Moving workplaces-- much like moving your home-- is a big decision, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We need to understand. Assemble just recently moved our home office from 2 offices in Midtown Manhattan to a new flagship place in Lower Manhattan. It's a relocation of just four miles, but moving over 100 individuals, spread out throughout numerous areas, is never ever an easy job.
To facilitate this move, and make sure a smooth shift, the team here at Convene designated a relocation committee: a group of professionals, chose for their particular understanding around problems we understood would develop with the huge relocation. Think of them as our moving dream group-- the Office Move Avengers.
4 of these specialists were kind sufficient to share their ideas on the relocation-- what went well, what didn't, and how other companies must prepare to transfer. Gain from our successes-- and errors.
Start with "Why?".
The most crucial consideration our experts shared was the significance of "Why?".
" Why are we moving offices?".
" Make sure everyone knows the 'why' of the move," says Slater. "People regard transparency. You need to describe whether it's going to be better or worse for them.".
Let's face it, companies move for lots of factors-- in some cases not-so-good and often good. Even if you have to move for a negative factor, it's crucial to transparently interact why the relocation is required.
When the group was substantially smaller, we moved into our old office back in 2010--.
Naturally, plenty of moves featured great deals of good news too-- growing teams, broadening earnings, and brand-new chances. Even when things are looking warm and bright for your business, don't take the 'why' for given. You're still asking people to change their regimens, which in lots of methods is more difficult in good times than bad.
" All interactions regarding the relocation should constantly start and end with the key vision of why we're moving offices and why this is very important," states Wollemann. "Even when it's just an e-mail about logistics and timeline, it is very important to bear in mind the 'why' when you're asking individuals to alter a huge part of their routine.".
" What's in It for Me?".
Even the most selfless team player will have one huge issue about any office relocation: "What's in it for me?".
Shifts and regular modifications are hard for everybody, and some of the changes may make life more tough for a part of your team (longer commute, less familiar community). While you shouldn't belittle or ignore those issues, make certain you're framing the move the private advantages individuals can anticipate from the new digs.
Moving offices is a big (and costly) choice.
" If you're moving someplace with top notch amenities, it's a big message to individuals that our skill is the most essential for us and we're going to look after you," states Slater. "Whatever the advantage of your brand-new area is, hype that up for the group: more area, better amenities, better community, anything that frames up the all-important 'What's in it for me?'".
Select Your Move Team Carefully.
Moving offices is a big decision-- a really costly decision. Ensure you're selecting members of your move team wisely, and not just tossing any prepared volunteer into the mix.
Each individual had a role to play, and that role was important to a successful relocation. "Strategy individuals's roles ahead of time on the relocation team," states Vassallo.
Despite the accrued talent, there were a few areas our team could've utilized some additional assist with (operations being a huge one). "Particular things I managed might have been much better managed by an operations expert. Working with the mover, coordinating all the boxes, what teams require what, and what kind of things they own.".
" Having the right group of people to coordinate the relocation and divvying up responsibility is actually important," states Christophe. "We had an actually good group, that made it simpler.".
Interact Early and Often.
" Step one is producing an interactions plan, where you lay out the before, during, and after the relocation, and make sure everyone knows about key dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when important items would require to be interacted to the company-- junk cleaning days, last day to load your box, last day in the old workplace, first day in the new workplace, and more.
When moving workplaces, make certain to thank those who made it happen!
Interacting 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 called the moving business, they believed I was crazy.".
That goes for the building (really buildings) included too. A lot of commercial office structures aren't going to let movers mess up their nice elevators with moving carts and heavy furnishings. "You likewise need to collaborate with the structure (both buildings) a lot," says Vassallo. "What time people can come, using freight elevators, what time individuals can use the freight elevators, additional expense for moving after hours, then collaborating with the brand-new building to have that all happen on the very same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are created equivalent-- each group has their own requirements and equipment. Designers need special monitors and locations to sketch. Sales individuals require a quiet office for making calls to clients. The HR group requires a room with some privacy for interviews and other sensitive conferences. And the financing team needs filing cabinets for accounting documentation. "We did interviews with each department to learn more about what they require and how they work," recommends Vassallo. "That went a long way in being ready for the first day.".
Knowing what they'll need in the brand-new place, be prepared to handle devices and other miscellaneous items that go unclaimed at the old office. "I discovered that a lot of things weren't declared by anyone, and somebody had to decide what to do with it. For example, all the workplace supplies in the workplace that technically didn't belong to any one individual. Somebody had to decide what gets tossed and what needs to come with us.".
Nail The First Day.
You never get a 2nd chance to make a very first impression. The first day of a relocation will be stressful no matter what, but do everything you can to make it a smooth transition and a celebratory environment.
Creating a celebratory environment on day one was a vital component of our workplace move.
" It's easy to get lost in the logistics however when it comes down to it, individuals appreciate a few things that will affect them on the first day-- how do I get in the structure and where am I sitting?" states Wollemann.
The moving committee produced a welcome package that had instructions on all the fundamentals of arriving to work on the very first day and paired that packet with a live presentation a couple of weeks before the move letting individuals know 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 establish their desk, their tech, their chair, everything," says Slater. "Require time to solve even the smallest of problems and look after the needs (not the wants) of website people, either through style, innovation, or education.".
There were a few items the moving team, in retrospect, dreams were managed differently. Transferring to a brand-new workplace, for us, meant lots of new IT systems to execute-- brand-new printers, brand-new docking stations for laptop computers, new building security, and more. The IT team set-up a war room where individuals might come by for assistance on the spot, but many problems could've been prevented by possibly a team-by-team innovation orientation.
Regardless of that small inconvenience, the group nailed the first day experience. "We had a really 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 concern.".
The Lunch Crunch.
Among the most surprising aspects of our relocation is simply how invested people would remain in checking out the lunch areas in our new area. Of all the routines being changed for the folks in our workplace, lunch unequivocally elicited one of the most excitement and suffering.
" We create an actually great welcome package that consisted of information about the community, but I wish we included more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique celebration type of places (i.e.-- more pricey), and not every day lunch options.".
Prepare people for their new culinary surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain you interact that info 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 new digs.
This response did elicit a fun and innovative service-- our group has now started a shared spreadsheet where individuals can get in fun, budget-friendly lunch spots they've found with a brief review that anyone on the group can browse for some new alternatives to attempt.
The Work's Not Done 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, states our relocation team.
" Individuals forget that the move and modification isn't over on day one," states Slater. "Sustaining modification is the biggest obstacle and it's not generally done well by most business. People will begin to leave cups and trash around or utilize the areas inappropriately. You need to continuously iterate and address issues the very first month as people get used to the area and make modifications so that the space works efficiently.".
The day one breakfast spread. Remain alert, the work's not even close to finished!
" The greatest challenge is getting people to alter their behavior," states Wollemann. "One method to encourage that is actually to focus the communications. Even if the sole function 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 fantastic 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.
You can make things more manageable by working in some fun. One way our group did that was by hosting numerous "purge celebrations." After spending years in one workplace, we had all collected a great deal of stuff that plainly didn't require to move to the new area. However because nobody truly likes cleansing, the team made it fun. Time was shut out on everyone's calendars for a "purge party," total with tacos, beer, and music.
Big trash and recycling cans were generated and everyone in the company was motivated to let go of all the junk they've built up for many years. Old documentation was shredded, conference boodle donated, and drawers full of napkins and plastic spoons from lunches past were discarded.
Throughout the first week in the new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each employee containing novelty chocolate business cards-- including the brand-new address, obviously.