Moving offices-- simply like moving your house-- is a big decision, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We ought to know. Convene just recently moved our business headquarters from 2 workplaces in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out throughout multiple areas, is never a simple job.
To facilitate this move, and make sure 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 emerge 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 mistakes.
Start with "Why?".
The most crucial factor to consider our experts shared was the value of "Why?".
" Why are we moving offices?".
" Make certain everyone understands the 'why' of the move," states Slater. "People respect openness. You need to outline whether it's going to be better or even worse for them.".
Let's face it, business move for lots of reasons-- in some cases good and in some cases not-so-good. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the relocation is required.
We moved into our old office back in 2010-- when the team was substantially smaller.
Naturally, plenty of moves included great deals of excellent news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking warm and brilliant for your business, do not take the 'why' for approved. You're still asking individuals to change their routines, which in many ways is more difficult in great times than bad.
" All interactions relating to the relocation should always start and end with the key vision of why we're moving offices and why this is very important," says Wollemann. "Even when it's just an e-mail about logistics and timeline, it's crucial to keep in mind the 'why' when you're asking individuals to alter a huge part of their regimen.".
" What remains in It for Me?".
Even the most generous team player will have one big concern about any office relocation: "What's in it for me?".
Transitions and routine changes are hard for everyone, and some of the modifications may make life more hard for a part of your team (longer commute, less familiar neighborhood). While you should not belittle or ignore those concerns, make sure you're framing the move the individual advantages individuals can get out of the brand-new digs.
Moving offices is a big (and expensive) choice.
" If you're moving someplace with leading notch facilities, it's a big message to people that our talent is the most crucial for us and we're going to look after you," states Slater. "Whatever the benefit of your new space is, buzz that up for the group: more space, better features, better area, anything that frames up the critical 'What remains in it for me?'".
Choose Your Move Team Wisely.
Moving workplaces is a huge decision-- a really costly decision. Ensure you're choosing members of your relocation team wisely, and not just throwing any willing volunteer into the mix.
Each individual had a role to play, and that function was crucial to a successful relocation. "Strategy individuals's roles ahead of time on the move team," states Vassallo.
In spite of the accrued skill, there were a few locations our team might've used some extra assistance with (operations being a big one). "Particular things I dealt with may have been better managed by an operations expert. Working with the mover, coordinating all the boxes, what groups need what, and what kind of things they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is actually important," states Christophe. "We had a really great group, which made it much easier.".
Communicate Early and Typically.
" Step one is creating a communications strategy, where you outline the previously, throughout, and after the move, and make certain everyone has info about key dates," suggests Wollemann. The group laid out a detailed timeline, with matching dates for when important products would require to be communicated to the company-- scrap cleaning days, last day to pack your box, last day in the old workplace, very first day in the brand-new workplace, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and typically applies beyond just your own business too-- make certain to confirm with outside vendors like the moving business months in advance. "Start the relocation at least six months ahead of time, not four weeks like we did!" says Vassallo. "When I got in touch with the moving company, they believed I was crazy.".
That chooses the structure (actually buildings) involved too. A lot of industrial workplace structures aren't going to let movers mess up their nice 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, utilizing freight elevators, what time individuals can utilize the freight elevators, additional cost for moving after hours, then collaborating with the brand-new building to have that all occur on the exact same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are produced equal-- each team has their own needs and equipment. Designers require special displays and areas to sketch. Sales individuals require a peaceful workplace for making calls to customers. The HR team needs a room with some privacy for interviews and other sensitive conferences. And the financing group requires filing cabinets for accounting documents. "We did interviews with each department to find out about what they need and how they work," advises Vassallo. "That went a long way in being ready for the first day.".
Knowing what they'll require in the brand-new place, be prepared to handle devices and other various items that go unclaimed at the old office. "I discovered that a great deal of things weren't claimed here by anybody, and somebody had to choose what to do with it. For instance, all the office supplies in the workplace that technically didn't come from any one person. Somebody had to choose what gets tossed and what needs to come with us.".
Nail Day One.
You never ever get a second opportunity to make a first impression. Day one of a relocation will be chaotic no matter what, however do everything you can to make it a smooth transition and a celebratory environment.
Producing a celebratory environment on day one was a critical part of our office relocation.
" It's easy to get lost in website the logistics however when it comes down to it, individuals care about a couple of things that will impact them on the first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee developed a welcome packet that had guidelines on all the fundamentals of getting here to work on the very first day and paired that packet with a live discussion a few weeks prior to the relocation letting people understand 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 effective in the brand-new environment-- how to set up their desk, their tech, their chair, everything," states Slater. "Take time to fix even the smallest of problems and look after the needs (not the wants) of individuals, either through design, technology, or education.".
There were a couple of items the moving group, in retrospection, wishes were dealt with in a different way. Moving to a new workplace, for us, meant lots of brand-new IT systems to carry out-- new printers, new docking stations for laptops, brand-new structure security, and more. The IT team set-up a war room where people might come by for support on the spot, but lots of concerns could've been avoided by possibly a team-by-team innovation orientation.
Despite that minor hassle, the group nailed the very first day experience. "We had a truly celebratory first day (and week) at the new workplace," says Wollemann.
The Lunch Crunch.
One of the most unexpected elements of our relocation is simply how invested individuals would remain in exploring the lunch areas in our new neighborhood. Of all the regimens being changed for the folks in our office, lunch unequivocally elicited one of the most enjoyment and distress.
" We create an actually great welcome packet that consisted of info about the area, however I wish we included more options for lunch," states Christophe. "The choices we put in there were more unique event type of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare individuals for their brand-new culinary surroundings. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and ensure you communicate that details to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your group can consume in their new digs.
This response did generate an enjoyable and innovative service-- our team has now started a shared spreadsheet where individuals can go into enjoyable, inexpensive lunch areas they've found with a brief review that anybody on the team can browse for some new choices to attempt.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's easy to breathe a sigh of relief and think the relocation is over with.
Not so quick, says our move group.
" Individuals forget that the move and change isn't over on the first day," states Slater. "Sustaining change is the biggest obstacle and it's not generally succeeded by many companies. Individuals will start to leave cups and trash around or utilize the spaces inappropriately. You require to constantly iterate and resolve problems the first month as individuals get used to the space and make changes so that the area works effectively.".
The the first day breakfast spread. But remain watchful, the work's not even close to complete!
" The greatest difficulty is getting individuals to change their habits," says Wollemann. "One method to encourage that is actually to focus the communications. Even if the sole function is to communicate the date of something or action they require to take, always bring that communication back to why this modification is going to be fantastic for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving offices can be a more info big old pain-in-the-ass. Everyone knows it.
After investing years in one workplace, we had all built up a lot of things that clearly didn't need to move to the new area. Since no one really likes cleaning, the group made it fun.
Large trash and recycling cans were brought in and everyone in the company was motivated to let go of all the junk they've accumulated throughout the years. Old documentation was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches previous were tossed away.
Throughout the very first week in the new workplace, unique surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single employee including novelty chocolate service cards-- featuring the brand-new address, of course.