Moving offices-- simply like moving your home-- is a huge decision, loaded with pitfalls and headaches that can sap the resources of even the most prepared company.
We need to know. Assemble recently moved our business head office from 2 workplaces in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a relocation of only four miles, however moving over 100 people, spread out throughout several places, is never a basic job.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a group of experts, chose for their particular understanding around issues we understood would occur with the big move. Think of them as our moving all-star team-- the Office Move Avengers.
4 of these professionals were kind sufficient to share their thoughts on the move-- what went well, what didn't, and how other companies ought to prepare to relocate. Learn from our successes-- and mistakes.
Start with "Why?".
The most crucial factor to consider our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Ensure everyone knows the 'why' of the relocation," says Slater. "People regard openness. You require to outline whether it's going to be much better or even worse for them.".
Let's face it, business move for lots of reasons-- in some cases excellent and in some cases not-so-good. Even if you have to move for a negative factor, it's crucial to transparently interact why the relocation is required.
When the group was considerably smaller sized, we moved into our old office back in 2010--.
Of course, lots of moves featured lots of good news too-- growing teams, broadening revenue, and brand-new opportunities. Even when things are looking warm and brilliant for your business, do not take the 'why' for granted. You're still asking individuals to alter their routines, which in lots of ways is more difficult in great times than bad.
" All communications concerning the relocation must constantly begin and end with the essential vision of why we're moving offices and why this is necessary," says Wollemann. "Even when it's simply an e-mail about logistics and timeline, it is necessary to keep in mind the 'why' when you're asking individuals to change a huge part of their regimen.".
" What's in It for Me?".
Even the most generous team player will have one huge issue about any workplace relocation: "What remains in it for me?".
Shifts and routine changes are tough for everybody, and a few of the modifications may make life more difficult for a portion of your group (longer commute, less familiar area). While you shouldn't belittle or ignore those issues, ensure you're framing the walk around the specific advantages individuals can anticipate from the brand-new digs.
Moving workplaces is a huge (and pricey) choice.
" If you're moving someplace with leading notch facilities, it's a huge message to individuals that our talent is the most essential for us and we're going to take care of you," says Slater. "Whatever the advantage of your new space is, buzz that up for the team: more space, better facilities, better community, anything that frames up the necessary 'What's in it for me?'".
Select Your Move Group Carefully.
Moving offices is a huge choice-- a really expensive choice. Make sure you're picking members of your move team carefully, and not simply tossing any prepared volunteer into the mix.
Our team was actively selected based on their skillsets-- interactions, change knowledge, design, strategy, etc. Everyone had a role to play, and that function was crucial to an effective move. "Plan individuals's functions ahead of time on the move group," states Vassallo. "Ensure you have your needs covered.".
Despite the accumulated talent, there were a couple of locations our group might've used some additional aid with (operations being a big one). "Specific things I handled may have been better managed by an operations specialist. For instance, employing the mover, collaborating all the boxes, what groups need what, and what example they own.".
" Having the ideal team of individuals to collaborate the move and divvying up duty is truly essential," states Christophe. "We had a truly excellent group, which made it simpler.".
Interact Early and Frequently.
" Step one is developing a communications strategy, where you outline the previously, during, and after the move, and ensure everybody has information about crucial dates," recommends Wollemann. The team set out a comprehensive timeline, with corresponding dates for when crucial items would need to be interacted to the business-- junk cleaning days, last day to load your box, last day in the old office, first day in the brand-new workplace, and more.
When moving workplaces, make sure to thank those who made it occur!
Interacting early and often applies beyond just your own business too-- make sure to verify with outside suppliers like the moving business months beforehand. "Start the relocation at least six months ahead of time, not four weeks like we did!" says Vassallo. "When I called the moving company, they believed I was crazy.".
