Moving offices-- simply like moving your house-- is a huge decision, loaded with risks and headaches that can sap the resources of even the most prepared business.
We must know. Convene recently moved our corporate headquarters from two offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of just four miles, but moving over 100 people, spread throughout multiple areas, is never a simple job.
To facilitate this relocation, and ensure a smooth transition, the group here at Convene designated a move committee: a group of specialists, picked for their specific understanding around issues we knew would occur with the big relocation. Consider them as our moving all-star team-- the Workplace Move Avengers.
4 of these professionals were kind sufficient to share their thoughts on the relocation-- what went well, what didn't, and how other companies ought to prepare to move. Learn from our successes-- and errors.
Start with "Why?".
The most important factor to consider our specialists shared was the value of "Why?".
" Why are we moving workplaces?".
" Ensure everybody understands the 'why' of the move," states Slater. "People respect openness. You require to outline whether it's going to be much better or worse for them.".
Let's face it, business move for lots of reasons-- in some cases good and often not-so-good. Those not-so-good factors (scaling down, lowering realty costs) can be difficult to browse, however Slater worries that transparency is key. "Eventually, you're relocating since you want the experience to be much better for everyone at the other end. Even if you need to move for an unfavorable reason, it is necessary to transparently interact why the relocation is required. Cutting expenses can be hard, but ultimately it's for the finest.".
We moved into our old office back in 2010-- when the group was considerably smaller.
Obviously, lots of relocations come with lots of good news too-- growing teams, broadening earnings, and brand-new chances. Even when things are looking bright and brilliant for your business, do not take the 'why' for approved. You're still asking people to change their routines, which in lots of ways is more difficult in good times than bad.
" All communications relating to the move ought to constantly end and start with the essential vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's just an e-mail about logistics and timeline, it is necessary to keep in mind the 'why' when you're asking individuals to change a huge part of their regimen.".
" What's in It for Me?".
Even the most generous team gamer will have one huge issue about any office relocation: "What remains in it for me?".
Shifts and regular changes are tough for everybody, and some of the changes may make life harder for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or disregard those issues, make sure you're framing the walk around the individual advantages individuals can anticipate from the brand-new digs.
Moving offices is a big (and pricey) choice.
" If you're moving someplace with excellent features, it's a big message to individuals that our skill is the most important for us and we're going to take care of you," states Slater. "Whatever the benefit of your new area is, buzz that up for the group: more area, much better amenities, better community, anything that frames up the all-important 'What remains in it for me?'".
Pick Your Move Group Carefully.
Moving workplaces is a huge choice-- a very expensive decision. Ensure you're picking members of your relocation group sensibly, and not just tossing any ready volunteer into the mix.
Each individual had a role to play, and that function was essential to a successful move. "Plan people's functions ahead of time on the relocation team," says Vassallo.
In spite of the accumulated talent, there were a few areas our group could've utilized some extra help with (operations being a big one). "Certain things I managed might have been better handled by an operations specialist. For instance, working with the mover, collaborating all the boxes, what groups require what, and what example they own.".
" Having the best group of people to collaborate the move and divvying up responsibility is truly important," states Christophe. "We had a truly good group, that made it much easier.".
Communicate Early and Often.
" Step one is developing an interactions plan, where you describe the in the past, throughout, and after the move, and ensure everyone knows about crucial dates," suggests Wollemann. The team set out a comprehensive timeline, with corresponding dates for when important products would need to be interacted to the business-- junk cleansing days, last day to pack your box, last day in the old workplace, very first day in the new workplace, and more.
When moving offices, make certain to thank those who made it happen!
Communicating early and frequently uses beyond simply your own company too-- make sure to verify with outside suppliers like the moving business months in advance. "When I got in touch with the moving business, they believed I was crazy.".
Many business workplace structures aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "What time people can come, utilizing freight elevators, what time individuals can utilize the freight elevators, additional expense for moving after hours, then coordinating with the new building to have that all happen on the same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your company are developed equivalent-- each group has their own requirements and devices. Designers need special monitors and locations to sketch. Sales individuals need a peaceful office for making calls to customers. The HR team requires a room with some personal privacy for interviews and other sensitive conferences. And the finance group needs filing cabinets for accounting paperwork. "We did interviews with each department to learn more about what they need and how they work," recommends Vassallo. "That went a long way in being all set for day one.".
