Moving workplaces-- much like moving your house-- is a huge decision, brimming with pitfalls and headaches that can sap the resources of even the most prepared company.
We need to understand. Convene recently moved our corporate headquarters from two offices in Midtown Manhattan to a new flagship place in Lower Manhattan. It's a move of only four miles, but moving over 100 people, spread throughout numerous areas, is never ever a simple job.
To facilitate this relocation, and make sure a smooth shift, the group here at Convene designated a move committee: a team of professionals, chose for their specific knowledge around issues we understood would develop with the big move. Consider them as our moving dream team-- the Office Move Avengers.
4 of these specialists were kind adequate to share their ideas on the move-- what worked out, what didn't, and how other business must prepare to move. Gain from our successes-- and errors.
Start with "Why?".
The most crucial factor to consider our experts shared was the importance of "Why?".
" Why are we moving workplaces?".
" Ensure everyone knows 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-- often good and in some cases not-so-good. Even if you have to move for a negative factor, it's crucial to transparently communicate why the relocation is required.
We moved into our old office back in 2010-- when the team was significantly smaller.
Naturally, plenty of moves come with lots of good news too-- growing teams, expanding income, and brand-new opportunities. Even when things are looking sunny and bright for your company, do not take the 'why' for given. You're still asking people to change their routines, which in lots of methods is more tough in great times than bad.
" All interactions concerning the move should always begin and end with the crucial vision of why we're moving offices and why this is essential," says Wollemann. "Even when it's simply an e-mail about logistics and timeline, it is very important to keep in mind the 'why' when you're asking people to change a significant part of their routine.".
" What's in It for Me?".
Even the most generous team player will have one huge concern about any workplace relocation: "What's in it for me?".
Shifts and routine modifications are difficult for everyone, and a few of the modifications might make life harder for a portion of your group (longer commute, less familiar community). While you should not belittle or neglect those concerns, make certain you're framing the move the individual advantages people can get out of the new digs.
Moving workplaces is a big (and costly) decision.
" If you're moving someplace with excellent features, it's a big message to individuals that our skill is the most crucial for us and we're going to take care of you," states Slater. "Whatever the benefit of your brand-new area is, hype that up for the group: more area, better facilities, much better community, anything that frames up the critical 'What's in it for me?'".
Pick Your Move Team Carefully.
Moving offices is a big decision-- an extremely pricey choice. Make certain you're choosing members of your relocation group sensibly, and not just throwing any prepared volunteer into the mix.
Each person had a role to play, and that role was important to a successful move. "Plan individuals's roles ahead of time on the relocation group," states Vassallo.
In spite of the accrued skill, there were a couple of locations our group could've used some additional aid with (operations being a huge one). "Particular things I managed might have been better handled by an operations specialist. For instance, working with the mover, coordinating all packages, what groups require what, and what example they own.".
" Having the ideal team of people to collaborate the relocation and divvying up responsibility is actually crucial," says Christophe. "We had a really good group, that made it simpler.".
Communicate Early and Typically.
" Step one is producing a communications plan, where you lay out the previously, during, and after the relocation, and make certain everyone knows about essential dates," recommends Wollemann. The group laid out an in-depth timeline, with corresponding dates for when crucial items would require to be interacted to the business-- junk cleansing 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 workplaces, make sure to thank those who made it take place!
Communicating early and often applies beyond simply your own business too-- ensure to validate with outside suppliers like the moving business months ahead of time. "Start the relocation a minimum of six months ahead of time, not 4 weeks like we did!" says Vassallo. "When I called the moving company, they believed I was insane.".
Many commercial office structures aren't going to let movers mess up their great elevators with moving carts and heavy furnishings. "What time people can come, using freight elevators, what time individuals can utilize the freight elevators, extra cost for moving after hours, then coordinating with the brand-new building to have that all take place on the very same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your company are developed equal-- each group has their own needs and devices. The HR team needs a space with some privacy for interviews and other delicate meetings. And the financing team needs filing cabinets for accounting documentation.
