Moving offices-- simply like moving your house-- is a huge choice, replete with risks and headaches that can sap the resources of even the most ready business.
We should understand. Convene recently moved our home office from 2 workplaces in Midtown Manhattan to a brand-new flagship area in Lower Manhattan. It's a relocation of only four miles, however moving over 100 individuals, spread across multiple areas, is never ever an easy task.
To facilitate this move, and ensure a smooth shift, the group here at Convene designated a relocation committee: a group of experts, chose for their specific knowledge around issues we understood would occur with the huge move. Think about them as our moving dream team-- the Workplace Move Avengers.
4 of these specialists were kind enough to share their thoughts on the relocation-- what worked out, what didn't, and how other business need to prepare to move. Gain from our successes-- and mistakes.
Start with "Why?".
The most essential factor to consider our professionals shared was the significance of "Why?".
" Why are we moving workplaces?".
" Make certain everybody knows the 'why' of the move," states Slater. "Individuals regard openness. You require to outline whether it's going to be better or even worse for them.".
Let's face it, companies move for great deals of factors-- often good and in some cases not-so-good. Those not-so-good reasons (scaling down, reducing property expenses) can be tough to browse, however Slater stresses that transparency is key. "Ultimately, you're transferring due to the fact that you desire the experience to be better for everyone at the other end. Even if you need to move for an unfavorable reason, it is essential to transparently communicate why the relocation is needed. Cutting costs can be hard, but ultimately it's for the finest.".
When the team was significantly smaller, we moved into our old office back in 2010--.
Naturally, a lot of relocations included lots of excellent news too-- growing groups, expanding income, and brand-new chances. Even when things are looking warm and intense for your company, don't take the 'why' for approved. You're still asking individuals to alter their regimens, which in many ways is more difficult in excellent times than bad.
" All interactions concerning the relocation needs to constantly start and end with the key vision of why we're moving offices and why this is necessary," says Wollemann. "Even when it's just an email about logistics and timeline, it is essential to bear in mind the 'why' when you're asking people to change a major part of their routine.".
" What's 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?".
Shifts and regular modifications are difficult for everyone, and some of the modifications might make life more tough for a part of your team (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the move the individual advantages individuals can get out of the brand-new digs.
Moving offices is a big (and expensive) choice.
" If you're moving someplace with excellent features, it's a huge 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 community, anything that frames up the necessary 'What's in it for me?'".
Pick Your Move Group Carefully.
Moving offices is a huge choice-- an extremely expensive decision. Make certain you're selecting members of your relocation team carefully, and not just throwing any prepared volunteer into the mix.
Our group was purposefully chosen based upon their skillsets-- communications, change proficiency, style, technique, etc. Everyone had a function to play, and that function was crucial to a successful relocation. "Strategy people's functions ahead of time on the move team," states Vassallo. "Make sure you have your needs covered.".
In spite of the accumulated skill, there were a couple of areas our team could've utilized some extra aid with (operations being a huge one). "Particular things I managed may have been much better managed by an operations professional. For instance, working with the mover, collaborating all the boxes, what teams need what, and what kind of things they own.".
" Having the right group of individuals to coordinate the move and divvying up responsibility is actually essential," says Christophe. "We had a really good group, that made it much easier.".
Interact Early and Frequently.
" Step one is creating a communications strategy, where you lay out the in the past, during, and after the move, and make certain everyone has information about crucial dates," suggests Wollemann. The team set out a comprehensive timeline, with matching dates for when essential items would require to be communicated to the company-- scrap cleaning days, last day to load your box, last day in the old office, very first day in the new workplace, and more.
When moving offices, make sure to thank those who made it take place!
Interacting early and often applies beyond simply your own company too-- make certain to confirm with outdoors suppliers like the moving company months beforehand. "Start the relocation a minimum of six months beforehand, not 4 weeks like we did!" states Vassallo. "When I got in touch with the moving company, they believed I was insane.".
