Moving offices-- similar to moving your house-- is a huge decision, replete with risks and headaches that can sap the resources of even the most prepared company.
We need to understand. Convene just recently moved our corporate headquarters 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 individuals, spread throughout multiple places, is never a basic task.
To facilitate this move, and make sure a smooth transition, the group here at Convene designated a relocation committee: a group of specialists, picked for their particular knowledge around issues we understood would arise with the huge move. Think about them as our moving all-star team-- the Workplace Move Avengers.
Four of these specialists were kind sufficient to share their thoughts 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 important factor to consider our specialists shared was the significance of "Why?".
" Why are we moving offices?".
" Ensure everybody knows the 'why' of the relocation," says Slater. "Individuals regard transparency. You require to describe whether it's going to be much better or worse for them.".
Let's face it, companies move for great deals of reasons-- in some cases good and in some cases not-so-good. Those not-so-good reasons (downsizing, lowering realty expenses) can be tough to navigate, however Slater stresses that transparency is essential. "Eventually, you're relocating due to the fact that you want the experience to be better for everybody at the other end. Even if you need to move for a negative reason, it is essential to transparently communicate why the move is needed. Cutting expenses can be hard, however ultimately it's for the very best.".
When the team was considerably smaller sized, we moved into our old workplace back in 2010--.
Naturally, a lot of moves come with lots of great news too-- growing groups, broadening earnings, and new chances. Even when things are looking intense and bright for your company, don't take the 'why' for granted. You're still asking people to change their routines, which in numerous ways is more difficult in great times than bad.
" All interactions concerning the relocation must constantly end and begin with the essential vision of why we're moving workplaces and why this is necessary," states Wollemann. "Even when it's simply an email about logistics and timeline, it is essential to bear in mind the 'why' when you're asking people to change a major part of their routine.".
" What's in It for Me?".
Even the most selfless team gamer will have one huge issue about any workplace moving: "What's in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications may make life harder for a part of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or ignore those issues, make certain you're framing the relocation around the private benefits people can get out of the brand-new digs.
Moving workplaces is a big (and expensive) decision.
" If you're moving someplace with excellent facilities, it's a big message to people 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 space, better features, much better community, anything that frames up the all-important 'What's in it for me?'".
Select Your Move Team Wisely.
Moving workplaces is a huge decision-- a very costly choice. Make sure you're choosing members of your relocation group wisely, and not just tossing any ready volunteer into the mix.
Our group was purposefully chosen based upon their skillsets-- communications, change expertise, style, technique, and so on. Everyone had a role to play, which role was essential to a successful move. "Strategy individuals's roles ahead of time on the relocation group," states Vassallo. "Make sure you have your needs covered.".
Despite the accrued skill, there were a few locations our group could've utilized some extra help with (operations being a big one). "Particular things I managed may have been better handled by an operations professional. Employing the mover, collaborating all the boxes, what groups require what, and what kind of things they own.".
" Having the best group of people to coordinate the relocation and divvying up obligation is actually important," says Christophe. "We had a really great group, that made it easier.".
Interact Early and Typically.
" Step one is producing an interactions plan, where you lay out the before, during, and after the move, and make sure everybody has information about essential dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential items would require to be interacted to the business-- scrap cleansing days, last day to pack your box, last day in the old workplace, very first day in the brand-new office, and more.
When moving offices, ensure to thank those who made it happen!
Interacting early and typically uses beyond simply your own company too-- make sure to confirm with outside vendors like the moving company months in advance. "When I got in touch with the moving company, they thought I was crazy.".
Many industrial workplace structures aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "What time people can come, using freight elevators, what time people can use the freight elevators, additional expense for moving after hours, then collaborating with the brand-new building to have that all occur on the exact same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equal-- each team has their own needs and devices. Designers require unique screens and areas to sketch. Sales people require a peaceful workplace for making calls to customers. The HR team needs a room with some personal privacy for interviews and other delicate conferences. And the finance team requires filing cabinets for accounting documentation. "We did interviews with each department to learn more about what they require and how they work," recommends Vassallo. "That went a long way in being ready for the first day.".
Besides knowing what they'll need in the brand-new place, be prepared to handle devices and other various items that go unclaimed at the old workplace. "I discovered that a lot of things weren't claimed by anyone, and somebody needed to choose what to do with it. All the office products in the office that technically didn't belong to any one individual. Someone needed to choose what gets tossed and what needs to come with us.".
Nail The First Day.
You never get a 2nd chance to make an impression. Day one of a relocation will be chaotic no matter what, however do everything you can to make it a celebratory environment and a smooth transition.
Creating a celebratory environment on day one was a vital component of our workplace move.
" It's easy to get lost in the logistics however when it comes down to it, people appreciate a few things that will affect them on the first day-- how do I get in the building and where am I sitting?" states Wollemann.
The moving committee created a welcome package that had instructions on all the fundamentals of arriving to work on the very first day and paired that packet with a live presentation a couple of weeks before the move letting individuals know what to expect-- where they would be sitting, how to get in and out, mass transit options, and more.
" You need to advise people on how to prepare, and how to be successful in the brand-new environment-- how to establish their desk, their tech, their chair, everything," says Slater. "Require time to solve even the smallest of problems and look after the needs (not the wants) of individuals, either through innovation, design, or education.".
There were a few items the moving team, in retrospection, dreams were handled differently. 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, brand-new structure security, and more. The IT group set-up a war space where people could visit for assistance on the area, however lots of issues could've been avoided by possibly a team-by-team technology orientation.
Regardless of that small trouble, the group nailed the very first day experience. "We had an actually celebratory first day (and week) at the new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly special was a concern.".
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested people would be 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 the many enjoyment and distress.
" We assemble a truly good welcome packet that included information about the neighborhood, however I want we consisted of more choices for lunch," says Christophe. "The choices we put in there were more special occasion type of locations (i.e.-- more pricey), and not every day lunch choices.".
Prepare people for their new cooking 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 deal, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This reaction did elicit a fun and imaginative option-- our team has actually now begun a shared spreadsheet where individuals can go into fun, affordable lunch areas they have actually discovered read more with a brief evaluation that anyone on the team can search for some new options to attempt.
The Work's Refrained from doing After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the relocation is over with.
Not so quickly, says our relocation group.
" Individuals forget that the move and modification isn't over on day one," says Slater. You require to constantly repeat and deal with concerns the first month as individuals get used to the area and make modifications so that the area works efficiently.".
The the first day breakfast spread. Remain watchful, the work's not even close to end up!
" The biggest obstacle is getting people to alter their behavior," says Wollemann. "One method to encourage that is actually to focus the communications. Even if the sole function is to interact the date of something or action they need to take, constantly bring that communication back to why this change is going to be excellent for the future.".
Don't Forget to Make It Enjoyable.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.
However you can make things more bearable by working in some enjoyable. One method our group did that was by hosting several "purge celebrations." After investing years in one office, we had all collected a lot of stuff that plainly didn't require to move to the new area. Since no one really likes cleansing, the team made it enjoyable. Time was obstructed out on everybody's calendars for a "purge party," complete with tacos, beer, and music.
Large trash and recycling cans were generated and everybody in the business was motivated to let go of all the junk they've built up throughout the years. Old documentation was shredded, conference boodle contributed, and drawers loaded with napkins and plastic spoons from lunches past were thrown away.
Throughout the first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, in addition to unique welcome bags for every single employee containing novelty chocolate company cards-- featuring the new address, obviously.