Moving offices-- simply like moving your house-- is a big decision, replete with risks and headaches that can sap the resources of even the most ready company.
We should understand. Convene recently moved our business head office from two workplaces in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a move of only 4 miles, however moving over 100 people, spread throughout several places, is never a simple task.
To facilitate this relocation, and make sure a smooth transition, the team here at Convene designated a move committee: a team of professionals, picked for their particular knowledge around issues we knew would develop with the big relocation. Think about them as our moving dream group-- the Office Move Avengers.
4 of these specialists were kind sufficient to share their thoughts on the relocation-- what worked out, what didn't, and how other companies ought to prepare to transfer. Gain from our successes-- and errors.
Start with "Why?".
The most important factor to consider our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everyone knows the 'why' of the relocation," states Slater. "People regard openness. You need to detail whether it's going to be better or even worse for them.".
Let's face it, business move for great deals of reasons-- often good and often not-so-good. Those not-so-good reasons (scaling down, reducing property costs) can be difficult to navigate, however Slater stresses that openness is crucial. "Ultimately, you're moving because you want the experience to be much better for everyone at the other end. Even if you have to move for a negative factor, it is very important to transparently interact why the relocation is needed. Cutting costs can be hard, however ultimately it's for the best.".
We moved into our old office back in 2010-- when the team was substantially smaller sized.
Obviously, a lot of relocations featured great deals of great news too-- growing teams, broadening earnings, and new opportunities. Even when things are looking sunny and bright for your company, do not take the 'why' for approved. You're still asking individuals to change their regimens, which in many methods is more difficult in excellent times than bad.
" All interactions regarding the relocation must constantly begin and end with the essential vision of why we're moving workplaces and why this is very important," says Wollemann. "Even when it's just an email about logistics and timeline, it's essential to keep in mind the 'why' when you're asking people to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless team gamer will have one big concern about any office moving: "What remains in it for me?".
Transitions and routine changes are hard for everyone, and some of the changes might make life more tough for a part of your team (longer commute, less familiar area). While you shouldn't belittle or overlook those concerns, make certain you're framing the move the specific benefits people can anticipate from the new digs.
Moving workplaces is a big (and pricey) decision.
" If you're moving someplace with excellent features, it's a big message to people that our skill is the most essential for us and we're going to look after you," says Slater. "Whatever the benefit of your new area is, hype that up for the group: more space, better features, better community, anything that frames up the critical 'What remains in it for me?'".
Pick Your Move Team Sensibly.
Moving offices is a huge decision-- a really expensive decision. Ensure you're picking members of your move team sensibly, and not just throwing any prepared volunteer into the mix.
Each person had a function to play, and that role was important to a successful relocation. "Plan people's roles ahead of time on the relocation team," says Vassallo.
Regardless of the accrued talent, there were a couple of locations our team might've used some extra aid with (operations being a huge one). "Specific things I handled might have been much better dealt with by an operations expert. Hiring the mover, collaborating all the boxes, what groups require what, and what kind of things they own.".
" Having the right team of individuals to collaborate the relocation and divvying up responsibility is really important," states Christophe. "We had an actually excellent group, that made it simpler.".
Communicate Early and Typically.
" Step one is creating a communications strategy, where you outline the previously, throughout, and after the relocation, and make certain everybody knows about essential dates," suggests Wollemann. The group set out an in-depth timeline, with corresponding dates for when essential items would require to be communicated to the company-- scrap cleaning days, last day to pack your box, last day in the old office, first day in the new workplace, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and frequently applies beyond just your own company too-- make sure to validate with outdoors suppliers like the moving business months in advance. "When I called the moving business, they believed I was insane.".
A lot of business workplace buildings aren't going to let movers mess up their good elevators with moving carts and heavy furniture. "What time people can come, using freight elevators, what time individuals can utilize the freight elevators, additional cost for moving after hours, then collaborating with the brand-new structure to have that all take place on the exact same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your business are produced equivalent-- each team has their own requirements and devices. Designers need unique screens and areas to sketch. Sales individuals need a quiet office for making calls to customers. The HR group requires a room with some personal privacy for interviews and other delicate meetings. And the financing team needs filing cabinets for accounting documentation. "We did interviews with each department to discover about what they need and how they work," advises Vassallo. "That went a long method in being prepared for the first day.".
Knowing what they'll need in the new place, be prepared to manage devices and other miscellaneous items that go unclaimed at the old office. All the workplace supplies in the workplace that technically didn't belong to any one person.
Nail Day One.
You never ever get a 2nd chance to make a first impression. Day one of a relocation will be chaotic no matter what, however do whatever you can to make it a smooth shift and a celebratory atmosphere.
Creating a celebratory atmosphere on the first day was a crucial component of our office relocation.
" It's simple to get lost in the logistics however when it comes down to website 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 created a welcome package that had directions on all the fundamentals of arriving to deal with the first day and paired that package with a live presentation a couple of weeks prior to the move letting people understand what to anticipate-- where they would be sitting, how to get in and out, public transport alternatives, and more.
" You need to instruct individuals on how to prepare, and how to be effective in the brand-new environment-- how to set up their desk, their tech, their chair, everything," states Slater. "Take time to solve even the tiniest of problems and take care of the requirements (not the wants) of individuals, either through education, innovation, or design.".
There were a few products the moving group, in retrospect, desires were managed differently. Relocating to a brand-new office, for us, indicated great deals of new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, brand-new structure security, and more. The IT group set-up a war room where people might come by for support on the spot, but numerous concerns might've been avoided by possibly a team-by-team innovation orientation.
Despite that minor inconvenience, the team nailed the first day experience. "We had a truly celebratory very first day (and week) at the brand-new workplace," states Wollemann.
The Lunch Crunch.
Among the most surprising aspects of our relocation is just how invested people would be in exploring the lunch areas in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unquestionably elicited the many enjoyment and anguish.
" We put together a really great welcome package that consisted of information about the community, but I wish we included more options for lunch," says Christophe. "The alternatives we put in there were more unique occasion kind of places (i.e.-- more expensive), and not every day lunch choices.".
Prepare individuals for their brand-new culinary surroundings. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain you interact that information to the team. Food is a big deal, and you 'd be well served to set minds at ease about where your group can eat in their website brand-new digs.
This action did generate an enjoyable and imaginative option-- our group has now started a shared spreadsheet where people can get in enjoyable, economical lunch spots they've found with read more a brief review that anyone on the group can search for some new options to try.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's easy to breathe a sigh of relief and believe the relocation is over with.
Not so quick, says our move group.
" People forget that the relocation and change isn't over on day one," states Slater. You need to continuously repeat and deal with concerns the first month as individuals get utilized to the space and make changes so that the space works successfully.".
The day one breakfast spread. Remain vigilant, the work's not even close to end up!
" The biggest obstacle is getting people to alter their behavior," states Wollemann. "One way to motivate that is really to focus the interactions. Even if the sole purpose 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.
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 parties." After spending years in one workplace, we had all built up a great deal of stuff that plainly didn't require to move to the brand-new area. Considering that no one actually likes cleaning, the group made it enjoyable. Time was blocked out on everyone's calendars for a "purge celebration," total with tacos, beer, and music.
Large garbage and recycling cans were generated and everybody in the business was encouraged to let go of all the junk 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 workplace, unique surprises were prepared, like afternoon cookies or catered lunch, in addition to special welcome bags for every worker including novelty chocolate organisation cards-- featuring the new address, of course.