Moving offices-- much like moving your house-- is a big choice, brimming with risks and headaches that can sap the resources of even the most prepared business.
We must understand. Convene just recently moved our home office from 2 offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of just 4 miles, but moving over 100 people, spread across several areas, is never an easy job.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a group of specialists, picked for their particular understanding around issues we understood would develop with the huge relocation. Consider them as our moving dream team-- the Workplace Move Avengers.
4 of these professionals were kind enough to share their thoughts on the relocation-- what worked out, what didn't, and how other business must prepare to move. Gain from our successes-- and errors.
Start with "Why?".
The most essential consideration our professionals shared was the importance of "Why?".
" Why are we moving offices?".
" Make certain everybody understands the 'why' of the move," says Slater. "Individuals respect transparency. You require to outline whether it's going to be better or even worse for them.".
Let's face it, business move for lots of factors-- often not-so-good and often excellent. Those not-so-good factors (downsizing, minimizing property costs) can be hard to navigate, however Slater stresses that transparency is essential. "Eventually, you're relocating because you want the experience to be better for everybody at the other end. Even if you need to move for an unfavorable reason, it is very important to transparently communicate why the relocation is needed. Cutting costs can be hard, but ultimately it's for the best.".
We moved into our old office back in 2010-- when the group was significantly smaller sized.
Obviously, lots of moves come with lots of excellent news too-- growing teams, expanding income, and new chances. Even when things are looking sunny and intense for your company, don't take the 'why' for given. You're still asking individuals to alter their routines, which in numerous methods is more tough in good times than bad.
" All interactions relating to the move needs to always end and start 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 remember the 'why' when you're asking people to alter a significant 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 some of the changes might make life harder for a portion of your group (longer commute, less familiar area). While you should not belittle or neglect those issues, ensure you're framing the walk around the individual advantages individuals can anticipate from the new digs.
Moving offices is a huge (and costly) decision.
" If you're moving someplace with top notch amenities, it's a huge message to individuals 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, buzz that up for the team: more area, much better facilities, better area, anything that frames up the critical 'What's in it for me?'".
Select Your Move Group Wisely.
Moving workplaces is a big decision-- a really pricey decision. Ensure you're choosing members of your move team wisely, and not simply throwing any prepared volunteer into the mix.
Each individual had a role to play, and that function was vital to an effective move. "Strategy people's functions ahead of time on the move group," says Vassallo.
Despite the accumulated talent, there were a couple of areas our group could've utilized some extra aid with (operations being a big one). "Particular things I dealt with may have been better managed by an operations specialist. Working with the mover, coordinating all the boxes, what groups need what, and what kind of things they own.".
" Having the best group of people to collaborate the move and divvying up obligation is actually important," states Christophe. "We had an actually great group, that made it easier.".
Communicate Early and Typically.
" Step one is creating an interactions strategy, where you describe the in the past, during, and after the move, and make certain everybody has info about crucial dates," recommends Wollemann. The team set out an in-depth timeline, with corresponding dates for when essential products would need to be communicated to the business-- scrap cleansing days, last day to pack your box, last day in the old office, very first day in the brand-new office, and more.
When moving offices, ensure to thank those who made it take place!
Interacting early and often applies beyond simply your own business too-- make certain 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 contacted the moving company, they thought I was insane.".
That chooses the structure (actually buildings) involved too. Many industrial office complex aren't going to let movers ruin their good elevators with moving carts and heavy furniture. "You also need to collaborate with the structure (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 coordinating with the new building to have that all happen on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equal-- each group has their own requirements and equipment. The HR group requires a room with some privacy for interviews and other delicate conferences. And the finance group requires filing cabinets for accounting documents.
Besides knowing what they'll require in the new location, be prepared to manage devices and other miscellaneous products that go unclaimed at the old workplace. "I found that a great deal of things weren't claimed by anybody, and someone had to choose what to do with it. For example, all the workplace materials in the office that technically didn't come from any a single person. Someone needed to decide what gets tossed and what requires to come with us.".
Nail Day One.
You never ever get a second possibility to make a first impression. The first day of a move will be busy no matter what, but do whatever you can to make it a smooth transition and a celebratory environment.
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 but when it boils down to it, people appreciate 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 packet that had guidelines on all the basics of showing up to deal with the first day and paired that package with a live discussion a few weeks prior to the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, mass transit options, and more.
" You require to advise people 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. "Require time to solve even the smallest of concerns and take care of the needs (not the desires) of individuals, either through education, innovation, or style.".
There were a few items the here moving group, in retrospection, wishes were handled in a different way. Relocating to a brand-new office, for us, implied great deals of brand-new IT systems to carry out-- new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war space where individuals might drop by for support on the spot, but numerous problems might've been prevented by maybe a team-by-team innovation orientation.
Regardless of that small trouble, the group nailed the very 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 unexpected aspects of our move is simply how invested individuals would remain in checking out the lunch spots in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unquestionably generated the many enjoyment and distress.
" We assemble a truly good welcome packet that included information about the neighborhood, but I want we consisted of more alternatives for lunch," states Christophe. "The choices we put in there were more unique celebration type of places (i.e.-- more expensive), and not every day lunch alternatives.".
Prepare people for their new culinary environments. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your team can eat in their brand-new digs.
This action did elicit a fun and creative option-- our group has now started a shared spreadsheet where people can go into fun, cost effective lunch areas they've discovered with a brief review that anyone on the group can search for some new alternatives to attempt.
The Work's Not Done After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and believe the relocation is over with.
Not so quick, says our relocation group.
" Individuals forget that the move and modification isn't over on day one," states Slater. You need to constantly iterate and resolve problems the first month as individuals get used to the area and make adjustments so that the area works effectively.".
The the first day breakfast spread. But remain vigilant, the work's not even near finished!
" The most significant challenge is getting people to alter their behavior," says 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, always bring that communication back to why this change is going to be fantastic 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 understands it.
After investing years in one office, we had all built up a lot of things that plainly didn't need to move to the new space. Considering that no one actually likes cleaning, the team made it fun.
Big garbage and recycling cans were generated and everyone in the company was encouraged to let go of all the junk they have actually collected over the years. Old documents was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the very first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single employee containing novelty chocolate company cards-- featuring the brand-new address, obviously.