Moving offices-- simply like moving your home-- is a huge choice, packed with risks and headaches that can sap the resources of even the most prepared company.
We must understand. Convene recently moved our corporate head office from 2 workplaces in Midtown Manhattan to a new flagship place in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 people, spread across 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 group of specialists, selected for their specific knowledge around problems we knew would occur with the big move. Think of them as our moving all-star team-- the Workplace Move Avengers.
4 of these specialists were kind enough to share their thoughts on the move-- what went well, what didn't, and how other companies ought to prepare to move. Gain from our successes-- and errors.
Start with "Why?".
The most essential consideration our professionals shared was the significance of "Why?".
" Why are we moving offices?".
" Make sure everybody understands the 'why' of the relocation," states Slater. "People respect openness. You require to describe whether it's going to be better or even worse for them.".
Let's face it, companies move for lots of factors-- often not-so-good and sometimes great. Even if you have to move for an unfavorable reason, it's essential to transparently interact why the move is needed.
We moved into our old workplace back in 2010-- when the group was significantly smaller sized.
Naturally, lots of relocations featured lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking warm and intense for your business, do not take the 'why' for approved. You're still asking individuals to alter their regimens, which in lots of ways is more difficult in great times than bad.
" All communications concerning the relocation must constantly start and end with the essential 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 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 team player will have one huge issue about any workplace relocation: "What's in it for me?".
Transitions and regular changes are hard for everyone, and a few of the modifications might make life more difficult for a part of your group (longer commute, less familiar community). While you shouldn't belittle or ignore those issues, ensure you're framing the walk around the specific advantages people can anticipate from the brand-new digs.
Moving offices is a huge (and costly) choice.
" If you're moving someplace with excellent amenities, it's a huge message to people that our skill is the most crucial for us and we're going to take care of you," states Slater. "Whatever the benefit of your brand-new area is, buzz that up for the team: more area, better features, better area, anything that frames up the necessary 'What remains in it for me?'".
Select Your Move Group Wisely.
Moving workplaces is a huge decision-- an extremely pricey decision. Make certain you're choosing members of your move group wisely, and not just tossing any willing volunteer into the mix.
Our team was actively chosen based on their skillsets-- interactions, modification competence, style, strategy, etc. Each individual had a role to play, and that role was crucial to an effective move. "Plan people's functions ahead of time on the relocation team," says Vassallo. "Ensure you have your needs covered.".
Despite the accrued talent, there were a few areas our team could've used some extra aid with (operations being a big one). "Certain things I handled might have been better handled by an operations professional. Working with the mover, collaborating all the boxes, what groups need what, and what kind of things they own.".
" Having the right team of individuals to collaborate the move and divvying up obligation is really crucial," states Christophe. "We had a truly good group, that made it simpler.".
Communicate Early and Typically.
" Step one is developing a communications plan, where you lay out the previously, during, and after the relocation, and ensure everyone knows about essential dates," recommends Wollemann. The group laid out a detailed timeline, with matching dates for when important products would need to be interacted to the company-- scrap cleansing days, last day to pack your box, last day in the old workplace, first day in the brand-new office, and more.
When moving workplaces, make certain to thank those who made it occur!
Communicating early and typically applies beyond just your own business too-- make sure to validate with outside vendors like the moving business months in advance. "When I called the moving company, they thought I was crazy.".
That opts for the structure (actually buildings) involved too. A lot of commercial 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 people can use the freight elevators, extra cost for moving after hours, then coordinating with the new building to have that all occur on the exact same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your business are produced equivalent-- each team has their own requirements and equipment. 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 place, be prepared to manage equipment and other various products that go unclaimed at the old office. "I discovered that a great deal of things weren't claimed by anyone, and somebody had to decide what to do with it. All the workplace products in the office that technically didn't belong to any one person. Somebody needed to choose what gets tossed and what needs to come with us.".
Nail Day One.
You never get a 2nd opportunity to make an impression. The first day of a move will be chaotic no matter what, however do whatever you can to make it a celebratory environment and a smooth shift.
Creating a celebratory atmosphere on day one was a crucial 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 package that had guidelines on all the essentials of getting here to deal with the first day and paired that packet with a live discussion a couple of weeks before the relocation letting individuals know what to expect-- where they would be sitting, how to get in and out, mass here transit alternatives, and more.
" You need to instruct individuals on how to prepare, and how to be successful in the new environment-- how to establish their desk, their tech, their chair, everything," states Slater. "Take some time to solve even the tiniest of problems and take care of the requirements (not the desires) of people, either through style, education, or technology.".
There were a few items the moving team, in retrospection, wishes were dealt with differently. Relocating to a brand-new office, for us, meant lots of brand-new IT systems to execute-- brand-new printers, new docking stations for laptop computers, new building security, and more. The IT group set-up a war room where people might drop by for support on the area, however many problems might've been prevented by perhaps a team-by-team innovation orientation.
Despite that minor hassle, the group nailed the 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 deals with, and more. Making individuals feel really unique was a top priority.".
The Lunch Crunch.
One of the most unexpected elements of our relocation is simply how invested individuals would remain in checking out the lunch areas in our new community. Of all the routines being changed for the folks in our office, lunch unequivocally elicited one of the most enjoyment and distress.
" We create an actually great welcome package that included info about the neighborhood, but I want we consisted of more choices for lunch," says 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 individuals for their brand-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 huge deal, and you 'd be well served to set minds at ease about where your team can consume in their new digs.
This response did generate a fun and creative option-- our team has now begun a shared spreadsheet where people can enter enjoyable, inexpensive lunch areas they've found with a short review that anybody on the team can search for some brand-new choices to attempt.
The Work's Not Done After The first day.
At 5PM on the first day, it's easy to breathe a sigh of relief and believe the move is over with.
Not so quickly, says our relocation group.
" People forget that the relocation and change isn't over on day one," states Slater. "Sustaining change is the most significant obstacle and it's not normally done well by a lot of business. People will start to leave cups and garbage around or utilize the spaces inappropriately. You require to constantly iterate and attend to problems the first month as people get used to the area and make changes so that the space works efficiently.".
The day one breakfast spread. Stay vigilant, the work's not even close to complete!
" The most significant obstacle is getting individuals to alter their habits," states Wollemann. "One method to encourage that is truly to focus the interactions. 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.
Do not kid yourself-- moving workplaces can be a huge old pain-in-the-ass. Everyone knows it.
After investing years in one office, we had actually all accumulated a lot of things that clearly didn't require to move to the new area. Given that no one truly likes cleansing, the team 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 documentation was shredded, conference swag donated, and drawers complete of 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, in addition to unique welcome bags for each employee including novelty chocolate organisation cards-- featuring the new address, obviously.