Moving offices-- similar to moving your home-- is a huge choice, packed with pitfalls and headaches that can sap the resources of even the most prepared company.
We must know. Assemble 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 4 miles, but moving over 100 individuals, spread across numerous places, is never ever an easy task.
To facilitate this relocation, and guarantee a smooth transition, the group here at Convene designated a move committee: a group of professionals, picked for their particular knowledge around issues we understood would occur with the huge move. Think of them as our moving all-star team-- the Office Move Avengers.
Four of these specialists were kind enough to share their thoughts on the relocation-- what went well, what didn't, and how other business should prepare to move. Discover from our successes-- and errors.
Start with "Why?".
The most crucial consideration our experts shared was the importance of "Why?".
" Why are we moving workplaces?".
" Ensure everyone knows the 'why' of the relocation," states Slater. "People respect openness. You require to detail whether it's going to be better or even worse for them.".
Let's face it, companies move for lots of factors-- sometimes great and often not-so-good. Even if you have to move for a negative reason, it's important to transparently communicate why the relocation is needed.
We moved into our old office back in 2010-- when the team was considerably smaller sized.
Obviously, a lot of relocations featured lots of great news too-- growing teams, broadening earnings, and new opportunities. Even when things are looking warm and intense for your business, do not take the 'why' for granted. You're still asking people to change their regimens, which in lots of methods is more tough in excellent times than bad.
" All interactions regarding the relocation must constantly end and begin 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 keep in mind the 'why' when you're asking individuals to alter a huge part of their regimen.".
" What remains in It for Me?".
Even the most generous group player will have one big concern about any office relocation: "What's in it for me?".
Transitions and regular modifications are tough for everybody, and a few of the modifications might make life harder for a portion of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or ignore those concerns, make sure you're framing the move the specific advantages people can get out of the new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with excellent amenities, it's a huge message to individuals that our skill is the most essential for us and we're going to take care of you," says Slater. "Whatever the advantage of your brand-new space is, hype that up for the group: more area, much better facilities, better neighborhood, anything that frames up the critical 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving workplaces is a big decision-- a very pricey choice. Make sure you're choosing members of your relocation team wisely, and not simply tossing any prepared volunteer into the mix.
Each person had a role to play, and that function was important to an effective relocation. "Plan individuals's roles ahead of time on the relocation team," states Vassallo.
In spite of the accrued skill, there were a few locations our team might've used some additional help with (operations being a huge one). "Specific things I managed might have been much better handled by an operations expert. Employing the mover, collaborating all the boxes, what teams require what, and what kind of things they own.".
" Having the best group of people to collaborate the move and divvying up obligation is really essential," states Christophe. "We had a truly excellent group, which made it much easier.".
Communicate Early and Frequently.
" Step one is developing a communications strategy, where you describe the previously, during, and after the move, and make certain everyone knows about crucial dates," suggests Wollemann. The group set out a comprehensive timeline, with matching dates for when important items would need to be interacted to the company-- junk cleaning days, last day to pack your box, last day in the old workplace, first day in the new workplace, and more.
When moving workplaces, make sure to thank those who made it occur!
Interacting early and often applies beyond simply your own business too-- make sure to verify with outdoors suppliers like the moving company months ahead of time. "Start the relocation a minimum of 6 months ahead of time, not 4 weeks like we did!" says Vassallo. "When I got in touch with the moving business, they believed I was crazy.".
That goes for the building (really buildings) included too. Most commercial office complex aren't going to let movers ruin their great elevators with moving carts and heavy furnishings. "You likewise need to coordinate with the building (both buildings) a lot," says Vassallo. "What time people can come, using freight elevators, what time people can use the freight elevators, extra cost for moving after hours, then collaborating with the brand-new structure to have that all occur on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equal-- each team has their own needs and equipment. Designers need unique monitors and locations to sketch. Sales individuals need a peaceful workplace for making calls to clients. The HR team needs a space with some personal privacy for interviews and other delicate conferences. And the finance team needs filing cabinets for accounting paperwork. "We did interviews with each department to discover what they require and how they work," encourages Vassallo. "That went a long method in being prepared for day one.".
Understanding what they'll need in the brand-new place, be prepared to handle devices and other miscellaneous products that go unclaimed at the old office. All the office materials in the office that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second opportunity to make an impression. Day one of a relocation will be chaotic no matter what, but do whatever you can to make it a celebratory environment and a smooth transition.
Developing a celebratory atmosphere on the first day was a crucial part of our office relocation.
" It's easy to get lost in the logistics however when it comes down to it, individuals care about a couple of things that will impact 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 welcome packet that had guidelines on all the fundamentals of arriving to work on the very first day and paired that packet with a live discussion a few weeks before the relocation letting people understand what to anticipate-- where they would be sitting, how to get in and out, website public transport alternatives, and more.
" You need to advise individuals on how to prepare, and how to be successful in the brand-new environment-- how to set up their desk, their tech, their chair, everything," states Slater. "Take time to resolve even the tiniest of issues and take care of the requirements (not the wants) of people, either through design, education, or innovation.".
There were a couple of items the moving group, in retrospection, wishes were dealt with in a different way. Moving to a new workplace, for us, suggested lots of new IT systems to execute-- brand-new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war room where people could stop by for assistance on the spot, but numerous problems might've been prevented by maybe a team-by-team technology orientation.
Regardless of that small inconvenience, the team nailed the first day experience. "We had a really celebratory first day (and week) at the new office," says Wollemann.
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested people would be in checking out the lunch spots in our new community. Of all the regimens being altered for the folks in our workplace, lunch unquestionably elicited one of the most enjoyment and distress.
" We assemble a truly good welcome package that included info about the community, but I wish we included more options for lunch," says Christophe. "The options we put in there were more special celebration kind of locations (i.e.-- more pricey), and not every day lunch choices.".
Prepare individuals for their new culinary surroundings. Scour Yelp for the finest sandwiches, salads, tacos, and ramen, and make certain you interact that info to the team. Food is a big offer, and you 'd be well served to set minds at ease about where your group can eat in their new digs.
This response did elicit an enjoyable and imaginative service-- our team has now started a shared spreadsheet where individuals can get in fun, budget friendly lunch areas they have actually discovered with a short evaluation that anybody on the team can browse for some brand-new alternatives to try.
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 think the relocation is over with.
Not so quick, says our relocation group.
" People forget that the move and modification isn't over on day one," says Slater. "Sustaining modification is the most significant difficulty and it's not usually succeeded by a lot of companies. Individuals will begin to leave cups and trash around or utilize the areas inappropriately. You require to constantly iterate and resolve problems the first month as individuals get used to the area and make modifications so that the area works successfully.".
The the first day breakfast spread. Stay alert, the work's not even close to finished!
" The greatest difficulty is getting individuals to alter their behavior," states Wollemann. "One way to motivate that is really get more info to focus the interactions. Even if the sole purpose is to interact the date of something or action they require to take, always bring that interaction back to why this change is going to be excellent for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody understands it.
You can make things more bearable by working in some fun. One method our group did that was by hosting a number of "purge celebrations." After spending years in one workplace, we had actually all accumulated a great deal of things that plainly didn't need to relocate to the new space. Given that no one truly likes cleansing, the group made it fun. Time was shut out on everybody's calendars for a "purge celebration," complete with tacos, beer, and music.
Big garbage and recycling cans were brought in and everybody in the company was encouraged to let go of all the scrap they've built up over the years. Old documentation was shredded, conference boodle donated, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the very first week in the brand-new workplace, special surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single employee containing novelty chocolate company cards-- including the brand-new address, obviously.