Moving workplaces-- just like moving your house-- is a big decision, replete with pitfalls and headaches that can sap the resources of even the most prepared business.
We should know. Convene just recently moved our business headquarters from two offices in Midtown Manhattan to a brand-new flagship area in Lower Manhattan. It's a move of only four miles, but moving over 100 individuals, spread out throughout several areas, is never a simple task.
To facilitate this move, and guarantee a smooth shift, the group here at Convene designated a relocation committee: a team of experts, chose for their specific understanding around issues we understood would emerge with the huge relocation. Believe of them as our moving all-star team-- the Office Move Avengers.
Four of these professionals were kind sufficient to share their ideas on the relocation-- what went well, what didn't, and how other companies must prepare to move. Gain from our successes-- and mistakes.
Start with "Why?".
The most important consideration our experts shared was the value of "Why?".
" Why are we moving workplaces?".
" Make certain everybody understands the 'why' of the move," says Slater. "Individuals regard transparency. You need to describe whether it's going to be better or even worse for them.".
Let's face it, business move for great deals of reasons-- in some cases great and in some cases not-so-good. Those not-so-good factors (downsizing, minimizing property expenses) can be difficult to navigate, however Slater worries that openness is key. "Eventually, you're moving because you desire the experience to be better for everybody at the other end. Even if you have to move for an unfavorable factor, it's essential to transparently communicate why the relocation is needed. Cutting costs can be hard, however ultimately it's for the very best.".
We moved into our old office back in 2010-- when the group was significantly smaller.
Obviously, a lot of moves included great deals of excellent news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking bright and sunny for your business, don't take the 'why' for given. You're still asking people to change their routines, which in numerous methods is more challenging in good times than bad.
" All communications concerning the relocation needs to constantly end and begin with the crucial vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's simply an e-mail about logistics and timeline, it's essential to keep in mind the 'why' when you're asking people to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless team gamer will have one huge issue about any office relocation: "What remains in it for me?".
Shifts and regular changes are hard for everybody, and a few of the changes might make life more challenging for a portion of your group (longer commute, less familiar area). While you should not belittle or ignore those concerns, make sure you're framing the walk around the specific benefits individuals can anticipate from the new digs.
Moving workplaces is a big (and pricey) decision.
" If you're moving someplace with excellent features, it's a big message to people that our skill is the most essential for us and we're going to look after you," says Slater. "Whatever the advantage of your new area is, hype that up for the group: more space, much better amenities, much better neighborhood, anything that frames up the critical 'What's in it for me?'".
Pick Your Move Group Carefully.
Moving workplaces is a big choice-- an extremely pricey decision. Make sure you're selecting members of your relocation team sensibly, and not just tossing any willing volunteer into the mix.
Each person had a role to play, and that role was crucial to an effective relocation. "Strategy people's roles ahead of time on the move team," says Vassallo.
In spite of the accrued skill, there were a few areas our team could've used some extra assistance with (operations being a huge one). "Specific things I managed may have been better dealt with by an operations specialist. For example, employing the mover, collaborating all the boxes, what teams need what, and what kind of things they own.".
" Having the ideal group of people to coordinate the move and divvying up responsibility is really crucial," states Christophe. "We had an actually excellent group, that made it easier.".
Interact Early and Typically.
" Step one is developing an interactions plan, where you outline the before, throughout, and after the move, and make sure everyone has information about crucial dates," advises Wollemann. The group laid out an in-depth timeline, with matching dates for when important items would require to be communicated to the business-- scrap cleansing days, last day to pack your box, last day in the old workplace, first day in the new workplace, and more.
When moving offices, make certain to thank those who made it occur!
Communicating early and typically uses beyond simply your own company too-- make certain to verify with outdoors vendors like the moving business months in advance. "Start the relocation at least 6 months beforehand, not four weeks like we did!" says Vassallo. "When I called the moving company, they thought I was insane.".