Knowing what they'll need in the brand-new area, be prepared to handle devices and other various products that go unclaimed at the old workplace. All the workplace products in the workplace that technically didn't belong to any one person.
Nail The First Day.
You never get a second possibility to make an impression. The first day of a relocation will be hectic no matter what, but do everything you can to make it a smooth shift and a celebratory environment.
Creating a celebratory environment on the first day was an important part of our workplace relocation.
" It's easy to get lost in the logistics but when it boils down to it, people 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 produced a welcome packet that had guidelines on all the essentials of arriving to work on the first day and paired that package with a live presentation a few weeks prior to the relocation letting people understand what to anticipate-- where they would be sitting, how to get in and out, public transport options, and more.
" You require to advise individuals on how to prepare, and how to be successful in the brand-new environment-- how to establish their desk, their tech, their chair, everything," states Slater. "Take some time to solve even the smallest of problems and look after the requirements (not the desires) of people, either through education, style, or innovation.".
There were a couple of products the moving team, in retrospect, wishes were handled differently. Transferring to a brand-new workplace, for us, meant great deals of brand-new IT systems to execute-- new printers, brand-new docking stations for laptop computers, new structure security, and more. The IT team set-up a war space where individuals could drop by for support on the spot, but many problems could've been avoided by possibly a team-by-team innovation orientation.
Despite that minor hassle, the group nailed the first day experience. "We had a truly celebratory first day (and week) at the new workplace," states Wollemann. "There were boodle bags, balloons, unique deals with, and more. Making individuals feel truly special was a concern.".
The Lunch Crunch.
One of the most unexpected elements of our relocation is simply how invested individuals would be in exploring the lunch areas in our brand-new area. Of all the regimens being altered for read more the folks in our workplace, lunch unequivocally generated one of the most excitement and anguish.
" We create a really nice welcome package that included details about the community, but I wish we included more alternatives for lunch," says Christophe. "The choices we put in there were more unique event type of locations (i.e.-- more expensive), and not every day lunch alternatives.".
Prepare people for their brand-new cooking surroundings. Search Yelp for the finest sandwiches, salads, tacos, and ramen, and ensure you communicate that details to the team. Food is a big offer, and you 'd be well served to set minds at ease about where your team can consume in their new digs.
This response did elicit an enjoyable and imaginative service-- our team has actually now started a shared spreadsheet where individuals can go into enjoyable, budget friendly lunch spots they've discovered with a short evaluation that anybody on the group can search for some brand-new choices to attempt.
The Work's Refrained from doing After The first day.
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, states our relocation team.
" Individuals forget that the move and change isn't over on day one," states Slater. "Sustaining change is the greatest challenge and it's not normally succeeded by the majority of companies. People will begin to leave cups and trash around or use the spaces inappropriately. You need to constantly repeat and resolve issues the first month as individuals get utilized to the area and make adjustments so that the space works efficiently.".
The day one breakfast spread. Stay watchful, the work's not even close to complete!
" The biggest challenge is getting people to change their behavior," states Wollemann. "One method to motivate that is actually to focus the interactions. Even if the sole function is to communicate the date of something or action they need to take, constantly bring that interaction back to why this modification is going to be excellent for the future.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving workplaces can be a huge old pain-in-the-ass. Everybody knows it.
After investing years in one office, we had actually all built up a lot of things that clearly didn't require to move to the new space. Because no one truly likes cleansing, the team made it enjoyable.
Big garbage and recycling cans were brought in and everybody in the company was motivated to let go of all the scrap they've built up over the years. Old documents was shredded, conference boodle donated, and drawers filled with napkins and plastic spoons from lunches past were tossed away.
Throughout the first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, in addition to unique welcome bags for every employee including novelty chocolate organisation cards-- including the brand-new address, naturally.