That goes for the building (really structures) included too. The majority of business workplace buildings aren't going to let movers screw up their nice elevators with moving carts and heavy furniture. "You also require to coordinate with the structure (both buildings) a lot," states Vassallo. "What time individuals can come, utilizing freight elevators, what time individuals can utilize the freight elevators, additional expense for moving after hours, then collaborating with the new structure to have that all take place on the exact same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are produced equivalent-- each team has their own needs and devices. The HR group needs a space with some privacy for interviews and other delicate conferences. And the financing group requires filing cabinets for accounting documentation.
Besides understanding what they'll need in the brand-new location, be prepared to deal with devices and other miscellaneous products that go unclaimed at the old office. "I found that a great deal of things weren't declared by anyone, and someone needed to choose what to do with it. All the workplace products in the workplace that technically didn't belong to any one individual. Someone needed to choose what gets tossed and what needs to come with us.".
Nail The First Day.
You never get a second possibility to make an impression. Day one of a relocation will be chaotic no matter what, but do everything you can to make it a smooth transition and a celebratory environment.
Creating a celebratory atmosphere on the first day was a crucial component of our office move.
" It's simple to get lost in the logistics however when it comes down to it, individuals appreciate a few things that will impact 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 read more instructions on all the essentials of showing up to work on the very first day and paired that packet with a live discussion a few weeks prior to the move letting people understand what to expect-- where they would be sitting, how to get in and out, public transport choices, and more.
" You need to instruct people 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," states Slater. "Take time to fix even the smallest of problems and look after the requirements (not the wants) of individuals, either through innovation, education, or design.".
There were a few items the moving group, in retrospect, desires were managed in a different way. Transferring to a brand-new workplace, for us, meant great deals of brand-new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, new structure security, and more. The IT team set-up a war room where individuals could stop by for support on the spot, but lots of problems might've been avoided by possibly a team-by-team innovation orientation.
In spite of that small inconvenience, the team nailed the very first day experience. "We had an actually celebratory first day (and week) at the brand-new workplace," says Wollemann. "There were swag bags, balloons, unique deals with, and more. Making people feel truly unique was a top priority.".
The Lunch Crunch.
Among the most unexpected elements of our relocation is simply how invested individuals would remain in checking out the lunch spots in our new area. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated one of the most enjoyment and suffering.
" We create an actually great welcome package that consisted of info about the community, but I wish we consisted of more alternatives for lunch," states Christophe. "The choices we put in there were more special occasion kind of locations (i.e.-- more costly), and not every day lunch options.".
Prepare people for their new cooking environments. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the team. Food is a huge deal, and you 'd be well served website to set minds at ease about where your team can consume in their new digs.
This response did generate an enjoyable and innovative solution-- our team has now begun a shared spreadsheet where people can get in enjoyable, inexpensive lunch areas they've found with a short evaluation that anyone on the group can search for some new choices to attempt.
The Work's Not Done After Day One.
At 5PM on day one, it's simple to breathe a sigh of relief and think the move is over with.
Not so quick, states our move group.
" People forget that the relocation and change isn't over on the first day," states here Slater. "Sustaining change is the greatest difficulty and it's not generally done well by a lot of companies. Individuals will begin to leave cups and trash around or use the areas wrongly. You require to constantly repeat and attend to concerns the first month as people get utilized to the space and make modifications so that the area works successfully.".
The the first day breakfast spread. Stay watchful, the work's not even close to complete!
" The greatest challenge is getting people to change their behavior," says Wollemann. "One way to encourage that is really to focus the communications. Even if the sole purpose is to communicate the date of something or action they need to take, always bring that communication back to why this modification is going to be great for the future.".
Do Not Forget to Make It Enjoyable.
Don't kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone understands it.
After investing years in one office, we had all accumulated a lot of things that clearly didn't need to move to the brand-new space. Given that no one truly likes cleaning, the team made it enjoyable.
Large garbage and recycling cans were generated and everyone in the business was motivated to let go of all the junk they've collected over the years. Old documentation was shredded, conference boodle contributed, and drawers loaded with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the very first week in the new workplace, special surprises were planned, like afternoon cookies or catered lunch, together with special welcome bags for each staff member including novelty chocolate company cards-- including the brand-new address, naturally.