That opts for the structure (actually buildings) involved too. A lot of business office complex aren't going to let movers ruin their good elevators with moving carts and heavy furnishings. "You likewise require to collaborate with the structure (both structures) a lot," states Vassallo. "What time individuals can come, utilizing freight elevators, what time individuals can utilize the freight elevators, extra cost for moving after hours, then coordinating with the new building to have that all happen on the same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are developed equivalent-- each team has their own requirements and devices. The HR group needs a space with some privacy for interviews and other delicate meetings. And the financing group needs filing cabinets for accounting paperwork.
Knowing what they'll require in the new location, be prepared to deal with equipment and other miscellaneous products that go unclaimed at the old office. "I found that a great deal of things weren't claimed by anyone, and somebody had to decide what to do with it. All the office materials in the workplace that technically didn't belong to any one person. Someone needed to decide what gets tossed and what needs to come with us.".
Nail The First Day.
You never ever get a 2nd opportunity to make an impression. Day one of a move will be busy no matter what, however do whatever you can to make it a celebratory environment and a smooth transition.
Creating a celebratory atmosphere 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, people 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?" says Wollemann.
The moving committee created a welcome packet that had instructions on all the basics of arriving to work on the very first day and paired that package with a live presentation a few weeks prior to the move letting people understand what to anticipate-- where they would be sitting, how to get in and out, mass transit choices, and more.
" You need to advise people on how to prepare, and how to be successful in the brand-new environment-- how to establish their desk, their tech, website their chair, everything," states Slater. "Require time to resolve even the smallest of issues and look after the needs (not the wants) of individuals, either through design, education, or technology.".
There were a couple of items the moving group, in retrospect, dreams were dealt with in a different way. Relocating to a new workplace, for us, implied great deals of new IT systems to carry out-- new printers, brand-new docking stations for laptops, new structure security, and more. The IT team set-up a war space where people could stop by for support on the area, but numerous concerns could've been prevented by maybe a team-by-team technology orientation.
Regardless of that minor hassle, the team nailed the very first day experience. "We had a really celebratory very first day (and week) at the brand-new office," says Wollemann. "There were swag bags, balloons, unique treats, and more. Making people feel truly unique was a priority.".
The Lunch Crunch.
Among the most unexpected elements of our move is just how invested people would remain in checking out the lunch areas in our brand-new neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited the most excitement and anguish.
" We assemble a truly good welcome packet that included information about the neighborhood, but I want we consisted of more choices for lunch," says Christophe. "The options we put in there were more special occasion type of places (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare individuals for their new cooking environments. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you interact that info to the team. Food is a big offer, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This response did elicit an enjoyable and innovative solution-- our group has actually now started a shared spreadsheet where individuals can go into fun, cost effective lunch areas they have actually found with a brief evaluation that anybody on the group can browse for some new alternatives to attempt.
The Work's Refrained from doing After Day One.
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 move group.
" People forget that the relocation and change isn't over on the first day," says Slater. "Sustaining modification is the biggest obstacle and it's not typically succeeded by most business. Individuals will start to leave cups and garbage around or utilize the spaces inappropriately. You require to continuously iterate and resolve issues the first month as individuals get utilized to the space and make modifications so that the area works effectively.".
The the first day breakfast spread. Remain alert, the work's not even close to end up!
" The greatest challenge is getting people to change their behavior," says Wollemann. "One method to motivate that is actually to focus the interactions. Even if the sole function is to interact the date of something or action they require to take, always bring that communication back to why this change is going to be fantastic for the future.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
After investing years in one office, we had actually all built up a lot of stuff that plainly didn't need to move to the brand-new space. Given that no one truly likes cleaning, the group made it enjoyable.
Large garbage and recycling cans were generated and everyone in the business was encouraged to let go of all the junk they have actually built up over the years. Old documents was shredded, conference boodle donated, and drawers filled with napkins and plastic spoons from lunches past were discarded.
Throughout the very first week in the new office, unique surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for each staff member containing novelty chocolate service cards-- featuring the new address, obviously.