Knowing what they'll require in the brand-new location, be prepared to deal with devices and other miscellaneous items that go unclaimed at the old workplace. "I found that a lot of things weren't declared by anybody, and somebody had to choose what to do with it. All the workplace supplies in the office that technically didn't belong to any one person. Somebody needed to choose what gets tossed and what requires to come with us.".
Nail Day One.
You never get a second chance to make a first impression. Day one of a relocation will be hectic no matter what, but do everything you can to make it a celebratory atmosphere and a smooth transition.
Creating a celebratory atmosphere on the first day was a critical part of our workplace relocation.
" It's easy to get lost in the logistics but when it boils down to it, individuals care about 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 developed a welcome package that had directions on all the basics of showing up to work on the first day and paired that package with a live discussion a few weeks prior to the move letting people understand what to expect-- where they would be sitting, how to get in and out, mass transit alternatives, and more.
" You need to advise people on how to prepare, and how to be successful in the brand-new environment-- how to set up their desk, their tech, their chair, whatever," says Slater. "Take time to resolve even the tiniest of problems and take care of the requirements (not the wants) of individuals, either through education, technology, or style.".
There were a few products the moving group, in retrospect, wishes were dealt with in a different way. Transferring to a new office, for us, suggested lots of brand-new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, brand-new structure security, and more. The IT group set-up a war room where people might drop by for support on the area, however many problems might've been prevented by perhaps a team-by-team technology orientation.
Regardless of that small inconvenience, the team nailed the first day experience. "We had a really celebratory first day (and week) at the new office," says Wollemann.
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested people would be in exploring the lunch areas in our new community. Of all the routines being changed for the folks in our workplace, lunch unquestionably elicited one of the most enjoyment and suffering.
" We put together a really great welcome package that consisted of info about the community, but I want we consisted of more choices for lunch," says Christophe. "The alternatives we put in there were more unique event type of locations (i.e.-- more pricey), and not every day lunch choices.".
Prepare people for their brand-new culinary surroundings. Search Yelp for the best sandwiches, salads, tacos, and ramen, and make certain you interact that information to the group. Food is a big offer, and you 'd be well served to set minds at ease about where your group can consume in their new digs.
This action did elicit a fun and imaginative service-- our team has actually now started a shared spreadsheet where individuals can enter enjoyable, budget-friendly lunch spots they have actually discovered with a brief evaluation that anyone on the group can browse for some brand-new options to attempt.
The Work's Not Done After The first day.
At 5PM on day one, it's simple to breathe a sigh of relief and think the move is over with.
Not so quickly, says our relocation team.
" Individuals forget that the relocation and modification isn't over on day one," states Slater. You require to constantly iterate and deal with problems the very first month as individuals get utilized to the area and make adjustments so that the space works effectively.".
The day one breakfast spread. Stay vigilant, the work's not even close to finished!
" The biggest challenge is getting people to change their habits," states Wollemann. "One way to encourage that is really to focus the communications. Even if the sole function is to communicate the date of something or action they need to take, constantly bring that interaction back to why this modification is going to be terrific for the future.".
Don't Forget to Make It Fun.
Don't kid yourself-- moving workplaces can be a huge old pain-in-the-ass. Everybody understands it.
However you can make things more manageable by working in some fun. One way our team did that was by hosting numerous "purge celebrations." After spending years in one office, we had actually all built up a check here lot of things that clearly didn't require to transfer to the new area. But given that nobody really likes cleansing, the team made it enjoyable. Time was blocked out on everybody's calendars for a "purge party," total with tacos, beer, and music.
Big trash and recycling cans were generated and everybody in the company was motivated to let go of all the junk they've built up over the years. Old documents was shredded, conference boodle donated, and drawers loaded with napkins and plastic spoons from lunches previous were discarded.
Throughout the first week in the brand-new workplace, special surprises were planned, like afternoon cookies or catered lunch, in addition to special welcome bags for each staff member containing novelty chocolate service cards-- including the brand-new address, of course.