Moving offices-- similar to moving your house-- is a huge decision, 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 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a move of only 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 arise with the huge move. Believe of them as our moving all-star team-- the Workplace Move Avengers.
Four of these specialists were kind enough to share their ideas on the move-- what worked out, what didn't, and how other companies must prepare to relocate. Find out from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our professionals shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everyone understands the 'why' of the relocation," says Slater. "Individuals regard transparency. You require to outline whether it's going to be much better or worse for them.".
Let's face it, business move for lots of reasons-- often good and in some cases not-so-good. Those not-so-good reasons (downsizing, lowering realty expenses) can be hard to navigate, but Slater worries that transparency is key. "Eventually, you're transferring because you desire the experience to be much better for everyone at the other end. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the relocation is required. Cutting costs can be hard, but ultimately it's for the very best.".
When the group was significantly smaller, we moved into our old workplace back in 2010--.
Naturally, lots of moves featured lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking intense and warm for your business, do not take the 'why' for given. You're still asking individuals to alter their regimens, which in numerous ways is more challenging in great times than bad.
" All communications regarding the move ought to always end and start with the key 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's in It for Me?".
Even the most generous team gamer will have one huge issue 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 challenging for a portion of your team (longer commute, less familiar community). While you should not belittle or neglect those concerns, make sure you're framing the walk around the individual advantages individuals can anticipate from the new digs.
Moving offices is a huge (and pricey) decision.
" If you're moving someplace with leading notch facilities, it's a huge message to individuals that our talent is the most important for us and we're going to take care of you," says Slater. "Whatever the advantage of your new space is, hype that up for the team: more space, much better amenities, better community, anything that frames up the critical 'What's in it for me?'".
Choose Your Move Group Sensibly.
Moving offices is a huge decision-- a really expensive choice. Ensure you're selecting members of your move group carefully, and not simply tossing any ready volunteer into the mix.
Our team was purposefully picked based on their skillsets-- communications, modification competence, style, method, and so on. Each individual had a role to play, which role was important to an effective move. "Plan people's functions ahead of time on the move team," says Vassallo. "Make certain you have your needs covered.".
Despite the accumulated talent, there were a few locations our team might've used some extra aid with (operations being a huge one). "Specific things I dealt with might have been much better dealt with by an operations specialist. Working with the mover, coordinating all the boxes, what groups require what, and what kind of things they own.".
" Having the best group of individuals to collaborate the move and divvying up duty is really crucial," states Christophe. "We had an actually good group, which made it much easier.".
Interact Early and Frequently.
" Step one is developing a communications strategy, where you describe the previously, during, and after the relocation, and ensure everybody has information about essential dates," advises Wollemann. The team laid out a comprehensive timeline, with corresponding dates for when crucial products would need to be interacted to the business-- junk cleaning days, last day to pack your box, last day in the old workplace, first day in the new workplace, and more.
When moving workplaces, make sure to thank those who made it occur!
Communicating early and frequently applies beyond just your own business too-- make certain to confirm with outside suppliers like the moving business months beforehand. "Start the move a minimum of six months ahead of time, not 4 check here weeks like we did!" says Vassallo. "When I got in touch with the moving business, they thought I was crazy.".
A lot of business workplace structures aren't going to let movers mess up their good elevators with moving carts and heavy furnishings. "What time individuals can come, utilizing freight elevators, what time individuals can use the freight elevators, extra cost for moving after hours, then coordinating with the new structure to have that all occur on the very same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your business are created equivalent-- each group has their own requirements and equipment. The HR team requires a room with some privacy for interviews and other delicate conferences. And the finance group requires filing cabinets for accounting documents.
Besides understanding what they'll need in the brand-new area, be prepared to deal with equipment and other various products that go unclaimed at the old office. "I found that a great deal of things weren't claimed by anyone, and someone needed to decide what to do with it. For example, all the workplace materials in the office that technically didn't come from any a single person. Someone needed to decide what gets tossed and what requires to come with us.".
Nail Day One.
You never ever get a second opportunity to make an impression. The first day of a move will be hectic no matter what, however do everything you can to make it a smooth shift and a celebratory atmosphere.
Producing a celebratory environment on day one was a critical element of our workplace move.
" It's simple to get lost in the logistics but when it comes down to it, individuals care about a few things that will affect them on the first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee produced a welcome packet that had directions on all the essentials of showing up to deal with the first day and paired that package with a live discussion a few weeks prior to the relocation letting people understand what to anticipate-- where they would be sitting, how to get in and out, mass 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, whatever," says Slater. "Take some time to fix even the smallest of problems and look after the needs (not the wants) of individuals, either through style, technology, or education.".
There were a couple of products the moving group, in retrospect, dreams were handled differently. Transferring to a brand-new office, for us, implied lots of brand-new IT systems to carry out-- new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war room where people could stop by for assistance on the area, however many issues could've been avoided by possibly a team-by-team innovation orientation.
Regardless of that small trouble, the team nailed the very first day experience. "We had a really celebratory first day (and week) at the new workplace," states Wollemann.
The Lunch Crunch.
Among the most unexpected elements of our relocation 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 elicited the many excitement and distress.
" We assemble a truly good welcome packet that included information about the neighborhood, but I wish we consisted of more alternatives for lunch," states Christophe. "The choices we put in there were more unique event type of places (i.e.-- more expensive), and not every day lunch alternatives.".
Prepare individuals for their brand-new culinary surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain 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 group can eat in their new digs.
This action did generate an enjoyable and innovative solution-- our group has actually now started a shared spreadsheet where people can get in enjoyable, inexpensive lunch areas they have actually found with a brief evaluation that anyone on the group can browse for some new choices to attempt.
The Work's Not Done After Day One.
At 5PM on day one, it's easy to breathe a sigh of relief and think the move is over with.
Not so fast, says our relocation group.
" People forget that the move and modification isn't over on day one," states Slater. You require to constantly iterate and deal with problems the very first month as individuals get used to the space and make changes so that the space works effectively.".
The the first day breakfast spread. But remain watchful, the work's not even near end up!
" The most significant difficulty is getting individuals to change their habits," states Wollemann. "One way to motivate that is truly to focus the communications. Even if the sole function is to communicate the date of something or action they require to take, always bring that interaction back to why this change is going to be great for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
After spending years in one office, we had actually all accumulated a lot of stuff that clearly didn't need to move to the new space. Considering that no one actually likes cleaning, the team made it fun.
Big garbage and recycling cans were generated and everybody in the company was encouraged to let go of all the junk they've accumulated for many years. Old paperwork was shredded, conference swag donated, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the very first week in the brand-new office, special surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single staff member containing novelty chocolate company cards-- including the brand-new address, of course.