Moving offices-- simply like moving your house-- is a big decision, loaded with risks and headaches that can sap the resources of even the most prepared company.
We need to know. 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, however moving over 100 people, spread across numerous 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. Think about them as our moving dream team-- the Workplace Move Avengers.
Four of these specialists were kind sufficient to share their ideas on the relocation-- what went well, what didn't, and how other business should prepare to move. Learn from our successes-- and errors.
Start with "Why?".
The most crucial consideration our specialists shared was the value of "Why?".
" Why are we moving offices?".
" Make sure everybody knows the 'why' of the relocation," states Slater. "People regard transparency. You require to describe whether it's going to be much better or worse for them.".
Let's face it, business move for lots of factors-- in some cases not-so-good and in some cases great. Even if you have to move for an unfavorable reason, it's crucial to transparently communicate why the relocation is needed.
We moved into our old office back in 2010-- when the team was significantly smaller sized.
Of course, plenty of moves included great deals of excellent news too-- growing groups, expanding profits, and new opportunities. Even when things are looking bright 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 relating to the relocation should always begin and end with the key 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 keep in mind the 'why' when you're asking people to alter a major part of their regimen.".
" What's in It for Me?".
Even the most generous team gamer will have one huge issue about any workplace relocation: "What's in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications might make life harder for a portion of your group (longer commute, less familiar area). While you shouldn't belittle or neglect those concerns, make sure you're framing the relocation around the private benefits people can expect from the brand-new digs.
Moving workplaces is a big (and expensive) choice.
" If you're moving someplace with leading notch facilities, it's a big message to people that our talent is the most important for us and we're going to look after you," states Slater. "Whatever the benefit of your new area is, hype that up for the team: more space, better features, better community, anything that frames up the necessary 'What remains in it for me?'".
Pick Your Move Team Wisely.
Moving offices is a huge choice-- a very pricey choice. Ensure you're choosing members of your relocation group wisely, and not simply tossing any willing volunteer into the mix.
Each individual had a role to play, and that function was crucial to a successful move. "Plan people's functions ahead of time on the move team," states Vassallo.
Despite the accrued talent, there were a couple of locations our team might've used some additional assist with (operations being a huge one). "Particular things I dealt with may have been better dealt with by an operations specialist. For instance, hiring the mover, coordinating all packages, what teams need what, and what example they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is truly crucial," says Christophe. "We had an actually good group, that made it much easier.".
Communicate Early and Frequently.
" Step one is developing a communications strategy, where you outline the previously, throughout, and after the move, and ensure everybody has information about essential dates," advises Wollemann. The team laid out an in-depth 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 office, and more.
When moving workplaces, make certain to thank those who made it happen!
Communicating early and typically uses beyond just your own company too-- make sure to verify with outdoors suppliers like the moving business months in advance. "Start the move at least 6 months beforehand, not 4 weeks like we did!" says Vassallo. "When I got in touch with the moving business, they believed I was insane.".
That opts for the building (really buildings) involved too. A lot of business office complex aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "You also require to coordinate with the structure (both buildings) a lot," states Vassallo. "What time individuals can come, utilizing freight elevators, what time individuals can utilize the freight elevators, extra cost for moving after hours, then coordinating with the new building to have that all happen on the same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your company are created equal-- each group has their own needs and equipment. The HR team requires a space with some privacy for interviews and other sensitive meetings. And the finance group needs filing cabinets for accounting documents.
Knowing what they'll need in the new location, be prepared to manage equipment and other various products that go unclaimed at the old office. All the office supplies in the workplace that technically didn't belong to any one individual.
Nail Day One.
You never ever get a 2nd chance to make a very first impression. Day one of a move will be stressful no matter what, however do everything you can to make it a smooth transition and a celebratory environment.
Creating a celebratory atmosphere on the first day was a vital component of our workplace relocation.
" It's simple to get lost in the logistics but when it boils down to it, people care about a couple of things that will impact them on the very first day-- how do I get in the here building and where am I sitting?" states Wollemann.
The moving committee produced a welcome packet that had instructions on all the basics of getting here to work on the first day and paired that package with a live presentation a few weeks before the move letting individuals know what to expect-- where they would be sitting, how to get in and out, mass transit choices, and more.
" You require to advise people on how to prepare, and how to be effective in the new environment-- how to establish their desk, their tech, their chair, whatever," says Slater. "Take time to solve even the smallest of concerns and take care of the requirements (not the desires) of people, either through technology, education, or design.".
There were a couple of products the moving group, in retrospection, desires were managed in a different way. Moving to a brand-new office, for us, indicated great deals of brand-new IT systems to implement-- new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war space where people could drop by for support on the spot, however lots of concerns could've been avoided by maybe a team-by-team innovation orientation.
Regardless of that minor trouble, the group nailed the first day experience. "We had a really celebratory very first day (and week) at the brand-new workplace," states Wollemann. "There were swag bags, balloons, unique treats, and more. Making individuals feel truly unique was a concern.".
The Lunch Crunch.
One of the most surprising elements of our relocation is just how invested individuals would be in exploring the lunch spots in our brand-new community. Of all the routines being altered for the folks in our office, lunch unequivocally elicited the many enjoyment and distress.
" We create a really good welcome packet that included information about the community, however I want we consisted of more choices for lunch," says Christophe. "The options we put in there were more special celebration kind of locations (i.e.-- more expensive), and not every day lunch choices.".
Prepare people for their new cooking surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that details to the group. Food is a big offer, and you 'd be well served to set minds at ease about where your group can eat in their brand-new digs.
This action did elicit an enjoyable and imaginative service-- our team has now begun a shared spreadsheet where people can enter enjoyable, cost effective lunch spots they have actually found with a short evaluation that anyone on the group can search for some new options to attempt.
The Work's Not Done After The first day.
At 5PM on the first day, it's easy to breathe a sigh of relief and believe the move is over with.
Not so quickly, states our move group.
" People forget that the relocation and modification isn't over on day one," states Slater. You require to constantly iterate and address concerns the very first month as people get used 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 end up!
" The most significant obstacle is getting people to alter their behavior," says Wollemann. "One method to encourage that is truly to focus the interactions. Even if the sole purpose is to communicate the date of something or action they require to take, always bring that communication back to why this modification is going to be fantastic for the future.".
Do Not Forget to Make It Enjoyable.
Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.
After investing years in one workplace, we had actually all accumulated a lot of stuff that plainly didn't require to move to the brand-new space. Because no one truly likes cleansing, the group made it enjoyable.
Big garbage and recycling cans were brought in and everyone in the company was encouraged to let go of all the scrap they have actually collected over the years. Old paperwork was shredded, conference swag contributed, and drawers loaded with napkins and plastic spoons from lunches previous were tossed away.
Throughout the very first week in the brand-new office, special surprises were planned, like afternoon cookies or catered lunch, along with special welcome bags for each employee including novelty chocolate service cards-- including the brand-new address, naturally.