That goes for the building (actually buildings) involved too. Many business office complex aren't going to let movers ruin their nice elevators with moving carts and heavy furnishings. "You also require to collaborate with the building (both structures) a lot," states Vassallo. "What time people can come, utilizing freight elevators, what time individuals can use the freight elevators, additional expense for moving after hours, then collaborating with the new structure to have that all take place on the very same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your company are produced equivalent-- each team has their own requirements and devices. Designers need special monitors and areas to sketch. Sales individuals require a quiet office for making calls to customers. The HR team needs a space with some privacy for interviews and other delicate conferences. And the finance team requires filing cabinets for accounting paperwork. "We did interviews with each department to discover what they need website 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 place, be prepared to deal with devices and other various products that go unclaimed at the old workplace. All the office materials in the workplace that technically didn't belong to any one person.
Nail Day One.
You never get a second chance to make an impression. Day one of a move will be hectic no matter what, however do whatever you can to make it a celebratory atmosphere and a smooth transition.
Developing a celebratory environment on day one was a crucial component of our workplace move.
" It's easy to get lost in the logistics but when it comes down to it, individuals care about a few things that will affect them on the first day-- how do I get in the building and where am I sitting?" states Wollemann.
The moving committee produced a welcome packet that had instructions on all the essentials of arriving to deal with the very first day and paired that package 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 transportation options, and more.
" You require to advise people on how to prepare, and how to be effective in the brand-new environment-- how to establish their desk, their tech, their chair, everything," states Slater. "Take time to fix even the smallest of concerns and look after the needs (not the wants) of individuals, either through design, education, or innovation.".
There were a couple of items the moving group, in retrospect, wishes were dealt with in a different way. Transferring to a brand-new workplace, for us, meant great deals of new IT systems to execute-- new printers, brand-new docking stations for laptops, brand-new building security, and more. The IT team set-up a war room where people could stop by for assistance on the spot, however lots of issues might've been prevented by maybe a team-by-team technology orientation.
Regardless of that small trouble, the group nailed the first day experience. "We had an actually celebratory very first day (and week) at the brand-new workplace," states Wollemann. "There were boodle bags, balloons, unique deals with, and more. Making individuals feel actually unique was a top priority.".
The Lunch Crunch.
One of the most surprising aspects of our move is simply how invested people would be in checking out the lunch areas in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unquestionably elicited one of the most enjoyment and suffering.
" We create an actually great welcome package that consisted of details about the area, but I wish we consisted of more options for lunch," says Christophe. "The options we put in there were more special occasion kind of locations (i.e.-- more pricey), 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 communicate that information to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your group can eat in their new digs.
This response did elicit a fun and creative solution-- our group has actually now started a shared spreadsheet where people can enter enjoyable, cost website effective lunch areas they've discovered with a brief evaluation that anyone on the team can search for some brand-new choices to try.
The Work's Not Done 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 fast, states our relocation team.
" Individuals forget that the move and modification isn't over on the first day," says Slater. "Sustaining modification is the most significant difficulty and it's not usually succeeded by many companies. People will start to leave cups and garbage around or use the areas inappropriately. You need to continuously iterate and resolve problems the first month as individuals get used to the area and make modifications so that the area works efficiently.".
The the first day breakfast spread. Remain vigilant, the work's not even close to end up!
" The biggest obstacle is getting people to alter their behavior," says Wollemann. "One method to encourage that is really to focus the interactions. Even if the sole purpose is to interact the date of something or action they need to take, constantly bring that communication 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 huge old pain-in-the-ass. Everybody understands it.
After spending years in one workplace, we had actually all collected a lot of stuff that clearly didn't require to move to the brand-new area. Since no one truly likes cleansing, the group made it enjoyable.
Large trash and recycling cans were brought in and everybody in the business was motivated to let go of all the junk they've built up throughout the years. Old documents was shredded, conference boodle donated, and drawers loaded with napkins and plastic spoons from lunches past were thrown away.
Throughout the first week in the new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, in addition to special welcome bags for every employee including novelty chocolate organisation cards-- including the brand-new address, of course.