Moving offices-- similar to moving your home-- is a huge choice, replete with mistakes and headaches that can sap the resources of even the most prepared business.
We must know. Assemble recently moved our corporate head office from two offices in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a move of just four miles, however moving over 100 individuals, spread throughout several locations, is never ever an easy task.
To facilitate this relocation, and ensure a smooth shift, the group here at Convene designated a move committee: a group of experts, selected for their particular knowledge around issues we understood would emerge with the huge move. Think about them as our moving all-star team-- the Workplace Move Avengers.
Four of these specialists were kind sufficient to share their ideas on the move-- what worked out, what didn't, and how other companies should prepare to transfer. Learn from our successes-- and errors.
Start with "Why?".
The most crucial factor to consider our experts shared was the significance of "Why?".
" Why are we moving offices?".
" Ensure everyone understands the 'why' of the relocation," says Slater. "Individuals respect openness. You need to detail whether it's going to be better or worse for them.".
Let's face it, companies move for lots of reasons-- in some cases excellent and sometimes not-so-good. Even if you have to move for a negative reason, it's essential to transparently interact why the relocation is needed.
We moved into our old office back in 2010-- when the group was substantially smaller.
Naturally, plenty of moves included great deals of excellent news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking warm and intense for your business, do not take the 'why' for granted. You're still asking people to change their routines, which in many ways is more difficult in great times than bad.
" All interactions concerning the relocation needs 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 regimen.".
" What remains in It for Me?".
Even the most generous group gamer will have one huge concern about any office moving: "What remains in it for me?".
Shifts and regular modifications are difficult for everybody, and some of the changes might make life more challenging for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or overlook those issues, make certain you're framing the move the individual benefits people can get out of the brand-new digs.
Moving workplaces is a big (and costly) decision.
" If you're moving someplace with excellent features, 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," states Slater. "Whatever the advantage of your new space is, buzz that up for the group: more area, better amenities, much better community, anything that frames up the critical 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving workplaces is a big decision-- a really pricey decision. Make sure you're choosing members of your relocation team wisely, and not simply throwing any willing volunteer into the mix.
Our group was actively chosen based upon their skillsets-- interactions, change proficiency, design, method, etc. Everyone had a function to play, and that role was essential to a successful move. "Strategy people's functions ahead of time on the relocation team," states Vassallo. "Ensure you have your requirements covered.".
Despite the accumulated talent, there were a couple of areas our group could've utilized some extra aid with (operations being a huge one). "Certain things I managed might have been much better handled by an operations professional. Working with the mover, coordinating all the boxes, what groups need what, and what kind of things they own.".
" Having the best team of people to collaborate the move and divvying up duty is really crucial," says Christophe. "We had a truly good group, which made it much easier.".
Communicate Early and Frequently.
" Step one is creating an interactions strategy, where you describe the in the past, during, and after the move, and make certain everyone knows about crucial dates," recommends Wollemann. The group set out a comprehensive timeline, with matching dates for when important items would require to be interacted to the company-- junk cleansing days, last day to pack your box, last day in the old office, very first day in the brand-new office, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and frequently uses beyond simply your own business too-- make sure to confirm with outside vendors like the moving business months in advance. "When I called the moving business, they thought I was crazy.".
Many commercial office structures aren't going to let movers mess up their nice elevators with moving carts and heavy furnishings. "What time people can come, using freight elevators, what time people can utilize the freight elevators, additional cost for moving after hours, then collaborating with the brand-new structure to have that all happen on the exact same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your company are created equal-- each team has their own needs and devices. The HR group requires a space with some privacy for interviews and other delicate conferences. And the finance group needs filing cabinets for accounting paperwork.
Understanding what they'll need in the brand-new place, be prepared to manage equipment and other various items that go unclaimed at the old workplace. All the workplace supplies in the workplace that technically didn't belong to any website one person.
Nail The First Day.
You never get a 2nd chance to make an impression. The first day of a move will be busy no matter what, but do everything you can to make it a celebratory environment and a smooth transition.
Developing a celebratory environment on the first day was a crucial part of our office relocation.
" It's easy to get lost in the logistics however 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 building and where am I sitting?" states Wollemann.
The moving committee produced a welcome packet that had guidelines on all the fundamentals of showing up to deal with the very first day and paired that packet with a live discussion a few 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 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," says Slater. "Require time to solve even the smallest of concerns and take care of the needs (not the wants) of people, either through innovation, style, or education.".
There were a few items the moving team, in retrospect, desires were managed differently. Transferring to a brand-new office, for us, suggested great deals of brand-new IT systems to carry out-- new printers, brand-new docking stations for laptop computers, new building security, and more. The IT team set-up a war room where website individuals might drop by for support on the spot, however numerous issues might've been prevented by maybe a team-by-team technology orientation.
Despite that minor hassle, the group nailed the very first day experience. "We had a truly celebratory first day (and week) at the new office," says Wollemann.
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested people would be in exploring the lunch spots in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited one of the most excitement and anguish.
" We put together a truly great welcome package that included info about the community, but I wish we included more options for lunch," states Christophe. "The alternatives we put in there were more unique celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new cooking environments. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and make sure 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 innovative solution-- our team has actually now begun a shared spreadsheet where people can enter fun, budget-friendly lunch spots they've found with a brief review 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 day one, it's simple to breathe a sigh of relief and think the relocation is over with.
Not so quickly, states our move group.
" People forget that the move and change isn't over on day one," says Slater. You require to continuously iterate and resolve concerns the first month as individuals get utilized to the space and make changes so that the space works efficiently.".
The day one breakfast spread. Stay watchful, the work's not even close to finished!
" The greatest challenge is getting individuals to read more change their habits," says Wollemann. "One method to encourage that is truly to focus the communications. Even if the sole function is to communicate 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 Fun.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone knows it.
But you can make things more manageable by working in some enjoyable. One method our team did that was by hosting a number of "purge celebrations." After spending years in one workplace, we had actually all built up a great deal of stuff that clearly didn't require to move to the new area. Because no one actually likes cleaning, the team made it enjoyable. Time was obstructed out on everyone's calendars for a "purge party," total with tacos, beer, and music.
Large trash and recycling cans were brought in and everybody in the business was encouraged to let go of all the junk they've built up for many years. Old paperwork was shredded, conference swag donated, and drawers loaded with napkins and plastic spoons from lunches previous were tossed away.
Throughout the very first week in the 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-- featuring the brand-new address, naturally.