Moving offices-- simply like moving your house-- is a big decision, loaded with risks and headaches that can sap the resources of even the most prepared company.
We need to understand. Convene just recently moved our business headquarters from 2 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of only 4 miles, but moving over 100 individuals, spread across numerous locations, is never ever an easy task.
To facilitate this relocation, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, selected for their specific understanding around problems we understood would develop with the big relocation. Consider them as our moving dream group-- the Office Move Avengers.
4 of these experts were kind sufficient to share their thoughts on the relocation-- what went well, what didn't, and how other business should prepare to move. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody knows the 'why' of the move," states Slater. "People regard transparency. You need to lay out whether it's going to be better or even worse for them.".
Let's face it, companies move for great deals of factors-- in some cases not-so-good and sometimes great. Those not-so-good factors (downsizing, minimizing realty costs) can be difficult to browse, but Slater stresses that openness is key. "Ultimately, you're transferring 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's essential to transparently interact why the move is needed. Cutting expenses can be hard, however eventually it's for the very best.".
When the team was considerably smaller sized, we moved into our old workplace back in 2010--.
Naturally, plenty of moves included lots of great news too-- growing teams, broadening revenue, and new opportunities. Even when things are looking brilliant and warm for your business, do not take the 'why' for approved. You're still asking individuals to alter their regimens, which in many ways is more challenging in good times than bad.
" All communications regarding the move ought to always end and start 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 very important to bear in mind the 'why' when you're asking people to change a major part of their routine.".
" What remains in It for Me?".
Even the most generous group gamer will have one huge concern about any office relocation: "What's in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications may make life more tough for a part of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or ignore those issues, make certain you're framing the walk around the private benefits people can expect from the brand-new digs.
Moving workplaces is a big (and expensive) decision.
" If you're moving someplace with excellent features, it's a huge message to people that our talent is the most crucial for us and we're going to look after you," says Slater. "Whatever the benefit of your brand-new area is, hype that up for the team: more area, much better features, much better community, anything that frames up the all-important 'What's in it for me?'".
Pick Your Move Team Wisely.
Moving workplaces is a huge decision-- a very pricey decision. Make sure you're picking members of your relocation team sensibly, and not simply throwing any ready volunteer into the mix.
Our group was purposefully chosen based upon their skillsets-- communications, modification expertise, style, technique, and so on. Everyone had a role to play, which role was vital to an effective move. "Strategy people's roles ahead of time on the relocation team," states Vassallo. "Make sure you have your requirements covered.".
Regardless of the accrued talent, there were a couple of areas our team could've used some extra aid with (operations being a huge one). "Particular things I dealt with might have been much better managed by an operations professional. For instance, hiring the mover, collaborating all packages, what groups need what, and what example they own.".
" Having the right team of individuals to collaborate the relocation and divvying up duty is truly crucial," states Christophe. "We had a really good group, which made it simpler.".
Interact Early and Frequently.
" Step one is producing a communications strategy, where you lay out the previously, during, and after the move, and ensure everybody knows about crucial dates," recommends Wollemann. The team set out a detailed timeline, with corresponding dates for when crucial products would require to be interacted to the business-- junk cleaning days, last day to load your box, last day in the old office, very first day in the new office, and more.
When moving workplaces, make certain to thank those who made it occur!
Interacting early and typically uses beyond simply your own company too-- make sure to confirm with outdoors suppliers like the moving business months in advance. "When I contacted the moving company, they thought I was crazy.".
That chooses the structure (really buildings) involved too. Many industrial workplace structures aren't going to let movers screw up their good elevators with moving carts and heavy furnishings. "You also need to collaborate with the structure (both structures) a lot," states Vassallo. "What time individuals can come, using 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 take place on the same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your company are created equal-- each team has their own requirements and devices. Designers require special displays and locations to sketch. Sales individuals need a peaceful workplace for making calls to customers. The website HR team needs a room with some privacy for interviews and other delicate conferences. And the finance team needs filing cabinets for accounting paperwork. "We did interviews with each department to find out about what they need and how they work," advises Vassallo. "That went a long method in being prepared for day one.".
Knowing what they'll require in the new location, be prepared to deal with devices and other miscellaneous items that go unclaimed at the old workplace. "I found that a great deal of things weren't claimed by anyone, and somebody had to choose what to do with it. For instance, all the office products in the office 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 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.
Producing a celebratory environment on day one was a critical element of our office relocation.
" It's simple to get lost in the logistics but when it boils down to it, people appreciate a few 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 developed a welcome packet that had guidelines on all the basics of getting here to work on the first day and paired that package with a live presentation a couple of weeks prior to the move letting individuals understand what to expect-- where they would be sitting, how to get in and out, public transport options, and more.
" You need to advise 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, everything," states Slater. "Take time to resolve even the tiniest of issues and take care of the requirements (not the desires) of people, either through education, design, or innovation.".
There were a few products the moving group, in retrospect, wishes were dealt with in a different way. Moving to a new workplace, for us, indicated great deals of brand-new IT systems to implement-- new printers, brand-new docking stations for laptop computers, brand-new building security, and more. The IT team set-up a war room where individuals might come by for support on the spot, but numerous concerns might've been prevented by perhaps a team-by-team technology orientation.
In spite of that small trouble, the group nailed the very first day experience. "We had an actually celebratory first day (and week) at the new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly unique was a top priority.".
The Lunch Crunch.
One of the most surprising aspects of our move is simply how invested individuals would remain in checking out the lunch areas in our brand-new area. Of all the regimens being changed for the folks in our office, lunch unequivocally elicited the most excitement and anguish.
" We put together a really great welcome package that consisted of details about the area, however I wish we included more options for lunch," says Christophe. "The options we put in there were more special celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new cooking environments. Search Yelp for the finest sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your team can eat in their brand-new digs.
This action did generate a fun and creative solution-- our group has actually now started a shared spreadsheet where people can get in enjoyable, inexpensive lunch spots they have actually found with a short evaluation that anybody on the team can browse for some brand-new choices to try.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's simple to breathe a sigh of relief and believe the relocation is over with.
Not so fast, says our move group.
" People forget that the move and modification isn't over on the first day," says Slater. "Sustaining modification is the most significant difficulty and it's not usually succeeded by a lot of companies. Individuals will begin to leave cups and trash around or utilize the spaces wrongly. You require to constantly repeat and attend to issues the very first month as people get utilized to the area and make adjustments so that the area works efficiently.".
The the first day breakfast get more info spread. But remain vigilant, the work's not even near finished!
" The greatest challenge is getting individuals to change their habits," states Wollemann. "One method to encourage that is truly to focus the communications. Even if the sole purpose is to interact the date of something or action they need to take, constantly 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 workplaces can be a big old pain-in-the-ass. Everybody understands it.
After investing years in one office, we had all built up a lot of things that plainly didn't require to move to the new space. Considering that no one actually likes cleaning, the team made it fun.
Big garbage and recycling cans were brought in and everyone in the company was motivated to let go of all the scrap they have actually accumulated throughout the years. Old documentation was shredded, conference boodle donated, and drawers loaded with napkins and plastic spoons from lunches past were thrown away.
Throughout the very first week in the brand-new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each worker consisting of novelty chocolate organisation cards-- featuring the new address, of course.