Moving offices-- much 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 need to understand. Convene recently moved our home office from two offices in Midtown Manhattan to a new flagship place in Lower Manhattan. It's a move of only four miles, but moving over 100 people, spread throughout numerous areas, is never ever a basic job.
To facilitate this move, and ensure a smooth transition, the team here at Convene designated a move committee: a group of experts, selected for their specific knowledge around problems we understood would develop with the huge move. Think about them as our moving all-star team-- the Office Move Avengers.
4 of these experts were kind enough to share their thoughts on the relocation-- what worked out, what didn't, and how other business must prepare to move. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial factor to consider our specialists shared was the value of "Why?".
" Why are we moving workplaces?".
" Ensure everyone understands the 'why' of the relocation," states Slater. "Individuals respect transparency. You require to detail whether it's going to be better or worse for them.".
Let's face it, business move for great deals of reasons-- sometimes good and often not-so-good. Those not-so-good factors (downsizing, reducing genuine estate costs) can be tough to browse, but Slater worries that openness is key. "Eventually, you're moving because you want the experience to be much better for everyone at the other end. Even if you need to move for a negative reason, it is essential to transparently communicate why the relocation is required. 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.
Of course, lots of relocations featured lots of good news too-- growing teams, expanding income, and brand-new chances. Even when things are looking warm and brilliant for your business, do not take the 'why' for given. You're still asking individuals to alter their regimens, which in lots of methods is more tough in excellent times than bad.
" All interactions regarding the move should constantly begin 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 people to alter a significant part of their regimen.".
" What's in It for Me?".
Even the most selfless group gamer will have one big concern about any workplace 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 hard for a part of your team (longer commute, less familiar neighborhood). While you should not belittle or neglect those concerns, make certain you're framing the relocation around the individual advantages people 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 individuals that our talent 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, hype that up for the group: more space, much better amenities, much better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Choose Your Move Group Wisely.
Moving workplaces is a huge decision-- a really expensive decision. Make certain you're selecting members of your relocation team carefully, and not simply throwing any prepared volunteer into the mix.
Each individual had a function to play, and that role was crucial to an effective move. "Plan people's roles ahead of time on the move team," says Vassallo.
Regardless of the accrued talent, there were a couple of locations our group might've utilized some additional assist with (operations being a huge one). "Particular things I managed may have been much better managed by an operations professional. Employing the mover, coordinating all the boxes, what teams require what, and what kind of things they own.".
" Having the ideal group of people to coordinate the relocation and divvying up duty is actually essential," says Christophe. "We had a really great group, which made it easier.".
Interact Early and Typically.
" Step one is producing a communications plan, where you lay out the in the past, 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 communicated to the business-- junk 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 sure to thank those who made it occur!
Communicating early and frequently uses beyond simply your own company too-- make sure to verify with outdoors suppliers like the moving company months in advance. "When I got in touch with the moving business, they believed I was insane.".
Most commercial office buildings aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "What time people can come, using freight elevators, what time people 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 exact same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are produced equal-- each group has their own needs and devices. The HR team requires a room with some personal privacy for interviews and other sensitive conferences. And the finance group needs filing cabinets for accounting documentation.
Understanding what they'll need in the new place, be prepared to manage equipment and other miscellaneous items that go unclaimed at the old office. All the office supplies in the office that technically didn't belong to any one website person.
Nail The First Day.
You never ever get a 2nd opportunity to make a first impression. Day one of a move will be chaotic no matter what, but do everything you can to make it a smooth shift and a celebratory atmosphere.
Creating a celebratory atmosphere on day one was a crucial element of our office move.
" It's simple to get lost in the logistics however when it boils down to it, individuals appreciate a couple of things that will affect them on the very 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 discussion a couple of weeks prior to the move letting people understand what to anticipate-- where they would be sitting, how to get in and out, public transport choices, and more.
" You require to advise people 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. "Take time to fix even the smallest of issues and look after the needs (not the wants) of individuals, either through design, innovation, or education.".
There were a few products the moving team, in retrospection, wishes were managed in a different way. Transferring to a brand-new workplace, for us, implied lots of new IT systems to implement-- new printers, brand-new docking stations for laptop computers, new building security, and more. The IT group set-up a war space where people could come by for support on the area, however many problems might've been avoided by perhaps a team-by-team innovation orientation.
Despite that minor inconvenience, the group nailed the very first day experience. "We had a really celebratory first day (and week) at the brand-new workplace," says Wollemann. "There were swag bags, balloons, special treats, and more. Making individuals feel actually special was a concern.".
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested individuals would remain in checking out the lunch areas in our brand-new area. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated one of the most excitement and anguish.
" We put together a really nice welcome package that included info about the community, but I wish we included more options for lunch," says Christophe. "The alternatives we put in there were more unique event type of places (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare individuals for their new culinary environments. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you interact that details to the group. Food is a big offer, and you 'd be well served to set minds at ease about where your group can eat in their brand-new digs.
This reaction did generate an enjoyable and innovative solution-- our group has actually now started a shared spreadsheet where individuals can go into fun, affordable lunch areas they've found with a short evaluation that anyone on the group can browse for some brand-new options to attempt.
The Work's Not Done After The first day.
At 5PM on day one, it's simple to breathe a sigh of relief and think the relocation 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 change is the greatest difficulty and it's not generally done well by the majority of companies. Individuals will begin to leave cups and garbage around or use the areas wrongly. You need to continuously repeat and deal with concerns the very first month as people get used to the area and make changes so that the space works effectively.".
The the first day breakfast spread. However remain alert, the work's not even close to finished!
" The most significant obstacle is getting individuals to alter their habits," says Wollemann. "One method to motivate that is truly to focus the communications. Even if the sole purpose is to communicate the date of something or action they require 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.
Don't kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone understands it.
You can make things more bearable by working in some fun. One method our group did that was by hosting numerous "purge celebrations." After spending years in one office, we had all collected a great deal of things that clearly didn't require to relocate to the brand-new space. But considering that no one really likes cleansing, the group made it fun. 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 accumulated for many years. Old documents was shredded, conference boodle donated, and drawers loaded with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the very first week in the new workplace, unique surprises were planned, like afternoon cookies or catered lunch, in addition to unique welcome bags for each staff member including novelty chocolate organisation cards-- featuring the brand-new address, naturally.