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 need to understand. Convene just recently moved our home office from 2 offices in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a move of just four miles, but moving over 100 individuals, spread throughout several 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 specialists, chose for their specific understanding around problems we understood would occur with the huge move. Believe of them as our moving dream 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 need to prepare to relocate. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our professionals shared was the value of "Why?".
" Why are we moving offices?".
" Make certain everyone understands the 'why' of the relocation," says Slater. "Individuals respect transparency. You require to describe whether it's going to be much better or worse for them.".
Let's face it, companies move for lots of reasons-- often 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 required.
When the group was substantially smaller, we moved into our old office back in 2010--.
Of course, lots of relocations included great deals of excellent news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking brilliant and sunny for your company, don't take the 'why' for given. You're still asking people to change their routines, which in many ways is more challenging in good times than bad.
" All communications concerning 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 necessary to remember the 'why' when you're asking people to change a huge part of their regimen.".
" What remains in It for Me?".
Even the most generous group gamer will have one big concern about any office relocation: "What's in it for me?".
Shifts and regular modifications are hard for everyone, and some of the modifications may make life harder for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or overlook those issues, ensure you're framing the move around the individual benefits individuals can anticipate from the new digs.
Moving offices is a big (and pricey) choice.
" If you're moving someplace with excellent amenities, it's a big message to individuals that our skill is the most essential 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 space, much better features, much better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving offices 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 picked based upon their skillsets-- communications, modification know-how, design, strategy, and so on. Everyone had a function to play, which role was essential to a successful move. "Strategy people's functions ahead of time on the move group," says Vassallo. "Make sure you have your requirements covered.".
Despite the accrued skill, there were a few locations our team might've used some additional assistance with (operations being a huge one). "Specific things I managed might have been much better dealt with by an operations professional. For example, working with the mover, coordinating all packages, what teams require what, and what kind of things they own.".
" Having the right group of individuals to coordinate the relocation and divvying up responsibility is actually important," states Christophe. "We had an actually great group, that made it much easier.".
Communicate Early and Frequently.
" Step one is creating a communications strategy, where you lay out the in the past, throughout, and after the move, and ensure everybody has information about key dates," recommends Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential products would need to be interacted to the business-- scrap cleaning days, last day to pack your box, last day in the old workplace, very first day in the new office, and more.
When moving workplaces, make sure to thank those who made it happen!
Interacting early and typically applies beyond just your own business too-- make certain to confirm with outdoors vendors like the moving business months beforehand. "Start the move a minimum of six months beforehand, not four weeks like we did!" states Vassallo. "When I called the moving company, they thought I was crazy.".
Many industrial office buildings aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "What time people can come, utilizing freight elevators, what time individuals can utilize the freight elevators, additional expense for moving after hours, then collaborating with the new building to have that all happen on the same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are created equivalent-- each group has their own needs and equipment. The HR group requires a room with some privacy for interviews and other delicate meetings. And the finance group requires filing cabinets for accounting documents.
Understanding what they'll need in the brand-new area, be prepared to deal with equipment and other various items that go unclaimed at the old office. "I discovered that a lot of things weren't declared by anybody, and someone needed to decide what to do with it. For example, all the workplace materials in the workplace that technically didn't come from any someone. Someone needed to decide what gets tossed and what requires to come with us.".
Nail The First Day.
You never get a 2nd chance to make an impression. Day one of a relocation will be chaotic no matter what, however do everything you can to make it a celebratory environment and a smooth transition.
Developing a celebratory atmosphere 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, people appreciate 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 package that had instructions on all the essentials of arriving to deal with the very first day and paired that packet with a live discussion a couple of weeks before the relocation letting individuals know what to anticipate-- where they would get more info be sitting, how to get in and out, public transport choices, and more.
" You require to instruct people on how to prepare, and how to be effective in the 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 innovation, style, or education.".
There were a few items the moving group, in retrospection, wishes were dealt with in a different way. Moving to a new office, for us, indicated great deals of 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 people might come by for assistance on the spot, but numerous problems might've been prevented by perhaps a team-by-team technology orientation.
In spite of that small trouble, the team nailed the very first day experience. "We had an actually celebratory very first day (and week) at the brand-new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly special was a concern.".
The Lunch Crunch.
Among the most unexpected elements of our relocation is simply how invested individuals would remain in checking out the lunch areas in our brand-new community. Of all the regimens being changed for the folks in our office, lunch unequivocally elicited one of the most excitement and distress.
" We assemble a truly good welcome packet that included information about the neighborhood, but I want we consisted of more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique event type of places (i.e.-- more expensive), and not every day lunch options.".
Prepare individuals for their brand-new culinary surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you interact that details to the group. Food is a big deal, and you 'd be well served to set minds at ease about where your group can consume in their brand-new digs.
This reaction did elicit an enjoyable and imaginative option-- our team has now begun a shared spreadsheet where individuals can go into fun, cost effective 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 Not Done After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the relocation is over with.
Not so quickly, says our move group.
" People forget that the relocation and change isn't over on day one," says Slater. You require to constantly repeat and deal with concerns the first month as individuals get used to the area and make modifications so that the area works efficiently.".
The day one breakfast spread. However remain watchful, the work's not even close to complete!
" The most significant challenge is getting individuals to alter their behavior," states Wollemann. "One way to motivate that is really to focus the interactions. 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 terrific for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone knows it.
After investing years in one office, we had all built up a lot of things that plainly 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 everyone in the company was encouraged to let go of all the scrap they have actually collected over the years. Old documents was shredded, conference boodle contributed, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, in addition to unique welcome bags for every single employee containing novelty chocolate company cards-- including the brand-new address, naturally.