Moving offices-- much like moving your house-- is a big choice, replete with pitfalls and headaches that can sap the resources of even the most prepared company.
We should understand. Assemble recently moved our home office from 2 workplaces in Midtown Manhattan to a brand-new flagship area in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 individuals, spread out across multiple locations, is never ever a basic job.
To facilitate this relocation, and ensure a smooth shift, the group here at Convene designated a move committee: a group of specialists, chose for their specific knowledge around problems we understood would develop with the big relocation. Think of them as our moving all-star team-- the Workplace Move Avengers.
Four of these specialists were kind enough to share their thoughts on the relocation-- what worked out, what didn't, and how other companies must prepare to relocate. Learn from our successes-- and errors.
Start with "Why?".
The most essential factor to consider our experts shared was the significance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody understands the 'why' of the move," says Slater. "Individuals regard transparency. You require to outline whether it's going to be better or even worse for them.".
Let's face it, business move for great deals of factors-- in some cases great and sometimes not-so-good. Those not-so-good reasons (scaling down, reducing property expenses) can be tough to navigate, however Slater stresses that transparency is essential. "Ultimately, you're relocating since you want the experience to be better for everyone at the other end. Even if you need to move for an unfavorable factor, it is necessary to transparently communicate why the move is needed. Cutting expenses can be hard, however ultimately it's for the best.".
When the team was substantially smaller, we moved into our old workplace back in 2010--.
Obviously, a lot of moves come with lots of excellent news too-- growing groups, broadening income, and brand-new opportunities. Even when things are looking sunny and bright for your company, don't take the 'why' for approved. You're still asking individuals to change their routines, which in lots of ways is more tough in good times than bad.
" All communications relating to the relocation must always end and start with the key vision of why we're moving workplaces and why this is essential," says Wollemann. "Even when it's simply an e-mail about logistics and timeline, it's crucial to keep in mind the 'why' when you're asking individuals to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless group gamer will have one big issue about any office moving: "What's in it for me?".
Transitions and routine modifications are difficult for everybody, and a few of the modifications might make life more hard for a part of your group (longer commute, less familiar area). While you should not belittle or overlook those issues, make certain you're framing the walk around the specific benefits individuals can anticipate from the new digs.
Moving offices is a big (and expensive) choice.
" If you're moving someplace with excellent amenities, it's a big message to individuals that our skill is the most crucial for us and we're going to look after you," states Slater. "Whatever the advantage of your brand-new area is, buzz that up for the group: more area, much better facilities, better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Pick Your Move Group Wisely.
Moving offices is a big choice-- a very costly choice. Ensure you're selecting members of your move team sensibly, and not just throwing any ready volunteer into the mix.
Our team was purposefully picked based upon their skillsets-- interactions, change know-how, style, strategy, etc. Each person had a function to play, which function was essential to a successful move. "Plan individuals's functions ahead of time on the relocation group," states Vassallo. "Ensure you have your needs covered.".
In spite of the accrued talent, there were a couple of areas our team might've utilized some additional aid with (operations being a big one). "Certain things I handled may have been much better dealt with by an operations expert. For example, hiring the mover, coordinating all packages, what teams require what, and what kind of things they own.".
" Having the right group of individuals to coordinate the relocation and divvying up responsibility is really crucial," states Christophe. "We had a truly excellent group, which made it simpler.".
Communicate Early and Typically.
" Step one is producing a communications strategy, where you detail the before, during, and after the relocation, and make certain everyone knows about key dates," recommends Wollemann. The group laid out a comprehensive timeline, with corresponding dates for when crucial items would require to be interacted to the company-- junk cleansing days, last day to pack your box, last day in the old workplace, first day in the new office, and more.
When moving offices, ensure to thank those who made it happen!
Interacting early and typically applies beyond simply your own company too-- make sure to confirm with outside vendors like the moving company months ahead of time. "Start the relocation at least 6 months ahead of time, not four weeks like we did!" says Vassallo. "When I contacted the moving company, they thought I was insane.".
