Moving offices-- similar to moving your home-- is a big choice, loaded with mistakes and headaches that can sap the resources of even the most prepared company.
We need to understand. Convene just recently moved our business headquarters from two workplaces in Midtown Manhattan to a brand-new flagship location in Lower Manhattan. It's a relocation of just four miles, however moving over 100 people, spread out throughout multiple areas, is never a basic task.
To facilitate this move, and ensure a smooth transition, the group here at Convene designated a move committee: a team of specialists, picked for their specific knowledge around issues we knew would occur with the big relocation. Think about them as our moving dream team-- the Office Move Avengers.
4 of these specialists were kind enough to share their thoughts on the relocation-- what worked out, what didn't, and how other business ought to prepare to relocate. Find out 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," says Slater. "Individuals respect openness. You need to detail whether it's going to be better or even worse for them.".
Let's face it, companies move for lots of reasons-- often good and sometimes not-so-good. Even if you have to move for a negative reason, it's crucial to transparently interact why the move is needed.
We moved into our old office back in 2010-- when the team was considerably smaller sized.
Obviously, lots of relocations featured lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking sunny and brilliant for your company, do not take the 'why' for given. You're still asking individuals to alter their regimens, which in lots of methods is more tough in good times than bad.
" All communications regarding the move ought to always start and end with the essential 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 necessary to remember 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 remains in it for me?".
Transitions and routine changes are hard for everyone, and some of the changes may make life harder for a part of your group (longer commute, less familiar area). While you should not belittle or neglect those concerns, ensure you're framing the move around the individual benefits individuals can anticipate from the brand-new digs.
Moving offices is a big (and expensive) choice.
" If you're moving someplace with excellent facilities, it's a big message to people that our skill 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 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 huge decision-- a very pricey choice. Ensure you're choosing members of your relocation group wisely, and not simply tossing any prepared volunteer into the mix.
Our team was actively selected based on their skillsets-- interactions, change knowledge, design, method, etc. Each individual had a function to play, and that function was crucial to an effective move. "Strategy individuals's roles ahead of time on the relocation team," states Vassallo. "Ensure you have your needs covered.".
In spite of the accumulated talent, there were a couple of areas our group could've utilized some extra aid with (operations being a big one). "Certain things I dealt with might have been much better handled by an operations expert. For example, employing the mover, collaborating all the boxes, what groups need what, and what example they own.".
" Having the best group of people to collaborate the move and divvying up obligation is really essential," states Christophe. "We had a really excellent group, which made it simpler.".
Interact Early and Frequently.
" Step one is developing a communications plan, where you lay out the previously, throughout, and after the move, and ensure everybody knows about essential dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential products would require to be communicated to the business-- scrap cleaning days, last day to pack your box, last day in the old workplace, very first day in the new workplace, and more.
When moving workplaces, ensure to thank those who made it take place!
Communicating early and frequently uses beyond just your own business too-- make sure to validate with outdoors vendors like the moving company months ahead of time. "Start the move a minimum of six months ahead of time, not 4 weeks like we did!" says Vassallo. "When I contacted the moving company, they thought I was insane.".
A lot of industrial office buildings aren't going to let movers mess up their good 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 collaborating with the brand-new structure to have that all take place on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are developed equivalent-- each group has their own needs and equipment. Designers need unique displays and locations to sketch. Sales people need a peaceful office for making calls to customers. The HR group requires a space with some privacy for interviews and other delicate meetings. And the finance group requires filing cabinets for accounting documentation. "We did interviews with each department to discover what they need and how they work," recommends Vassallo. "That went a long way in being ready for day one.".
Besides understanding what they'll need in the brand-new area, be prepared to deal with equipment and other various products that go unclaimed at the old office. "I found that a lot of things weren't declared by anybody, and somebody had to choose what to do with it. For instance, all the office products in the workplace that technically didn't belong to any a single person. Somebody had to choose what gets tossed and what requires to come with us.".
Nail Day One.
You never get a second chance to make an impression. Day one of a move will be chaotic no matter what, but do everything you can to make it a celebratory atmosphere and a smooth shift.
Developing a celebratory environment on day one was a crucial component of our office relocation.
" It's simple to get lost in the logistics but when it comes down to it, individuals appreciate a few things that will affect them on the very first day-- how do I get in the building and where am I sitting?" states Wollemann.
The moving committee produced a welcome package that had instructions on all read more the essentials of showing up to work on the very first day and paired that packet with a live presentation 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 alternatives, and more.
" You need 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 time to resolve even the tiniest of issues and look after the requirements (not the wants) of people, either through technology, design, or education.".
There were a few items the moving group, in retrospection, wishes were handled differently. Transferring to a brand-new office, for us, suggested lots of brand-new IT systems to carry out-- new printers, new docking stations for laptop computers, new building security, and more. The IT group set-up a war space where people might visit for assistance on the spot, but numerous concerns might've been avoided by perhaps a team-by-team technology orientation.
In spite of that small hassle, the group nailed the very first day experience. "We had an actually celebratory very first day (and week) at the brand-new workplace," states Wollemann.
The Lunch Crunch.
Among the most unexpected elements of our move is just how invested people would be in exploring the lunch spots in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited the most excitement and anguish.
" We put together a really nice welcome packet that included information about the neighborhood, but I want we consisted of more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique event kind of places (i.e.-- more costly), and not every day lunch options.".
Prepare people for their new cooking environments. Search Yelp for the finest sandwiches, salads, tacos, and ramen, and ensure you communicate that details to the group. Food is a huge deal, and you 'd be well served to set minds at ease about where your team can eat in their brand-new digs.
This reaction did elicit an enjoyable and imaginative option-- our group has now started a shared spreadsheet where individuals can get in enjoyable, affordable lunch areas they have actually discovered with a short evaluation that anybody on the group can browse for some new alternatives to attempt.
The Work's Not Done After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the move is over with.
Not so quickly, states our move group.
" Individuals forget that the move and change isn't over on the first day," says Slater. "Sustaining change is the greatest obstacle and it's not normally done well by most business. People will start to leave cups and garbage around or use the areas get more info wrongly. You require to constantly repeat and attend to issues the very first month as people get used to the space and make modifications so that the space works successfully.".
The the first day breakfast spread. But remain vigilant, the work's not even near finished!
" The most significant obstacle is getting people to alter their behavior," 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 need to take, always bring that interaction back to why this change is going to be excellent for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving workplaces can be a huge old pain-in-the-ass. Everybody understands it.
You can make things more manageable by working in some fun. One method our team did that was by hosting a number of "purge celebrations." After spending years in one workplace, we had all built up a great deal of stuff that plainly didn't need to transfer to the brand-new space. Given that no one really likes cleaning, the group made it enjoyable. Time was blocked out on everybody's calendars for a "purge celebration," complete with tacos, beer, and music.
Big garbage and recycling cans were brought in and everyone in the company was motivated to let go of all the scrap they've accumulated throughout the years. Old documentation was shredded, conference swag donated, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the very first check here week in the brand-new office, special surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single staff member containing novelty chocolate company cards-- featuring the brand-new address, naturally.