Moving offices-- 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 must know. Assemble recently moved our home office from two workplaces in Midtown Manhattan to a brand-new flagship location in Lower Manhattan. It's a relocation of only 4 miles, but moving over 100 individuals, spread throughout several locations, is never ever a basic task.
To facilitate this move, and make sure 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 emerge with the big relocation. Think about them as our moving dream group-- the Office Move Avengers.
4 of these professionals were kind enough 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 crucial consideration our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody understands the 'why' of the move," states Slater. "People regard transparency. 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-- often good and in some cases not-so-good. Even if you have to move for a negative reason, it's essential to transparently interact why the relocation is needed.
We moved into our old office back in 2010-- when the team was substantially smaller sized.
Obviously, a lot of relocations featured lots of good news too-- growing teams, expanding income, and brand-new chances. Even when things are looking sunny and bright for your company, don't take the 'why' for granted. You're still asking people to change their routines, which in many ways is more difficult in great times than bad.
" All communications concerning the relocation must constantly begin 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 huge part of their routine.".
" What remains in It for Me?".
Even the most generous group gamer will have one huge concern about any office relocation: "What's in it for me?".
Transitions and routine changes are tough for everybody, and a few of the modifications might make life more challenging for a portion of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or ignore those issues, make certain you're framing the move the private benefits people can anticipate from 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 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 space is, hype that up for the group: more area, better amenities, much better community, anything that frames up the necessary 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving workplaces is a big choice-- an extremely costly choice. Make sure you're choosing members of your relocation team wisely, and not simply throwing any willing volunteer into the mix.
Our group was purposefully chosen based upon their skillsets-- communications, change know-how, style, strategy, and so on. Everyone had a role to play, which role was essential 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 accrued skill, there were a few locations our team might've used some additional assistance with (operations being a huge one). "Specific things I managed might have been much better handled by an operations professional. Employing the mover, collaborating all the boxes, what teams require what, and what kind of things they own.".
" Having the right team of individuals to coordinate the relocation and divvying up responsibility is truly crucial," says Christophe. "We had a truly good group, which made it easier.".
Interact Early and Typically.
" Step one is creating an interactions plan, where you lay out the previously, throughout, and after the move, and ensure everybody has information about essential dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential products would need to be communicated to the business-- scrap cleaning days, last day to pack your box, last day in the old office, very first day in the brand-new office, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and frequently uses beyond simply your own business too-- make sure to verify with outdoors suppliers like the moving company months beforehand. "Start the relocation at least 6 months ahead of time, not four weeks like we did!" states Vassallo. "When I contacted the moving company, they believed I was insane.".
Many 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 new building to have that all happen on the same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equivalent-- each team has their own needs and devices. The HR team requires a space with some personal privacy for interviews and other sensitive conferences. And the financing group needs filing cabinets for accounting paperwork.
Understanding what they'll need in the brand-new location, be prepared to manage equipment and other miscellaneous products that go unclaimed at the old office. All the workplace supplies in the workplace that technically didn't belong to any one person.
Nail The First Day.
You never get a 2nd possibility to make an impression. Day one of a relocation will be busy no matter what, but do whatever you can to make it a celebratory atmosphere and a smooth shift.
Creating a celebratory environment on day one was an important component of our workplace move.
" It's simple to get lost in the logistics but when it comes down to it, individuals care about a couple of things that will impact them on the very 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 basics of getting here to work on the first day and paired that package with a live presentation 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 alternatives, and more.
" You need to instruct individuals on how to prepare, and how to be successful in the new environment-- how to set up their desk, their tech, their chair, whatever," says Slater. "Take some time to fix even the smallest of problems and look after the needs (not the wants) of individuals, either through innovation, design, or education.".
There were a couple of products the moving team, in retrospect, desires 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 might drop by for support on the spot, however lots of concerns could've been avoided by perhaps a team-by-team technology orientation.
In spite website of that small hassle, the group nailed the very first day experience. "We had an actually celebratory first day (and week) at the new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly special was a concern.".
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 community. Of all the regimens being altered for the folks in our workplace, lunch unequivocally elicited one of the most excitement and distress.
" We assemble a truly good welcome packet that included information about the neighborhood, but I wish we included more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique event type of places (i.e.-- more expensive), and not every day lunch options.".
Prepare individuals for their brand-new cooking surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure 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 response did generate an enjoyable and innovative service-- our team has actually now begun a shared spreadsheet where people can enter fun, budget-friendly lunch spots they've found with a brief review 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 easy to breathe a sigh of relief and think the relocation is over with.
Not so quick, says our relocation group.
" People forget that the move and change isn't over on the first day," says Slater. "Sustaining change is the greatest difficulty and it's not typically done well by the majority of companies. People will begin to leave cups and trash around or utilize the spaces inappropriately. You require to constantly repeat and attend to issues the very first month as people get utilized to the area and make adjustments so that the area works efficiently.".
The the first day breakfast spread. Stay watchful, the work's not even close to finished!
" The most significant challenge is getting individuals to change their behavior," states Wollemann. "One way to motivate that is really to focus the interactions. Even if the sole purpose 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 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.
However you can make things more bearable by working in some enjoyable. One method our group did that was by hosting a number of "purge celebrations." After investing years in one workplace, we had all collected a lot of things that clearly didn't require to transfer to the new space. However considering that no one truly likes cleansing, the group made it enjoyable. Time was blocked out on everyone's calendars for a "purge celebration," complete with tacos, beer, and music.
Large trash and recycling cans were brought in and everybody in the business was motivated to let go of all the junk they've built up throughout the years. Old documentation was shredded, conference swag contributed, and drawers complete of napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the very first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, along with unique welcome bags for every single employee including novelty chocolate organisation cards-- featuring the new address, of course.