Moving offices-- similar to moving your house-- is a big decision, replete with risks and headaches that can sap the resources of even the most ready company.
We should understand. Convene recently moved our business headquarters from two workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of only 4 miles, but moving over 100 individuals, spread out across multiple locations, is never ever an easy job.
To facilitate this move, and ensure a smooth transition, the team here at Convene designated a relocation committee: a team of experts, chose for their specific understanding around problems we understood would occur 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 ought to prepare to transfer. Gain from our successes-- and errors.
Start with "Why?".
The most essential consideration our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make certain everyone understands the 'why' of the move," states Slater. "People respect openness. You need to lay out whether it's going to be better or even worse for them.".
Let's face it, companies move for lots of factors-- in some cases not-so-good and often good. Those not-so-good factors (scaling down, decreasing realty costs) can be difficult to browse, but Slater stresses that openness is key. "Ultimately, you're transferring because you want the experience to be much better for everyone at the other end. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the relocation is required. Cutting costs can be hard, but eventually it's for the very best.".
When the group was substantially smaller, we moved into our old office back in 2010--.
Obviously, plenty of moves included great deals of excellent news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking sunny and brilliant 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 communications regarding the move ought to always start and end 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 essential to keep in mind the 'why' when you're asking people to change a huge part of their routine.".
" What's in It for Me?".
Even the most generous group gamer will have one huge issue about any workplace relocation: "What's in it for me?".
Shifts and regular changes are tough for everyone, and a few of the modifications may make life more hard for a part of your group (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the walk around the specific advantages individuals can get out of the new digs.
Moving offices is a big (and expensive) decision.
" If you're moving someplace with leading notch features, it's a huge 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 area is, buzz that up for the team: more space, much better facilities, better neighborhood, anything that frames up the critical 'What remains in it for me?'".
Select Your Move Group Sensibly.
Moving offices is a big choice-- an extremely costly decision. Make certain you're selecting members of your move team sensibly, and not just throwing any willing volunteer into the mix.
Each person had a function to play, and that role was vital to an effective move. "Strategy people's functions ahead of time on the relocation team," states Vassallo.
In spite of the accumulated talent, there were a couple of locations our group might've utilized some extra assistance with (operations being a huge one). "Certain things I handled might have been better managed by an operations professional. Hiring the mover, collaborating all the boxes, what groups need what, and what kind of things they own.".
" Having the ideal team of people to coordinate the move and divvying up duty is truly crucial," says Christophe. "We had a truly great group, that made it easier.".
Interact Early and Often.
" Step one is producing an interactions plan, where you detail the before, during, and after the relocation, and make sure everyone knows about key dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when important products would require to be interacted to the business-- scrap cleansing days, last day to load your box, last day in the old office, very first day in the brand-new office, and more.
When moving workplaces, make sure to thank those who made it occur!
Interacting early and often applies beyond check here just your own business too-- make certain to confirm with outdoors vendors like the moving company months ahead of time. "Start the relocation a minimum of six months ahead of time, not four weeks like we did!" says Vassallo. "When I got in touch with the moving business, they believed I was insane.".
That goes for the structure (actually structures) included too. A lot of business office complex aren't going to let movers ruin their great elevators with moving carts and heavy furnishings. "You likewise require to collaborate with the structure (both structures) a lot," states 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 Workers ... and Their 'Stuff'.
Not all departments in your company are created equal-- each team has their own requirements and devices. Designers require unique screens and areas to sketch. Sales people need 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 needs 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.".
Knowing what they'll require in the new area, be prepared to deal with equipment and other various items that go unclaimed at the old workplace. All the office supplies in the workplace that technically didn't belong to any one person.
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.
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 however when it comes down to it, individuals appreciate a few things that will affect them on the first day-- how do I get in the structure and where am I sitting?" states Wollemann.
The moving committee produced a welcome package that had instructions 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 people know what to anticipate-- where they would be sitting, how to get in and out, public transport choices, and more.
" You require to instruct people on how to prepare, and how to be effective in the new environment-- how to set up their desk, their tech, their chair, whatever," states Slater. "Take some time to fix even the smallest of problems and look after the needs (not the wants) of individuals, either through education, style, or technology.".
There were a couple of items the moving team, in retrospect, dreams were managed differently. Transferring to a brand-new workplace, for us, meant lots of brand-new IT systems to carry out-- brand-new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war space where individuals could visit for support on the area, however lots of concerns could've been avoided by perhaps a team-by-team technology orientation.
Regardless of that small trouble, the group nailed the very first day experience. "We had a really celebratory first day (and week) at the new office," states Wollemann.
The Lunch Crunch.
Among the most unexpected elements of our relocation is simply how invested individuals would remain 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 elicited one of the most excitement and distress.
" We assemble a truly nice welcome packet that included information about the neighborhood, however I want we consisted of more choices for lunch," states Christophe. "The choices we put in there were more special occasion type of locations (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare individuals for their brand-new culinary surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain you interact that info to the team. Food is a big deal, and check here you 'd be well served to set minds at ease about where your group can consume in their new digs.
This response did elicit an enjoyable and imaginative service-- our team has now begun a shared spreadsheet where individuals can go into fun, economical lunch spots they've found with a short 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 the first day, it's easy to breathe a sigh of relief and believe the relocation is over with.
Not so fast, states our relocation team.
" People forget that the relocation and change isn't over on the first day," states Slater. "Sustaining change is the greatest obstacle and it's not typically done well by the majority of companies. Individuals will start to leave cups and trash around or utilize the areas inappropriately. You require to constantly repeat and attend to concerns the first month as individuals get utilized to the space and make changes so that the space works successfully.".
The day one breakfast spread. However stay alert, the work's not even close to end up!
" The greatest challenge is getting individuals to change their habits," states 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.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.
After investing years in one office, we had all built up a lot of things that clearly didn't need to move to the new area. Given that no one really likes cleaning, the group made it enjoyable.
Big trash and recycling cans were brought in and everyone in the business was motivated to let go of all the scrap they have actually accumulated throughout the years. Old documentation was shredded, conference boodle contributed, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the first week in the brand-new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each employee containing novelty chocolate service cards-- including the brand-new address, naturally.