Moving offices-- much like moving your home-- is a huge choice, replete with risks and headaches that can sap the resources of even the most ready company.
We should understand. Convene just recently moved our business headquarters from 2 offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a move of just 4 miles, but moving over 100 individuals, spread throughout several locations, is never ever a simple job.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of specialists, chose for their particular knowledge around issues we understood would emerge 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. Learn from our successes-- and errors.
Start with "Why?".
The most important factor to consider our experts shared was the significance of "Why?".
" Why are we moving offices?".
" Make sure everybody knows the 'why' of the move," states Slater. "People regard openness. You need to lay out whether it's going to be better or even worse for them.".
Let's face it, business move for lots of factors-- sometimes not-so-good and in some cases excellent. Even if you have to move for an unfavorable reason, it's essential to transparently interact why the relocation is needed.
When the group was significantly smaller, we moved into our old office back in 2010--.
Obviously, a lot of relocations featured lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking bright and bright for your company, don't take the 'why' for granted. You're still asking people to change their routines, which in many ways is more challenging in great times than bad.
" All interactions regarding the move ought to constantly begin and end with the crucial vision of why we're moving workplaces and why this is very important," states Wollemann. "Even when it's simply an e-mail about logistics and timeline, it's crucial to keep in mind the 'why' when you're asking individuals to alter a huge part of their routine.".
" What's in It for Me?".
Even the most selfless group gamer will have one huge issue about any office relocation: "What's in it for me?".
Transitions and routine modifications are tough 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 certain you're framing the move the specific advantages individuals can get out of the brand-new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with excellent features, it's a huge message to individuals that our talent is the most crucial for us and we're going to look after you," states Slater. "Whatever the benefit of your new space is, hype that up for the team: more area, much better features, much better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Pick Your Move Team Wisely.
Moving workplaces is a huge decision-- a very pricey choice. Make sure you're selecting members of your relocation group sensibly, and not simply tossing any willing volunteer into the mix.
Our group was actively chosen based upon their skillsets-- interactions, change knowledge, design, method, 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 group," says Vassallo. "Make sure you have your requirements covered.".
In spite of 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 dealt with may have been better dealt with by an operations specialist. Hiring the mover, collaborating all the boxes, what groups require what, and what kind of things they own.".
" Having the best group of people to collaborate the move and divvying up duty is really crucial," states Christophe. "We had an actually good group, that made it easier.".
Communicate Early and Typically.
" Step one is creating an interactions plan, where you detail the in the past, during, and after the relocation, and make certain everyone knows about essential dates," recommends Wollemann. The group laid out an in-depth timeline, with corresponding dates for when crucial products would need to be communicated to the business-- scrap cleaning days, last day to pack your box, last day in the old workplace, very first day in the new office, and more.
When moving workplaces, make certain to thank those who made it happen!
Communicating early and often applies beyond simply your own business too-- make sure to validate with outside vendors like the moving company months in advance. "When I contacted the moving company, they thought I was insane.".
That chooses the structure (in fact structures) involved too. Many industrial office structures aren't going to let movers ruin their great 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, additional expense for moving after hours, then collaborating with the brand-new structure to have that all occur on the very same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are created equivalent-- each group has their own needs and equipment. The HR group requires a room with some privacy for interviews and other delicate conferences. And the finance team requires filing cabinets for accounting documents.
Understanding what they'll need in the new place, be prepared to handle devices and other miscellaneous products that go unclaimed at the old office. All the workplace materials in the office that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second opportunity to make a first impression. The first day of a move will be stressful no matter what, but do whatever you can to make it a smooth transition and a celebratory environment.
Creating a celebratory environment on day one was an important element of our workplace move.
" It's simple to get lost in the logistics but when it boils down to it, individuals care about a couple of 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 directions on all the basics of showing up to deal with the first day and paired that package with a live presentation 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 transportation alternatives, and more.
" You need to advise individuals on how to prepare, and how to be successful in the new environment-- how to establish their desk, their tech, their chair, everything," says Slater. "Require time to solve even the smallest of problems and look after the needs (not the desires) of people, either through education, style, or innovation.".
There were a couple of items the moving team, in retrospection, dreams were handled in a different way. Relocating to a new office, for us, indicated 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 people might come by for assistance on the spot, but numerous problems might've been prevented by possibly a team-by-team innovation orientation.
Regardless of that small trouble, the team nailed the first day experience. "We had a really celebratory first day (and week) at the new office," says Wollemann. "There were swag bags, balloons, unique treats, and more. Making individuals feel actually unique was a top priority.".
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested people would be in exploring the lunch areas in our brand-new area. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated the a lot of enjoyment and suffering.
" We assemble a truly good welcome packet that included information about the neighborhood, however I wish we included more options for lunch," says Christophe. "The alternatives we put in there were more unique celebration kind of places (i.e.-- more costly), and not every day lunch options.".
Prepare people for their brand-new cooking environments. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you communicate that details to the group. Food is a huge deal, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This reaction did elicit a fun and imaginative option-- our group has now started a shared spreadsheet where individuals can go into fun, budget friendly lunch areas they've discovered with a brief evaluation that anyone on the group can search for some new options to attempt.
The Work's Refrained from doing After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the relocation is over with.
Not so quickly, says our move group.
" People forget that the relocation and change isn't over on day one," states Slater. You need to continuously iterate and resolve problems the first month as individuals get used to the area and make adjustments so that the area works effectively.".
The the first day breakfast spread. But remain vigilant, the work's not even near finished!
" The biggest obstacle is getting people to alter their habits," says Wollemann. "One method to encourage that is actually to focus the communications. Even if the sole function 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 fantastic for the future.".
Do Not Forget to Make It Fun.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
But you can make things more bearable by operating in some fun. One way our team did that was by hosting numerous "purge parties." After spending years in one workplace, we had all built up a great deal of stuff that clearly didn't require to get more info relocate to the new area. Given that no one really likes cleaning, the group made it enjoyable. Time was blocked out on everyone's calendars for a "purge party," total with tacos, beer, and music.
Large garbage and recycling cans were generated and everybody in the company was encouraged to let go of all the junk they've built up for many years. Old documentation was shredded, conference boodle contributed, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the very first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, together with special welcome bags for each staff member consisting of novelty chocolate business cards-- featuring the new address, of course.