Moving offices-- similar to moving your house-- is a big choice, loaded with risks and headaches that can sap the resources of even the most ready business.
We must understand. Assemble just recently moved our business headquarters from two offices in Midtown Manhattan to a brand-new flagship area in Lower Manhattan. It's a move of only four miles, but moving over 100 individuals, spread out throughout numerous areas, is never an easy task.
To facilitate this move, and ensure a smooth transition, the team here at Convene designated a move committee: a team of specialists, chose for their particular knowledge around problems we understood would develop with the big move. Think about them as our moving all-star team-- the Workplace Move Avengers.
4 of these experts were kind enough to share their thoughts on the relocation-- what went well, what didn't, and how other companies should prepare to relocate. Learn from our successes-- and errors.
Start with "Why?".
The most important factor to consider our specialists shared was the significance of "Why?".
" Why are we moving offices?".
" Make certain everyone understands the 'why' of the relocation," says Slater. "People regard transparency. You require to outline whether it's going to be much better or worse for them.".
Let's face it, business move for lots of factors-- sometimes excellent and often not-so-good. Even if you have to move for an unfavorable reason, it's essential to transparently interact why the move is needed.
We moved into our old workplace back in 2010-- when the team was substantially smaller.
Of course, lots of relocations come with great deals of excellent news too-- growing groups, expanding profits, and brand-new chances. Even when things are looking brilliant and bright for your business, don't take the 'why' for approved. You're still asking individuals to change their regimens, which in numerous methods is more difficult in excellent times than bad.
" All communications relating to the move must constantly end and begin with the key vision of why we're moving offices and why this is essential," says Wollemann. "Even when it's just an e-mail about logistics and timeline, it is necessary to keep in mind the 'why' when you're asking individuals to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless team player will have one huge concern about any workplace relocation: "What remains in it for me?".
Transitions and regular changes are hard for everyone, and some of the changes might make life harder for a portion of your team (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the move around the individual advantages individuals can anticipate from the brand-new digs.
Moving offices is a big (and expensive) decision.
" If you're moving someplace with excellent features, it's a huge message to individuals that our talent is the most important for us and we're going to take care of you," states Slater. "Whatever the advantage of your brand-new space is, hype that up for the group: more area, much better amenities, better community, anything that frames up the necessary 'What's in it for me?'".
Pick Your Move Team Wisely.
Moving offices is a huge decision-- a really expensive choice. Make certain you're choosing members of your move team carefully, and not simply throwing any willing volunteer into the mix.
Our group was actively picked based on their skillsets-- communications, change know-how, design, strategy, and so on. Everyone had a role to play, and that function was crucial to a successful relocation. "Strategy people's functions ahead of time on the move team," states Vassallo. "Ensure you have your needs covered.".
Regardless of the accrued skill, there were a couple of areas our group could've utilized some extra aid with (operations being a big one). "Certain things I managed might have been much better handled by an operations professional. For example, hiring the mover, collaborating all the boxes, what groups need what, and what example 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, which made it simpler.".
Interact Early and Often.
" Step one is producing a communications plan, where you describe the in the past, throughout, and after the move, and ensure everyone knows about essential dates," advises Wollemann. The team set out a detailed timeline, with corresponding dates for when essential items would require to be interacted to the business-- scrap cleansing days, last day to load your box, last day in the old workplace, very first day in the brand-new office, and more.
When moving offices, make certain to thank those who made it happen!
Interacting early and frequently applies beyond simply your own business too-- make certain to validate with outdoors vendors like the moving company months ahead of time. "Start the relocation at least six months in advance, not 4 weeks like we did!" says Vassallo. "When I got in touch with the moving company, they thought I was insane.".
That opts for the building (in fact structures) included too. The majority of commercial office complex aren't going to let movers ruin their good elevators with moving carts and heavy furniture. "You also require to coordinate with the structure (both structures) a lot," states Vassallo. "What time people can come, utilizing freight elevators, what time individuals can utilize 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 'Things'.
Not all departments in your company are created equivalent-- each group has their own requirements and equipment. Designers need unique displays and locations to sketch. Sales people require a quiet office for making calls to customers. The HR team requires a room with some privacy for interviews and other delicate conferences. And the finance team requires filing cabinets for accounting documents. "We did interviews with each department to discover what they need and how they work," encourages Vassallo. "That went a long way in being ready for the first day.".
Understanding 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 materials website in the office that technically didn't belong to any one individual.
Nail The First Day.
You never get a 2nd possibility to make an impression. Day one of a move will be stressful no matter what, however do whatever you can to make it a celebratory environment and a smooth shift.
Producing a celebratory environment on day one was a critical part of our office relocation.
" 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 first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee produced a welcome package that had directions on all the fundamentals of getting here to work on the very first day and paired that packet with a live presentation a few weeks before the relocation letting individuals know what to anticipate-- where they would be sitting, how to get in and out, mass transit choices, and more.
" You need 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, everything," says Slater. "Require time to solve even the smallest of concerns and take care of the requirements (not the desires) of people, either through style, innovation, or education.".
There were a few items the moving group, in retrospection, wishes were dealt with in a different way. Moving to a brand-new workplace, for us, meant lots of brand-new IT systems to carry out-- new printers, new docking stations for laptop computers, brand-new building security, and more. The IT team set-up a war room where individuals might drop by for support on the spot, however lots of issues could've been avoided by possibly a team-by-team innovation orientation.
Despite that minor 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 surprising aspects 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 many excitement and distress.
" We assemble a truly good welcome packet that included info about the community, but I wish we included more options for lunch," says Christophe. "The options we put in there were more special occasion type of places (i.e.-- more expensive), and not every day lunch alternatives.".
Prepare individuals for their brand-new cooking environments. Search Yelp for the best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the team. Food is a huge 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 elicit an enjoyable and imaginative option-- our group has now started a shared spreadsheet where individuals can get in get more info enjoyable, affordable lunch areas they have actually found with a short review that anybody on the group can browse for some new options to attempt.
The Work's Refrained from doing After Day One.
At 5PM on day one, it's simple to breathe a sigh of relief and believe the move is over with.
Not so fast, states our move team.
" Individuals forget that the relocation and change isn't over on the first day," states Slater. "Sustaining change is the biggest obstacle and it's not generally done well by many companies. Individuals will start to leave cups and trash around or utilize the spaces inappropriately. You require to constantly iterate and resolve problems the first month as individuals get used to the area and make changes so that the space works effectively.".
The day one breakfast spread. Stay alert, the work's not even close to complete!
" The greatest difficulty is getting individuals to change their habits," says Wollemann. "One method to encourage that is actually 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 communication back to why this modification is going to be fantastic for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone understands it.
After spending years in one workplace, we had actually all accumulated a lot of stuff that plainly didn't require to move to the new space. Considering that no one actually likes cleaning, the team made it enjoyable.
Big trash and recycling cans were brought in and everyone 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 donated, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the very first week in the new office, special surprises get more info were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single employee including novelty chocolate service cards-- including the brand-new address, of course.