.
" We put together an actually good welcome package that included details about the community, but I wish we consisted of more choices for lunch," states Christophe. "The choices we put in there were more special occasion kind of places (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their brand-new culinary 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 offer, and you 'd be well served to set minds at ease about where your team can consume in their new digs.
This action did elicit an enjoyable and innovative solution-- our group has now begun a shared spreadsheet where people can go into fun, inexpensive lunch areas they have actually discovered with a brief evaluation that anyone on the team can browse for some new alternatives to try.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's easy to breathe a sigh of relief and believe the move is over with.
Not so quickly, states our move group.
" Individuals forget that the move and change isn't over on the first day," says Slater. "Sustaining modification is the biggest difficulty and it's not generally done well by many business. Individuals will begin to leave cups and trash around or utilize the areas inappropriately. You need to constantly iterate and attend to concerns the very first month as people get used to the space and make changes so that the space works effectively.".
The the first day breakfast spread. Remain watchful, the work's not even close to complete!
" The biggest difficulty is getting individuals to change their habits," states Wollemann. "One method to motivate that is really to focus the communications. check here Even if the sole function is to communicate the date of something or action they need to take, always bring that interaction back to why this modification is going to be fantastic for the future.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody understands it.
But you can make things more manageable by operating in some fun. One method our team did that was by hosting numerous "purge celebrations." After spending years in one office, we had all collected a great deal of stuff that plainly didn't require to move to the brand-new space. Because no one actually likes cleaning, the group made it enjoyable. Time was blocked out on everyone's calendars for a "purge celebration," complete with tacos, beer, and music.
Large garbage and recycling cans were generated and everyone in the company was motivated to let go of all the junk they have actually accumulated throughout the years. Old documentation was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches past were tossed away.
Throughout the very first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, together with unique welcome bags for every worker consisting of novelty chocolate business cards-- featuring the new address, obviously.