Moving workplaces-- simply like moving your house-- is a huge decision, replete with pitfalls and headaches that can sap the resources of even the most ready business.
We need to know. Convene just recently moved our business headquarters from two workplaces in Midtown Manhattan to a new flagship place in Lower Manhattan. It's a move of just four miles, but moving over 100 individuals, spread out throughout numerous 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 team of experts, selected for their specific understanding around problems we understood would occur with the big relocation. Think of them as our moving all-star team-- the Office Move Avengers.
4 of these experts were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other business ought to prepare to transfer. Discover from our successes-- and errors.
Start with "Why?".
The most important factor to consider our professionals shared was the value of "Why?".
" Why are we moving offices?".
" Make certain everybody knows the 'why' of the relocation," states Slater. "People regard transparency. You require to outline whether it's going to be much better or even worse for them.".
Let's face it, companies move for lots of reasons-- in some cases not-so-good and often excellent. Even if you have to move for an unfavorable reason, it's essential to transparently interact why the relocation is required.
When the group was significantly smaller, we moved into our old office back in 2010--.
Obviously, a lot of relocations come with lots of great news too-- growing teams, broadening earnings, and brand-new opportunities. Even when things are looking bright and warm for your company, don't take the 'why' for granted. You're still asking people to change their regimens, which in numerous methods is more tough in excellent times than bad.
" All interactions relating to the move needs to constantly end and start with the key vision of why we're moving offices and why this is essential," says Wollemann. "Even when it's just an email about logistics and timeline, it is necessary to remember the 'why' when you're asking people to change a huge part of their regimen.".
" What remains in It for Me?".
Even the most generous group gamer will have one huge issue about any office relocation: "What's in it for me?".
Transitions and routine changes are tough for everyone, and a few of the changes may make life harder for a part of your group (longer commute, less familiar area). While you should not belittle or neglect those issues, ensure you're framing the move the individual benefits individuals can get out of the brand-new digs.
Moving offices is a big (and expensive) choice.
" If you're moving someplace with excellent amenities, 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 benefit of your brand-new area is, hype that up for the team: more area, much better facilities, better community, anything that frames up the necessary 'What remains in it for me?'".
Pick Your Move Group Sensibly.
Moving workplaces is a huge choice-- a very expensive decision. Make sure you're choosing members of your move team carefully, and not just tossing any willing volunteer into the mix.
Each individual had a role to play, and that function was vital to a successful move. "Strategy people's roles ahead of time on the relocation group," states Vassallo.
Regardless of the accrued skill, there were a couple of areas our group could've utilized some extra assist with (operations being a huge one). "Specific things I handled might have been better managed by an operations expert. For instance, working with the mover, collaborating all packages, what teams require what, and what kind of things they own.".
" Having the right group of individuals to coordinate the move and divvying up responsibility is really important," states Christophe. "We had a truly excellent group, that made it simpler.".
Communicate Early and Frequently.
" Step one is creating a communications strategy, where you outline the in the past, throughout, and after the move, and make certain everyone knows about crucial dates," suggests Wollemann. The team set out a detailed timeline, with corresponding dates for when essential products would need to be communicated to the business-- junk cleansing days, last day to pack your box, last day in the old office, first day in the brand-new workplace, and more.
When moving workplaces, ensure to thank those who made it happen!
Interacting early and typically uses beyond just your own business too-- ensure to verify with outside vendors like the moving business months in advance. "Start the move at least six months in advance, not four weeks like we did!" states Vassallo. "When I called the moving company, they thought I was crazy.".
Many industrial office structures aren't going to let movers mess up their great elevators with moving carts and heavy furnishings. "What time people can come, using freight elevators, what time individuals can utilize the freight elevators, extra cost for moving after hours, then collaborating with the new structure to have that all occur on the very same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your company are developed equal-- each group has their own needs and equipment. The HR group needs a space with some privacy for interviews and other delicate meetings. And the financing group requires filing cabinets for accounting documentation.
Understanding what they'll require in the brand-new area, be prepared to manage equipment and other miscellaneous items that go unclaimed at the old workplace. All the workplace products in the office that technically didn't belong to any one person.
Nail The First Day.
You never ever get a 2nd opportunity to make an impression. The first day of a relocation will be stressful no matter what, however do whatever you can to make it a smooth shift and a celebratory environment.
Developing a celebratory environment on day one was a vital element of our office move.
" It's easy to get lost in the logistics but when it comes down to it, individuals appreciate a couple of things that will affect them on the first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee created a welcome package that had guidelines on all the essentials of showing up to work on the very first day and paired that packet with a live presentation a couple of weeks before 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 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 solve even the tiniest of issues and look after the needs (not the desires) of individuals, either through technology, design, or education.".
There were a couple of items the moving team, in retrospect, dreams were handled in a different way. Relocating to a new office, for us, suggested great deals of new IT systems to carry out-- check here new printers, new docking stations for laptop computers, brand-new building security, and more. The IT team set-up a war room where individuals might come by for assistance on the area, but many issues might've been prevented by maybe a team-by-team technology orientation.
Regardless of that minor trouble, the team nailed the first day experience. "We had a really celebratory very first day (and week) at the new office," states Wollemann. "There were boodle bags, balloons, unique deals with, and more. Making people feel truly unique was a priority.".
The Lunch Crunch.
One of the most surprising elements of our relocation is just how invested individuals would remain in exploring the lunch spots in our new neighborhood. Of all the routines being altered for the folks in our workplace, lunch unequivocally elicited one of the most enjoyment and anguish.
" We create an actually great welcome packet that consisted of info about the area, but I wish we included more alternatives 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 alternatives.".
Prepare people for their brand-new culinary surroundings. Search Yelp for the best sandwiches, salads, tacos, and ramen, and make certain you communicate that info to the group. Food is a big deal, and you 'd be well served to set minds at ease about where your team can eat in their new digs.
This action did elicit an enjoyable and innovative solution-- our team has actually now started a shared spreadsheet where individuals can go into enjoyable, inexpensive lunch spots they have actually found with a short evaluation that anyone on the group can browse for some new alternatives to try.
The Work's Not Done After Day One.
At 5PM on the first day, it's easy to breathe a sigh of relief and believe the move is over with.
Not so quick, says our move group.
" People forget that the move and modification isn't over on day one," states Slater. You need to constantly iterate and resolve issues the first month as individuals get used to the area and make modifications so that the area works successfully.".
The the first day breakfast spread. Remain alert, the work's not even close to end up!
" The greatest challenge is getting individuals to alter their habits," states Wollemann. "One method to encourage that is truly to focus the communications. Even if the sole purpose is to communicate the get more info date of something or action they need to take, constantly bring that interaction back to why this change is going to be terrific 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.
You can make things more manageable by working in some enjoyable. One way our group did that was by hosting numerous "purge celebrations." After spending years in one workplace, we had all built up a lot of things that clearly didn't require to move to the brand-new space. However considering that no one actually likes cleansing, the team made it enjoyable. Time was shut out on everybody's calendars for a "purge party," total with tacos, beer, and music.
Big trash and recycling cans were generated and everyone in the business was encouraged to let go of all the scrap they have actually built up for many years. Old documents was shredded, conference boodle donated, and drawers filled with napkins and plastic spoons from lunches previous were tossed away.
Throughout the very first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, along with unique welcome bags for every single employee including novelty chocolate business cards-- featuring the new address, naturally.