Moving offices-- simply like moving your house-- is a huge decision, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We ought to know. Assemble recently moved our corporate head 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 a simple job.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, chose for their specific understanding around problems we understood would occur with the big relocation. Think about them as our moving all-star team-- the Office Move Avengers.
4 of these experts were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other business ought to prepare to transfer. Gain from our successes-- and mistakes.
Start with "Why?".
The most essential factor to consider our professionals shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody knows the 'why' of the relocation," states Slater. "People regard transparency. You require to outline whether it's going to be much better or even worse for them.".
Let's face it, companies move for great deals of reasons-- often good and often not-so-good. Those not-so-good reasons (scaling down, decreasing 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 crucial to transparently communicate why the move is required. Cutting expenses can be hard, but ultimately it's for the finest.".
We moved into our old workplace back in 2010-- when the group was significantly smaller.
Of course, lots of relocations featured great deals of good news too-- growing teams, expanding profits, and new opportunities. Even when things are looking bright and warm for your company, do not take the 'why' for approved. You're still asking individuals to alter their regimens, which in lots of ways is more challenging in good times than bad.
" All communications concerning the move must constantly begin and end with the essential vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's simply an e-mail about logistics and timeline, it is necessary to bear in mind the 'why' when you're asking individuals to alter a huge part of their regimen.".
" What's in It for Me?".
Even the most selfless team player will have one big concern about any office moving: "What's in it for me?".
Transitions and routine changes are hard for everyone, and some of the modifications may make life more hard for a part of your group (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the move the individual advantages individuals can anticipate from the new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with top notch amenities, 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 space, better amenities, much better area, anything that frames up the all-important 'What remains in it for me?'".
Pick Your Move Team Wisely.
Moving workplaces is a huge decision-- a very expensive decision. Make sure you're choosing members of your relocation team wisely, and not simply tossing any willing volunteer into the mix.
Our group was actively selected based on their skillsets-- communications, modification expertise, style, technique, etc. Each individual had a role to play, which function was important to an effective relocation. "Plan individuals's roles ahead of time on the relocation group," says Vassallo. "Make certain you have your needs covered.".
Despite the accumulated talent, there were a couple of areas our team might've used some additional assist with (operations being a huge one). "Certain things I managed might have been much better dealt with by an operations professional. For example, hiring the mover, collaborating all the boxes, what teams require what, and what kind of things they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is truly important," says Christophe. "We had an actually great group, that made it easier.".
Interact Early and Often.
" Step one is producing an interactions plan, where you detail the before, throughout, and after the relocation, and ensure everybody has information about essential dates," advises Wollemann. The team set out a detailed timeline, with corresponding dates for when crucial products would need to be interacted to the business-- junk cleaning days, last day to load your box, last day in the old workplace, first day in the brand-new workplace, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and often applies beyond just your own company too-- make sure to verify with outdoors suppliers like the moving business months in advance. "When I contacted the moving company, they thought I was crazy.".
Many 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 use the freight elevators, extra cost for moving after hours, then coordinating with the brand-new structure to have that all take place on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are developed equivalent-- each team has their own needs and equipment. Designers need special monitors and locations to sketch. Sales individuals require a quiet office for making calls to clients. The HR team requires a space with some privacy for interviews and other sensitive conferences. And the financing group needs filing cabinets for accounting documents. "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.".
Understanding what they'll need in the new place, be prepared to deal with devices and other miscellaneous items that go unclaimed at the old workplace. All the workplace materials in the office that technically didn't belong to any one person.
Nail Day One.
You never get a 2nd possibility to make an impression. The first day of a relocation will be chaotic no matter what, but do everything you can to make it a celebratory environment and a smooth transition.
Developing a celebratory atmosphere on the first day was a critical element of our office move.
" It's easy to get lost in the logistics however when it boils down to it, people appreciate a couple of things that will affect them on the first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee produced a welcome package that had directions on all the essentials of showing up to deal with the very first day and paired that packet with a live discussion a couple of weeks before the move letting individuals know what to anticipate-- where they would be sitting, how to get in and out, mass transit choices, and more.
" You need to advise people on how to prepare, and how to be effective in the brand-new environment-- how to set up their desk, their tech, their chair, whatever," states Slater. "Take some time to resolve even the tiniest of concerns and take care of the needs (not the desires) of people, either through technology, design, or education.".
There were a few products the moving team, in retrospection, desires were managed in a different way. Transferring to a brand-new workplace, for us, meant lots of new IT systems to execute-- brand-new printers, new docking stations for laptops, brand-new structure security, and more. The IT team set-up a war room where individuals might visit for support on the spot, however many issues could've been avoided by possibly a team-by-team technology orientation.
Despite that minor trouble, the team nailed the first day experience. "We had a truly celebratory very first day (and week) at the brand-new office," says Wollemann. "There were swag bags, balloons, special deals with, and more. Making individuals feel actually unique was a priority.".
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 here new community. Of all the routines being changed for the folks in our office, lunch unquestionably generated one of the most enjoyment and suffering.
" We assemble a truly good welcome packet that included details about the area, but I want we included more alternatives for lunch," says Christophe. "The alternatives we put in there were more special celebration type of places (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare people for their new cooking 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 huge deal, and you 'd be well served to set minds at ease about where your group can eat in their new digs.
This action did elicit an enjoyable and innovative solution-- our team has actually now started a shared spreadsheet where people can get in fun, cost effective lunch spots they've found with a short evaluation that anyone on the team can browse for some brand-new choices to try.
The Work's Refrained from doing After Day One.
At 5PM on the first day, it's easy to breathe a sigh of relief and believe the relocation is over with.
Not so fast, says our relocation team.
" Individuals forget that the move and change check here isn't over on day one," says Slater. You need to constantly repeat and resolve issues the first month as people get used to the space and make modifications so that the area works effectively.".
The day one breakfast spread. But stay vigilant, the work's not even near to complete!
" The greatest challenge is getting people to alter their habits," states Wollemann. "One method to motivate that is actually to focus the interactions. Even if the sole function is to interact the date of something or action they need to take, always bring that communication back to why this modification is going to be great for the future.".
Don't Forget to Make It Enjoyable.
Do not kid yourself-- moving offices can be a big old pain-in-the-ass. Everybody knows it.
After investing years in one workplace, we had actually all collected a lot of things that plainly didn't need to move to the new area. Given that no one actually likes cleansing, the team made it fun.
Big garbage and recycling cans were brought in and everyone in the business was motivated to let go of all the scrap they've built up throughout the years. Old paperwork was shredded, conference swag donated, and drawers filled with napkins and plastic spoons from more info lunches previous were gotten rid of.
Throughout the first week in the new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, together with unique welcome bags for each worker including novelty chocolate organisation cards-- including the brand-new address, naturally.