Moving workplaces-- similar to moving your home-- is a big choice, brimming with mistakes and headaches that can sap the resources of even the most prepared business.
We ought to know. Assemble recently moved our corporate head office from two workplaces in Midtown Manhattan to a brand-new flagship location in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out across numerous locations, is never ever an easy task.
To facilitate this relocation, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, chose for their specific understanding around problems we understood would develop with the big relocation. Think of them as our moving all-star team-- the Office Move Avengers.
4 of these experts were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other business should prepare to transfer. Learn from our successes-- and errors.
Start with "Why?".
The most important factor to consider our experts 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 outline whether it's going to be much better or even worse for them.".
Let's face it, companies move for lots of factors-- sometimes not-so-good and in some cases excellent. Those not-so-good reasons (scaling down, reducing realty expenses) can be tough to navigate, however Slater worries that transparency is essential. "Eventually, you're relocating since you desire the experience to be better for everyone at the other end. Even if you need to move for an unfavorable reason, it is essential to transparently interact why the relocation is needed. Cutting costs can be hard, however eventually it's for the very best.".
When the team was considerably smaller sized, we moved into our old workplace back in 2010--.
Naturally, plenty of moves come with lots of great news too-- growing groups, broadening earnings, and brand-new chances. Even when things are looking bright and sunny for your company, don't take the 'why' for given. You're still asking individuals to alter their regimens, which in lots of methods is more tough in excellent times than bad.
" All interactions relating to the move should always end and begin with the essential vision of why we're moving offices and why this is crucial," says Wollemann. "Even when it's just an email about logistics and timeline, it is very important 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 group gamer will have one huge issue about any workplace relocation: "What's in it for me?".
Transitions and routine modifications are tough for everybody, and a few of the changes might make life more challenging for a portion of your team (longer commute, less familiar area). While you should not belittle or overlook those issues, make sure you're framing the move around the specific benefits individuals can get out of the new digs.
Moving offices is a big (and pricey) 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," states Slater. "Whatever the advantage of your new space is, buzz that up for the group: more space, better features, much better community, anything that frames up the all-important 'What remains in it for me?'".
Pick Your Move Team Wisely.
Moving workplaces is a big decision-- a really costly decision. Make certain you're picking members of your move group sensibly, and not just tossing any ready volunteer into the mix.
Our team was purposefully picked based on their skillsets-- interactions, change knowledge, style, technique, etc. Each individual had a role to play, which role was vital to an effective move. "Strategy people's functions ahead of time on the move group," says Vassallo. "Make sure you have your requirements covered.".
Regardless of the accumulated 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 right group of individuals to coordinate the relocation and divvying up responsibility is truly crucial," says Christophe. "We had an actually good group, which made it much easier.".
Communicate Early and Frequently.
" Step one is developing a communications strategy, where you outline the previously, throughout, and after the relocation, and make sure everybody has information about key dates," suggests Wollemann. The group laid out an in-depth timeline, with matching dates for when important products would require to be communicated to the company-- scrap cleansing days, last day to pack your box, last day in the old office, very first day in the brand-new workplace, and more.
When moving offices, ensure to thank those who made it occur!
Interacting early and often applies beyond just your own business too-- make certain to confirm with outside vendors like the moving business months beforehand. "Start the relocation at least six months ahead of time, not 4 weeks like we did!" states Vassallo. "When I called the moving company, they thought I was crazy.".
That goes for the structure (in fact structures) included too. Most commercial office complex aren't going to let movers mess up their good elevators with moving carts and heavy furniture. "You also 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 coordinating with the new building to have that all happen on the same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your company are developed equivalent-- each team has their own needs and devices. Designers need special monitors and locations to sketch. Sales individuals require a quiet office for making calls to customers. The HR group requires a room with some privacy for interviews and other sensitive conferences. And the financing team needs filing cabinets for accounting paperwork. "We did interviews with each department to discover what they require and how they work," recommends Vassallo. "That went a long way in being ready for the first day.".
Understanding what they'll need in the brand-new location, be prepared to manage equipment and other various items that go unclaimed at the old workplace. All the office products in the office that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second opportunity to make a first impression. The first day of a move will be hectic no matter what, however do everything you can to make it a celebratory environment and a smooth transition.
Producing a celebratory atmosphere on the first day was an important component of our workplace move.
" It's simple to get lost in the logistics however when it comes down to it, individuals care about a couple of things that will affect them on the first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee produced a welcome package that had directions 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 before the relocation letting individuals know what to anticipate-- where they would be sitting, how to get in and out, public transport options, and more.
" You require to advise people 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 concerns and take care of the needs (not the desires) of individuals, either through education, technology, or design.".
There were a few products the moving group, in retrospect, wishes were dealt with in a different way. Moving to a new office, for us, indicated great deals of brand-new IT systems to implement-- new printers, new docking stations for laptop computers, brand-new structure security, and more. The IT group set-up a war room where people could stop by for assistance on the area, however many issues could've been avoided by possibly a team-by-team innovation orientation.
In spite of that minor hassle, the team nailed the first day experience. "We had a truly 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 remain in checking out the lunch areas in our brand-new area. here Of all the regimens being altered for the folks in our workplace, lunch unequivocally elicited the many excitement and anguish.
" We put together a really nice welcome package that consisted of details about the area, however I wish we included more options for lunch," says Christophe. "The alternatives we put in there were more unique celebration kind of places (i.e.-- more expensive), and not every day lunch options.".
Prepare individuals for their brand-new cooking surroundings. Scour Yelp for the best 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 action did generate a fun and creative option-- our group has now started a shared spreadsheet where individuals can go into fun, cost effective lunch spots they've found with a brief review that anybody on the group can browse for some new alternatives to try.
The Work's Not Done After The first day.
At 5PM on day one, it's easy to breathe a sigh of relief and believe the move is over with.
Not so fast, states our move group.
" Individuals forget that the move and modification isn't over on the first day," says Slater. "Sustaining modification is the most significant challenge and it's not generally done well by most business. People will begin to leave cups and trash around or use the areas inappropriately. You require to constantly repeat and attend to issues the very first month as people get utilized to the space and make changes so that the space works effectively.".
The the first day breakfast spread. But remain vigilant, the work's not even near to finished!
" The biggest difficulty is getting individuals to change their habits," says Wollemann. "One way to motivate that is really 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 terrific for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
You can make things more manageable by working in some enjoyable. One way our team did that was by hosting numerous "purge parties." After spending years in one workplace, we had all built up a great deal of things that clearly didn't need to move to the brand-new area. Considering that no one truly likes cleansing, the team made it enjoyable. Time was blocked out on everyone's calendars for a "purge party," total with tacos, beer, and music.
Large garbage and recycling cans were generated and everybody in the business was encouraged to let go of all the junk they've built up for many years. Old paperwork was shredded, conference boodle contributed, and drawers filled with napkins and plastic spoons from lunches past were thrown away.
Throughout the first week in the new office, special surprises were prepared, like afternoon cookies or catered lunch, in addition to unique welcome bags for every single employee containing novelty chocolate company cards-- including the brand-new address, obviously.