Moving workplaces-- much like moving your house-- is a huge decision, replete with pitfalls and headaches that can sap the resources of even the most ready business.
We need to understand. Convene just recently moved our home office from 2 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out across multiple areas, is never a simple job.
To facilitate this move, and make sure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, chose for their specific understanding around problems we understood would develop with the big relocation. Consider them as our moving dream group-- the Office Move Avengers.
4 of these experts were kind enough to share their ideas on the move-- what worked out, what didn't, and how other companies should prepare to move. Gain from our successes-- and errors.
Start with "Why?".
The most important factor to consider our experts shared was the value of "Why?".
" Why are we moving offices?".
" Make certain everyone understands the 'why' of the move," says Slater. "Individuals respect openness. You need to detail whether it's going to be better or worse for them.".
Let's face it, companies move for lots of reasons-- in some cases not-so-good and often good. Even if you have to move for a negative reason, it's crucial to transparently interact why the move is needed.
When the group was considerably smaller, we moved into our old office back in 2010--.
Obviously, lots of relocations featured great deals of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking bright and sunny for your business, do not take the 'why' for approved. You're still asking individuals to alter their routines, which in many ways is more challenging in great times than bad.
" All interactions concerning the relocation needs to constantly begin and end with the crucial vision of why we're moving offices and why this is necessary," says Wollemann. "Even when it's just an email about logistics and timeline, it is essential to bear 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 generous group gamer will have one big concern about any office moving: "What remains in it for me?".
Shifts and regular modifications are tough for everybody, and a few of the changes 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 specific advantages people can get out of the new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with top notch features, it's a huge message to people that our talent is the most important for us and we're going to look after you," states Slater. "Whatever the advantage of your new space is, buzz that up for the group: more space, better features, much better community, anything that frames up the necessary 'What's in it for me?'".
Pick Your Move Group Carefully.
Moving offices is a huge choice-- an extremely expensive choice. Ensure you're selecting members of your move group carefully, and not just tossing any ready volunteer into the mix.
Our team was purposefully picked based on their skillsets-- communications, modification know-how, style, technique, etc. Everyone had a function to play, and that function was crucial to a successful relocation. "Plan people's functions ahead of time on the move group," says Vassallo. "Make sure you have your requirements covered.".
Despite the accumulated talent, there were a couple of locations our team might've used some additional help with (operations being a huge one). "Specific things I managed might have been much better handled by an operations professional. Employing the mover, coordinating all the boxes, what teams require 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 an actually great group, that made it easier.".
Interact Early and Often.
" Step one is producing an interactions plan, where you detail the before, during, and after the relocation, and make sure everybody knows about key dates," suggests Wollemann. The team laid out an in-depth timeline, with matching dates for when important products would require to be communicated to the business-- junk cleaning days, last day to pack your box, last day in the old workplace, first day in the brand-new workplace, and more.
When moving offices, make certain to thank those who made it take place!
Interacting early and often applies beyond simply your own company too-- make sure to verify with outdoors vendors like the moving company months beforehand. "Start the move at least six months beforehand, not 4 weeks like we did!" says Vassallo. "When I got in touch with the moving business, they thought I was insane.".
Most commercial office structures aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "What time individuals can come, utilizing 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 very same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your company are developed equivalent-- each team has their own needs and equipment. The HR group requires a room with some privacy for interviews and other delicate conferences. And the financing group needs filing cabinets for accounting paperwork.
Understanding what they'll need in the new place, be prepared to handle devices and other various items that go unclaimed at the old office. "I discovered that a great deal of things weren't claimed by anybody, and somebody had to choose what read more to do with it. For instance, all the workplace products in the workplace that technically didn't belong to any one person. Someone needed to decide what gets tossed and what needs to come with us.".
Nail Day One.
You never ever get a second opportunity to make a very first impression. Day one of a relocation will be hectic no matter what, however do everything you can to make it a smooth shift and a celebratory atmosphere.
Developing a celebratory atmosphere on the first day was a vital component of our workplace move.
" It's simple to get lost in the logistics but when it boils down to it, people appreciate a website couple of things that will impact them on the very first day-- how do I get in the building and where am I sitting?" states Wollemann.
The moving committee created a welcome package that had instructions on all the essentials of arriving to deal with the first day and paired that package with a live discussion a few weeks prior to the move letting individuals 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 brand-new environment-- how to set up their desk, their tech, their chair, whatever," states Slater. "Take some time to fix even the smallest of problems and look after the needs (not the wants) of people, either through education, innovation, or style.".
There were a few items the moving group, in retrospection, wishes were dealt with in a different way. Moving to a new workplace, for us, suggested lots of new IT systems to execute-- brand-new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war space where people could stop by for assistance on the area, but many problems might've been prevented by maybe a team-by-team technology orientation.
Despite that minor inconvenience, the team nailed the first day experience. "We had a truly celebratory very first day (and week) at the brand-new workplace," states Wollemann.
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 area. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated the a lot of excitement and anguish.
" We put together a really nice welcome packet that included information about the neighborhood, however I want we consisted of more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique event kind of places (i.e.-- more costly), and not every day lunch options.".
Prepare people for their brand-new cooking environments. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you interact that details to the group. Food is a big deal, 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 innovative solution-- 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 anyone on the team can search for some brand-new options 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 relocation is over with.
Not so fast, states our relocation team.
" 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 area works efficiently.".
The day one breakfast spread. Stay alert, the work's not even close to complete!
" The biggest challenge is getting individuals to change their habits," says Wollemann. "One method to encourage that is truly 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 knows it.
However you can make things more bearable by operating in some enjoyable. One method our team did that was by hosting a number of "purge parties." After investing years in one office, we had actually all accumulated a lot of things that clearly didn't need to relocate to the new space. Since no one truly likes cleansing, the team made it fun. Time was obstructed out on everybody's calendars for a "purge party," complete with tacos, beer, and music.
Large trash and recycling cans were brought in and everybody in the business was encouraged to let go of all the junk they've built up for many years. Old paperwork was shredded, conference swag contributed, and drawers loaded with napkins and plastic spoons from website lunches previous were thrown away.
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, naturally.