Moving offices-- similar to moving your house-- is a huge decision, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We ought to know. Assemble recently moved our corporate head office from 2 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a move of just four miles, however moving over 100 individuals, spread throughout several locations, is never ever an easy task.
To facilitate this relocation, and guarantee a smooth transition, the group here at Convene designated a move committee: a group of professionals, picked for their particular knowledge around issues we understood would arise with the huge move. Believe of 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 need to prepare to transfer. Discover from our successes-- and errors.
Start with "Why?".
The most essential consideration our professionals shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody knows the 'why' of the relocation," says Slater. "Individuals regard transparency. You require to describe whether it's going to be much better or worse for them.".
Let's face it, business move for lots of reasons-- sometimes not-so-good and often good. Those not-so-good reasons (scaling down, decreasing realty costs) can be difficult to navigate, however Slater worries that transparency is crucial. "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 reason, it's important to transparently communicate why the relocation is required. Cutting expenses can be hard, but eventually it's for the very best.".
When the team was substantially smaller sized, we moved into our old office back in 2010--.
Of course, lots of relocations featured lots of great news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking brilliant and bright 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 challenging in good times than bad.
" All communications concerning the relocation must constantly end and begin with the crucial vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's just an email about logistics and timeline, it is very important to remember the 'why' when you're asking people to change a significant part of their routine.".
" What's in It for Me?".
Even the most selfless team player will have one big concern about any office relocation: "What's in it for me?".
Transitions and routine modifications are tough for everybody, and a few of the modifications may make life harder for a part of your group (longer commute, less familiar area). While you should not belittle or neglect those issues, ensure you're framing the relocation around the private benefits individuals can anticipate from the brand-new digs.
Moving offices is a big (and costly) decision.
" If you're moving someplace with excellent amenities, it's a big message to individuals that our skill is the most essential for us and we're going to take care of you," says Slater. "Whatever the advantage of your brand-new area is, hype that up for the team: more space, much better features, much better community, anything that frames up the necessary 'What remains in it for me?'".
Pick Your Move Group Carefully.
Moving offices is a huge choice-- an extremely expensive decision. Make certain you're picking members of your move team sensibly, and not simply throwing any willing volunteer into the mix.
Each individual had a function to play, and that role was essential to an effective move. "Strategy people's functions ahead of time on the move group," states Vassallo.
Despite the accumulated talent, there were a couple of areas our group might've used some additional aid with (operations being a huge one). "Specific things I managed might have been much better dealt with by an operations specialist. For instance, hiring the mover, coordinating all packages, what teams require 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, that made it simpler.".
Interact Early and Frequently.
" Step one is developing a communications strategy, where you outline the previously, during, and after the move, and make certain everyone knows about key dates," suggests Wollemann. The group laid out an in-depth timeline, with corresponding dates for when essential products would need to be communicated to the business-- junk cleaning days, last day to load your box, last day in the old office, very first day in the new office, and more.
When moving workplaces, make certain to thank those who made it happen!
Communicating early and frequently uses beyond simply your own business too-- make sure to validate with outside vendors like the moving company months in advance. "When I called the moving business, they thought I was crazy.".
That opts for the structure (in fact structures) involved too. Many industrial workplace structures aren't going to let movers ruin their good elevators with moving carts and heavy furnishings. "You likewise get more info require to collaborate with the structure (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 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 requirements and devices. Designers require unique screens and areas to sketch. Sales people need a quiet office for making calls to clients. The HR team requires a space with some personal privacy for interviews and other delicate conferences. And the finance team needs filing cabinets for accounting paperwork. "We did interviews with each department to find out about what they require and how they work," encourages Vassallo. "That went a long method in being prepared for day one.".
Knowing what they'll need in the brand-new location, be prepared to manage devices and other miscellaneous products that go unclaimed at the old office. All the office products in the office that technically didn't belong to any one individual.
Nail Day One.
You never get a 2nd chance to make a very first impression. Day one of a relocation will be busy no matter what, but do whatever you can to make it a smooth transition and a celebratory environment.
Producing a celebratory atmosphere on the first day was a critical part of our office relocation.
" It's easy to get lost in the logistics but when it boils down to it, people appreciate a few 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 packet that had directions on all the basics of showing up to deal with the first day and paired that package with a live presentation a couple of weeks before the move letting individuals know what to anticipate-- where they would be sitting, how to get in and out, public transportation choices, and more.
" You require to instruct individuals on how to prepare, and how to be effective in the new environment-- how to establish their desk, their tech, their chair, everything," says Slater. "Require time to solve even the tiniest of concerns and take care of the requirements (not the desires) of people, either through education, technology, or style.".
There were a few items the moving team, in retrospect, desires were dealt with differently. Transferring to a brand-new office, for us, implied great deals of brand-new IT systems to implement-- brand-new printers, brand-new docking stations for laptop computers, new building security, and more. The IT group set-up a war space where individuals could visit for assistance on the area, but many problems might've been prevented by maybe a team-by-team technology orientation.
Regardless of that small trouble, the team nailed the first day experience. "We had a really celebratory first day (and week) at the new office," says check here Wollemann.
The Lunch Crunch.
One of the most unexpected elements of our move is just how invested people would be 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 generated the most enjoyment and anguish.
" We put together a really nice welcome packet that included details about the area, however I want we consisted of more alternatives for lunch," states Christophe. "The choices we put in there were more unique occasion type of locations (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare individuals for their brand-new cooking environments. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the team. Food is a big deal, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This action did generate a fun and innovative service-- our team has now begun a shared spreadsheet where individuals can enter fun, budget-friendly lunch spots they have actually discovered with a brief evaluation that anybody on the group can browse for some new alternatives to attempt.
The Work's Refrained from doing After The first day.
At 5PM on the first day, it's easy to breathe a check here sigh of relief and think the relocation is over with.
Not so quickly, says our move group.
" Individuals forget that the move and modification isn't over on day one," states Slater. You need to continuously iterate and resolve problems the first month as individuals get used to the area and make modifications so that the space works successfully.".
The day one breakfast spread. Remain alert, the work's not even close to complete!
" The greatest difficulty is getting people to alter their behavior," states Wollemann. "One way to encourage that is really to focus the interactions. Even if the sole function is to communicate the date of something or action they require 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. Everyone understands it.
But you can make things more manageable by operating in some fun. One way our group 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 clearly didn't require to move to the brand-new area. However since no one actually likes cleaning, 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 everyone in the business was motivated to let go of all the scrap they've built up for many years. Old paperwork was shredded, conference swag contributed, and drawers loaded with napkins and plastic spoons from lunches past were tossed away.
Throughout the first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each staff member consisting of novelty chocolate company cards-- featuring the new address, obviously.