Moving offices-- much like moving your house-- is a huge choice, loaded with pitfalls and headaches that can sap the resources of even the most prepared company.
We ought to know. Convene recently moved our business head office from 2 workplaces in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a relocation of only four miles, but moving over 100 people, spread out throughout numerous areas, is never ever an easy job.
To facilitate this relocation, and guarantee a smooth transition, the team here at Convene designated a move committee: a team of experts, picked for their specific knowledge around issues we knew would occur with the big move. Think of them as our moving all-star team-- the Workplace Move Avengers.
4 of these specialists were kind adequate to share their ideas on the move-- what went well, what didn't, and how other companies should prepare to transfer. Find out from our successes-- and errors.
Start with "Why?".
The most essential consideration our experts shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make certain everyone knows the 'why' of the relocation," states Slater. "People respect transparency. You require to detail whether it's going to be better or worse for them.".
Let's face it, companies move for great deals of factors-- often not-so-good and in some cases good. Those not-so-good reasons (scaling down, lowering property costs) can be tough to browse, but Slater stresses that openness is essential. "Ultimately, you're relocating due to the fact that you want the experience to be better for everybody at the other end. Even if you have to move for a negative factor, it is necessary to transparently communicate why the relocation is needed. Cutting costs can be hard, however ultimately it's for the finest.".
We moved into our old office back in 2010-- when the group was considerably smaller sized.
Of course, lots of moves included lots of excellent news too-- growing teams, broadening revenue, and brand-new opportunities. Even when things are looking intense and sunny 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 end and start with the essential vision of why we're moving offices and why this is very important," says Wollemann. "Even when it's just an email about logistics and timeline, it's essential to keep in mind the 'why' when you're asking people to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless team player will have one huge issue about any workplace moving: "What remains in it for me?".
Transitions and routine changes are hard 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 should not belittle or overlook those issues, ensure you're framing the move 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 leading notch facilities, 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 new area is, buzz that up for the team: more space, much better features, better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving workplaces is a big choice-- an extremely expensive decision. Make certain you're selecting members of your move group carefully, and not just tossing any prepared volunteer into the mix.
Our team was actively selected based on their skillsets-- interactions, change knowledge, design, method, etc. Each person had a function to play, and that function was crucial to an effective move. "Strategy people's functions ahead of time on the move group," says Vassallo. "Make sure you have your requirements 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 huge one). "Certain things I dealt with might have been better managed by an operations expert. Hiring the mover, coordinating all the boxes, what groups need what, and what kind of things 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 great group, which made it simpler.".
Interact Early and Often.
" Step one is creating an interactions plan, where you describe the in the past, during, and after the move, and make certain everyone has info about crucial dates," recommends Wollemann. The team set out a detailed timeline, with corresponding dates for when crucial items would need 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 office, and more.
When moving workplaces, make certain to thank those who made it happen!
Interacting early and typically applies beyond just your own company too-- make sure to verify with outdoors suppliers like the moving business months in advance. "When I called the moving business, they thought I was crazy.".
That goes for the building (really buildings) involved too. A lot of business workplace structures aren't going to let movers screw up their nice elevators with moving carts and heavy furniture. "You also need to coordinate with the building (both buildings) a lot," states Vassallo. "What time people can come, using 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 website very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equal-- each team has their own needs and equipment. Designers require unique screens and areas to sketch. Sales people need a peaceful workplace for making calls to customers. The HR team needs a room with some personal privacy for interviews and other delicate conferences. And the finance group needs filing cabinets for accounting paperwork. "We did interviews with each department to find out about what they need and how they work," advises Vassallo. "That went a long method in being all set for day one.".
Besides understanding what they'll require in the new area, be prepared to manage equipment and other miscellaneous products that go unclaimed at the old office. "I discovered that a lot of things weren't claimed by anybody, and somebody needed to choose what to do with it. All the office supplies in the office that technically didn't belong to any one individual. Somebody had to choose what gets tossed and what requires to come with us.".
Nail The First Day.
You never get a second possibility to make a first impression. Day one of a relocation will be hectic no matter what, however do everything you can to make it a smooth transition and a celebratory environment.
Developing a celebratory atmosphere on the first day was a crucial part of our workplace move.
" It's easy to get lost in the logistics however when it boils down to it, people appreciate a few 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 produced a welcome packet that had instructions on all the essentials of showing up to work on the first day and paired that package with a live discussion a couple of weeks prior to the move letting people understand what to expect-- where they would be sitting, how to get in and out, public transport options, and more.
" You require to advise 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 fix even the smallest of concerns and take care of the requirements (not the desires) of people, either through innovation, design, or education.".
There were a few items the moving group, in retrospection, desires were managed differently. Transferring to a brand-new workplace, for us, indicated lots of brand-new IT systems to execute-- new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war room where individuals could come by for support on the spot, but numerous concerns might've been avoided by perhaps a team-by-team technology orientation.
In spite of that small trouble, the team nailed the very first day experience. "We had a really celebratory very first day (and week) at the brand-new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly unique was a priority.".
The Lunch Crunch.
Among the most unexpected elements of our relocation is just how invested people would be in exploring the lunch spots in our new community. 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 great welcome package that consisted of details about the area, however I want we included more choices for lunch," says Christophe. "The options we put in there were more special celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new cooking environments. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your team can eat in their brand-new digs.
This action did generate a fun and creative solution-- our group has actually now started a shared spreadsheet where people can get in enjoyable, inexpensive lunch spots they have actually found with a short evaluation that anybody on the team can browse for some brand-new choices to try.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's easy to breathe a sigh of relief and believe the move is over with.
Not so fast, states our move team.
" Individuals forget that the move and modification isn't over on day one," says Slater. You require to constantly iterate and resolve concerns the very first month as people get used to the space and make changes so that the area works efficiently.".
The day one breakfast spread. However stay vigilant, the work's not even close to finished!
" The biggest obstacle is getting people to change their habits," states Wollemann. "One way to motivate that is actually to focus the interactions. Even if the sole purpose is to interact the date of something or action they require to take, constantly bring that communication back to why this change is going to be terrific for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everybody knows it.
However you can make things more manageable by working in some enjoyable. One method our team did that was by hosting numerous "purge parties." After investing years in one office, we had actually all built up a lot of stuff that plainly didn't need to relocate to the new area. Because no one really likes cleaning, the group made it fun. Time was obstructed out on everyone's calendars for a "purge celebration," 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 junk they've collected throughout the years. Old documentation was shredded, conference swag donated, and drawers full of napkins and plastic spoons from lunches previous were discarded.
Throughout the first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, in addition to unique welcome bags for every worker including novelty chocolate service cards-- including the brand-new address, of course.