Moving offices-- much like moving your house-- is a huge decision, loaded with risks and headaches that can sap the resources of even the most ready company.
We ought to know. Convene recently moved our home office from two offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of only four miles, but moving over 100 people, spread throughout several places, is never ever a basic job.
To facilitate this relocation, and guarantee a smooth shift, the group here at Convene designated a move committee: a group of experts, chose for their specific understanding around issues we understood would arise with the big move. Believe of them as our moving all-star team-- the Workplace Move Avengers.
Four of these professionals were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other companies must prepare to relocate. Find out from our successes-- and mistakes.
Start with "Why?".
The most important factor to consider our professionals shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody understands the 'why' of the move," states Slater. "People regard transparency. You require to detail whether it's going to be better or even worse for them.".
Let's face it, business move for lots of factors-- often not-so-good and sometimes great. Even if you have to move for an unfavorable reason, it's essential to transparently communicate why the move is required.
When the team was considerably smaller, we moved into our old office back in 2010--.
Of course, a lot of relocations featured great deals of good news too-- growing groups, broadening revenue, and new chances. Even when things are looking intense and bright for your business, don't take the 'why' for approved. You're still asking individuals to alter their routines, which in lots of ways is more difficult in excellent times than bad.
" All communications regarding the relocation needs to constantly start and end with the essential vision of why we're moving offices and why this is crucial," states Wollemann. "Even when it's just an email about logistics and timeline, it is necessary to remember the 'why' when you're asking individuals to alter a major part of their routine.".
" What's in It for Me?".
Even the most selfless group gamer will have one huge concern about any office moving: "What remains in it for me?".
Shifts and routine modifications are hard for everyone, and some of the changes may make life harder for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or ignore those concerns, make sure you're framing the move around the individual benefits people can anticipate from the new digs.
Moving offices is a huge (and pricey) choice.
" If you're moving someplace with excellent facilities, it's a big message to people that our talent is the most important for us and we're going to look after you," states Slater. "Whatever the advantage of your new space is, buzz that up for the group: more space, better amenities, much better area, anything that frames up the critical 'What's in it for me?'".
Choose Your Move Team Sensibly.
Moving workplaces is a big decision-- a really pricey decision. Make sure you're choosing members of your relocation group carefully, and not just tossing any prepared volunteer into the mix.
Each individual had a role to play, and that function was important to a successful relocation. "Plan individuals's roles ahead of time on the relocation group," says Vassallo.
Despite the accumulated talent, there were a couple of areas our group could've utilized some extra aid with (operations being a big one). "Certain things I managed might have been much better handled by an operations professional. Working with the mover, coordinating all the boxes, what groups need what, and what kind of things they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is actually essential," states Christophe. "We had a really excellent group, which made it simpler.".
Communicate Early and Frequently.
" Step one is creating a communications strategy, where you describe the in the past, throughout, and after the move, and make certain everyone has info about crucial dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when important products would require to be communicated to the business-- scrap cleaning days, last day to pack your box, last day in the old workplace, first day in the new workplace, and more.
When moving workplaces, make sure to thank those who made it occur!
Interacting early and often applies beyond simply your own business too-- make sure to verify with outdoors suppliers like the moving company months ahead of time. "Start the relocation a minimum of six months ahead of time, not 4 weeks like we did!" states Vassallo. "When I contacted the moving company, they believed I was crazy.".
That goes for the building (really structures) included too. Most commercial office complex aren't going to let movers ruin their great elevators with moving carts and heavy furnishings. "You likewise require to coordinate with the building (both buildings) a lot," says Vassallo. "What time people can come, using 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 company are produced equal-- each team has their own needs and equipment. Designers need special monitors and areas to sketch. Sales people require a peaceful office for making calls to clients. The HR group requires a space with some personal privacy for interviews and other delicate meetings. And the finance team needs filing cabinets for accounting documents. "We did interviews with each department to discover what they need and how they work," recommends Vassallo. "That went a long way in being prepared for day one.".
Besides understanding what they'll need in the brand-new place, be prepared to handle devices and other various products that go unclaimed at the old office. "I found that a lot of things weren't declared by anybody, and someone had to decide what to do with it. For instance, all the workplace materials in the office that technically didn't come from any someone. Somebody needed to choose what gets tossed and what needs to come with us.".
Nail The First Day.
You never get a second opportunity to make an impression. Day one of a relocation will be chaotic no matter what, however do whatever you can to make it a celebratory atmosphere and a smooth shift.
Producing a celebratory environment on the first day was a crucial element of our office relocation.
" It's simple to get lost in the logistics however when it boils down to it, people care about a couple of things that will affect them on the very 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 guidelines on all the fundamentals of getting here to deal with the first day and paired that packet with a live presentation a couple of weeks before the move letting individuals know what to expect-- where they would be sitting, how to get in and out, public transport choices, and more.
" You need to advise individuals on how to prepare, and how to be successful in the brand-new environment-- how to website set up their desk, their tech, their chair, whatever," states Slater. "Take time to fix even the smallest of problems and look after the requirements (not the wants) of people, either through technology, style, or education.".
There were a couple of products the moving group, in retrospection, wishes were dealt with in a different way. Transferring to a brand-new workplace, for us, suggested lots of brand-new IT systems to carry out-- brand-new printers, new docking stations for laptops, new building security, and more. The IT team set-up a war room where people might come by for assistance on the spot, but numerous concerns read more might've been avoided by perhaps a team-by-team technology orientation.
Regardless of that minor inconvenience, the team nailed the very first day experience. "We had an actually celebratory very first day (and week) at the brand-new office," says Wollemann. "There were boodle bags, balloons, unique treats, and more. Making individuals feel really special was a concern.".
The Lunch Crunch.
Among the most surprising aspects of our move is just how invested individuals would be in exploring the lunch spots in our new community. Of all the routines being altered for the folks in our office, lunch unquestionably generated the most excitement and anguish.
" We assemble a really good welcome packet that consisted of info about the community, however I wish we included more choices for lunch," states Christophe. "The alternatives we put in there were more unique celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare individuals for their new cooking surroundings. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and make sure you communicate that information to the group. Food is a big offer, and you 'd be well served to set minds at ease about where your group can consume in their brand-new digs.
This action did generate a fun and innovative option-- our group has actually now started a shared spreadsheet where people can go into fun, affordable lunch spots they have actually found with a short review that anybody on the group can search for some brand-new choices to try.
The Work's Refrained from doing After The first day.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the move is over with.
Not so quick, says our move group.
" People forget that the move and change isn't over on the first day," states Slater. "Sustaining change is the biggest obstacle and it's not generally done well by many business. Individuals will start to leave cups and garbage around or utilize the spaces wrongly. You require to constantly repeat and attend to problems the first month as people get utilized to the area and make adjustments so that the area works efficiently.".
The the first day breakfast spread. But remain watchful, the work's not even near complete!
" The most significant challenge is getting individuals to change their habits," says Wollemann. "One way to motivate that is truly to focus the communications. Even if the sole function is to communicate the date of something or action they require to take, always bring that interaction back to why this change is going to be excellent for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everybody understands it.
After investing years in one office, we had actually all accumulated a lot of things that plainly didn't require to move to the new space. Given that no one really likes cleaning, the group made it fun.
Big trash and recycling cans were brought in and everybody in the business was encouraged to let go of all the junk they have actually collected throughout the years. Old documentation was shredded, conference boodle donated, and drawers filled with napkins and plastic spoons from lunches past were thrown away.
Throughout the very 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 staff member containing novelty chocolate service cards-- including the brand-new address, naturally.