Moving offices-- similar to moving your home-- is a big choice, loaded with risks and headaches that can sap the resources of even the most ready business.
We ought to know. Convene recently moved our business headquarters from two workplaces in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a relocation of only four miles, however moving over 100 people, spread out across multiple areas, is never a simple job.
To facilitate this move, and make sure 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 group-- the Office Move Avengers.
4 of these professionals were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other companies ought to prepare to relocate. Gain from our successes-- and errors.
Start with "Why?".
The most important consideration our professionals shared was the importance of "Why?".
" Why are we moving offices?".
" Ensure everyone understands the 'why' of the relocation," states Slater. "Individuals regard openness. You require to outline whether it's going to be better or worse for them.".
Let's face it, business move for lots of reasons-- often not-so-good and sometimes great. Those not-so-good reasons (scaling down, reducing genuine estate expenses) can be tough to browse, however Slater stresses that transparency is crucial. "Ultimately, you're moving due to the fact that you want the experience to be much better for everybody at the other end. Even if you have to move for a negative factor, it is essential to transparently communicate why the relocation is required. Cutting costs can be hard, but eventually it's for the very best.".
We moved into our old workplace back in 2010-- when the group was considerably smaller.
Naturally, a lot of relocations included great deals of good news too-- growing groups, expanding profits, and new opportunities. Even when things are looking warm and bright for your company, don't take the 'why' for approved. You're still asking people to change their regimens, which in lots of methods is more challenging in great times than bad.
" All interactions relating to the move ought to constantly start and end with the crucial vision of why we're moving offices and why this is very important," says Wollemann. "Even when it's just an email about logistics and timeline, it is essential to keep in mind the 'why' when you're asking individuals to change a huge part of their routine.".
" What remains in It for Me?".
Even the most generous team gamer will have one huge issue about any office relocation: "What's 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 community). While you shouldn't belittle or overlook those issues, make certain you're framing the walk around the private advantages people can anticipate from the brand-new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with excellent facilities, it's a big message to people that our talent is the most important for us and we're going to take care of you," states Slater. "Whatever the benefit of your new space is, buzz that up for the group: more area, much better features, much better community, anything that frames up the critical 'What's in it for me?'".
Select Your Move Team Wisely.
Moving workplaces is a huge decision-- a very expensive choice. Ensure you're selecting members of your relocation team sensibly, and not simply throwing any willing volunteer into the mix.
Our team was actively picked based on their skillsets-- interactions, modification expertise, style, method, and so on. Each person had a role to play, and that role was important to an effective relocation. "Strategy individuals's functions ahead of time on the relocation team," states Vassallo. "Ensure you have your needs covered.".
Despite the accumulated talent, there were a few locations our team might've used some additional aid with (operations being a huge one). "Specific things I handled may have been better managed by an operations expert. Employing the mover, coordinating all the boxes, what groups require what, and what kind of things they own.".
" Having the right team of individuals to coordinate the relocation and divvying up duty is really essential," states Christophe. "We had a really excellent group, which made it simpler.".
Interact Early and Frequently.
" Step one is developing a communications strategy, where you outline the in the past, during, and after the move, and make certain everyone has info about key dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when website essential products would require to be communicated to the business-- scrap cleaning days, last day to pack your box, last day in the old workplace, first day in the new workplace, and more.
When moving offices, make certain to thank those who made it take place!
Communicating early and frequently uses beyond just your own company too-- make certain to validate with outside vendors like the moving business months in advance. "Start the move at least 6 months beforehand, not four weeks like we did!" says Vassallo. "When I called the moving business, they thought I was crazy.".
That chooses the building (actually buildings) involved too. Many commercial office complex aren't going to let movers ruin their great elevators with moving carts and heavy furnishings. "You also need to coordinate with the building (both buildings) a lot," says Vassallo. "What time people can come, using freight elevators, what time people can utilize the freight elevators, additional expense for moving after hours, then collaborating with the brand-new structure to have that all take place on the very same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your business are developed equivalent-- each team has their own needs and equipment. 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.
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 great deal of things weren't claimed by anybody, and somebody had to decide what to do with it. All the workplace materials in the office that technically didn't belong to any one individual. Somebody had to here choose what gets tossed and what requires to come with us.".
Nail The First Day.
You never get a 2nd possibility to make a first impression. The first day of a move will be stressful no matter what, but do everything you can to make it a celebratory environment and a smooth transition.
Creating a celebratory atmosphere on day one was an important component of our office relocation.
" It's easy to get lost in the logistics but when it comes down to it, individuals care about a couple of things that will affect them on the very first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee created a check here welcome packet that had directions on all the basics of arriving to work on the very first day and paired that package with a live discussion a few weeks before the move letting individuals know what to anticipate-- where they would be sitting, how to get in and out, public transport options, 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 fix even the smallest of concerns and look after the needs (not the desires) of people, either through style, education, or technology.".
There were a few items the moving group, in retrospect, dreams were dealt with in a different way. Moving to a brand-new workplace, for us, implied great deals of brand-new IT systems to execute-- brand-new printers, new docking stations for laptop computers, new building security, and more. The IT team set-up a war room where individuals could visit for support on the spot, but lots of problems might've been prevented by perhaps a team-by-team innovation orientation.
Regardless of that small hassle, the team nailed the first day experience. "We had a really celebratory first day (and week) at the brand-new workplace," says Wollemann. "There were boodle bags, balloons, unique deals with, and more. Making people feel really special was a priority.".
The Lunch Crunch.
One of the most surprising elements of our move is simply how invested individuals would remain in checking out the lunch areas in our brand-new neighborhood. Of all the regimens being altered for the folks in our workplace, lunch unequivocally generated one of the most excitement and distress.
" We put together an actually good welcome package that included details about the community, however I wish we included more alternatives for lunch," says Christophe. "The choices we put in there were more unique event kind of locations (i.e.-- more costly), and not every day lunch alternatives.".
Prepare people for their brand-new cooking environments. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you interact that info to the team. 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 a fun and creative solution-- our group has actually now begun a shared spreadsheet where people can enter fun, affordable lunch areas they have actually found with a short review that anyone on the group can search for some new options to attempt.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's simple to breathe a sigh of relief and believe the relocation is over with.
Not so quick, says our relocation team.
" People forget that the relocation and modification isn't over on day one," says Slater. You require to constantly repeat and attend to problems the very first month as people get used to the area and make adjustments so that the area works efficiently.".
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 truly 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 interaction back to why this change is going to be excellent for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.
You can make things more bearable by working in some enjoyable. One way our team did that was by hosting numerous "purge parties." After investing years in one office, we had all collected a lot of things that clearly didn't need to relocate to the new area. Considering that no one actually likes cleaning, the group made it enjoyable. Time was blocked out on everybody's calendars for a "purge celebration," complete with tacos, beer, and music.
Large trash and recycling cans were generated and everybody in the company was encouraged to let go of all the junk they have actually accumulated throughout the years. Old documentation was shredded, conference boodle donated, and drawers full of napkins and plastic spoons from lunches past 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 every employee including novelty chocolate service cards-- including the brand-new address, of course.