The majority of commercial office structures aren't going to let movers mess up their good elevators with moving carts and heavy furnishings. "What time people can come, utilizing freight elevators, what time people can utilize the freight elevators, additional cost for moving after hours, then coordinating with the brand-new structure to have that all happen on the very same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your business are created equal-- each group has their own needs and equipment. Designers need special monitors and locations to sketch. Sales people need a peaceful workplace for making calls to customers. The HR team requires a room with some personal privacy for interviews and other sensitive meetings. And the finance group requires filing cabinets for accounting documentation. "We did interviews with each department to discover what they need and how they work," recommends Vassallo. "That went a long method in being all set for day one.".
Knowing what they'll require in the new location, be prepared to manage equipment and other various items that go unclaimed at the old workplace. All the office supplies in the office that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second chance to make an impression. Day one of a move will be hectic no matter what, however do everything you can to make it a smooth shift and a celebratory atmosphere.
Producing a celebratory atmosphere on the first day was a crucial part of our office move.
" 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 developed a welcome package that had guidelines on all the essentials of arriving to deal with the very first day and paired that packet with a live discussion a couple of weeks prior to the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, public transportation alternatives, 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, everything," states Slater. "Require time to solve even the smallest of concerns and look after the requirements (not the wants) of individuals, either through style, education, or technology.".
There were a couple of items the moving group, in retrospect, wishes were handled differently. Transferring 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, new structure security, and more. The IT group set-up a war room where people might drop by for support on the area, however many issues could've been prevented by maybe a team-by-team innovation orientation.
Despite that minor hassle, the group nailed the very first day experience. "We had an actually celebratory very first day (and week) at the new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making individuals feel actually unique was a priority.".
The Lunch Crunch.
Among the most unexpected elements of our relocation is simply how invested individuals would remain in checking out the lunch areas in our brand-new area. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated one of the most enjoyment and distress.
" We create an actually great welcome package that consisted of info about the community, however I wish we included more choices for lunch," says Christophe. "The choices we put in there were more special occasion type of places (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare individuals for their brand-new cooking environments. Search Yelp for the very best here sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the team. Food is a big offer, and you 'd be well served to set minds at ease about more info where your group can consume in their new digs.
This response did elicit a fun and creative option-- our group has now started a shared spreadsheet where people can get in enjoyable, economical lunch spots they've discovered with a brief evaluation that anybody on the team can browse for some brand-new alternatives to attempt.
The Work's Not Done After Day One.
At 5PM on day one, it's simple to breathe a sigh of relief and believe the move is over with.
Not so fast, states our relocation team.
" Individuals forget that the move and modification isn't over on day one," says Slater. You require to continuously iterate and address concerns the very first month as people get utilized to the area and make changes so that the space works successfully.".
The day one breakfast spread. But stay watchful, the work's not even near end up!
" The greatest challenge is getting people to alter their habits," states Wollemann. "One method to motivate that is truly to focus the communications. Even if the sole purpose is to interact the date of something or action they require to take, always bring that communication back to why this modification is going to be excellent for the future.".
Do Not Forget to Make It Fun.
Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody understands it.
However you can make things more bearable by working in some enjoyable. One method our team did that was by hosting several "purge celebrations." After spending years in one office, we had all collected a lot of things that clearly didn't require to move to the brand-new space. Considering that no one really likes cleansing, the group made it fun. Time was obstructed out on everyone's calendars for a "purge celebration," complete with tacos, beer, and music.
Big garbage and recycling cans were brought in and everyone in the business was encouraged to let go of all the junk they've collected throughout the years. Old documentation was shredded, conference swag contributed, and drawers loaded with napkins and plastic spoons from lunches past were discarded.
Throughout the very first week in the brand-new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, together with unique welcome bags for every worker consisting of novelty chocolate business cards-- featuring the new address, naturally.