Moving offices-- much like moving your house-- is a big decision, replete with risks and headaches that can sap the resources of even the most ready company.
We should 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, but moving over 100 individuals, spread out across numerous places, is never a basic task.
To facilitate this relocation, and ensure a smooth shift, the group here at Convene designated a move committee: a group of experts, selected for their specific understanding around problems we knew would develop with the big relocation. Think of them as our moving dream group-- the Office Move Avengers.
4 of these professionals were kind adequate 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 essential factor to consider our professionals shared was the value of "Why?".
" Why are we moving offices?".
" Make certain everyone understands the 'why' of the move," states Slater. "Individuals respect openness. 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 reasons-- often not-so-good and in some cases excellent. Those not-so-good reasons (downsizing, lowering real estate expenses) can be hard to navigate, however Slater worries that transparency is essential. "Eventually, you're relocating since you desire the experience to be better for everyone at the other end. Even if you need to move for an unfavorable reason, it is necessary to transparently interact why the relocation is needed. Cutting costs can be hard, however eventually it's for the best.".
When the team was significantly smaller, we moved into our old office back in 2010--.
Naturally, a lot of relocations come with lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking bright and sunny for your company, don't take the 'why' for given. You're still asking people to alter their regimens, which in numerous ways is more difficult in great times than bad.
" All interactions relating to the relocation should always start and end with the key 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'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 gamer will have one huge issue about any workplace moving: "What remains in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications may make life more hard for a part of your group (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 brand-new digs.
Moving workplaces is a big (and costly) choice.
" If you're moving someplace with excellent features, it's a huge message to individuals that our skill is the most essential for us and we're going to look after you," states Slater. "Whatever the benefit of your new space is, buzz that up for the team: more area, 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 decision-- a very expensive choice. Ensure you're choosing members of your relocation group carefully, and not simply tossing any prepared volunteer into the mix.
Our team was actively picked based on their skillsets-- interactions, modification know-how, style, strategy, and so on. Everyone had a function to play, and that function was crucial to a successful relocation. "Plan individuals's functions ahead of time on the move team," states 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 help with (operations being a huge one). "Certain things I dealt with may have been better handled by an operations expert. Employing the mover, collaborating all the boxes, what teams require what, and what kind of things they own.".
" Having the best team of people to coordinate the move and divvying up duty is really crucial," says Christophe. "We had a truly good group, which made it much easier.".
Communicate Early and Typically.
" Step one is creating an interactions plan, where you lay out the before, throughout, and after the move, and ensure everybody knows about essential dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when important items would require to be communicated to the company-- scrap cleansing days, last day to pack your box, last day in the old office, very first day in the new office, and more.
When moving workplaces, make certain to thank those who made it happen!
Communicating early and frequently applies beyond just your own company too-- make sure to verify with outside suppliers like the moving business months website in advance. "When I called the moving business, they thought I was crazy.".
Many commercial office structures aren't going to let movers mess up their great elevators with moving carts and heavy furniture. "What time people can come, using freight elevators, what time people can use the freight elevators, extra cost for moving after hours, then coordinating with the new structure to have that all take place on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equal-- each team has their own requirements and devices. The HR team needs a space with some personal privacy for interviews and other sensitive meetings. And the financing team needs filing cabinets for accounting documentation.
Knowing what they'll require in the brand-new location, be prepared to handle devices and other miscellaneous items that go unclaimed at the old workplace. "I found that a great deal of things weren't declared by anyone, and somebody needed to decide what to do with it. All the workplace supplies in the workplace that technically didn't belong to any one person. Somebody had to choose what gets tossed and what needs to come with us.".
Nail Day One.
You never ever get a second opportunity to make an impression. The first day of a move will be stressful no matter what, but do whatever you can to make it a celebratory atmosphere and a smooth shift.
Producing a celebratory environment on day one was a critical element of our workplace move.
" It's simple to get lost in the logistics but when it boils down to it, people appreciate a 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 packet that had guidelines on all the basics of getting here to work on the first day and paired that package with a live discussion a few weeks before the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, public transport choices, and more.
" You require to instruct individuals on how to prepare, and how to be effective in the new environment-- how to establish 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 technology, education, or style.".
There were a couple of products the moving team, in retrospect, desires were managed differently. Moving to a new workplace, for us, suggested lots of new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, new building security, and more. The IT team set-up a war room where individuals might come by for support on the spot, but numerous problems might've been prevented by perhaps a team-by-team technology 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," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel really special was a concern.".
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 neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited one of the most enjoyment and anguish.
" We create a truly good welcome packet that included info about the community, but I wish we consisted of 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 certain 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 consume 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 enjoyable, economical lunch spots they have actually found with a short review that anybody on the team can browse for some brand-new choices to try.
The Work's Not Done 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 move group.
" Individuals forget that the move and modification isn't over on the first day," says Slater. "Sustaining modification is the most significant difficulty and it's not usually succeeded by a lot of companies. Individuals will start to leave cups and garbage around or utilize the spaces wrongly. You need to continuously repeat and address concerns the first month as individuals get utilized to the space and make changes so that the space works successfully.".
The the first day breakfast spread. Remain watchful, the work's not even close to end up!
" The most significant obstacle is getting people to alter their behavior," states Wollemann. "One way to encourage that is actually to focus the communications. Even if the sole purpose is to communicate the date of something or action they require 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.
Don't kid yourself-- moving workplaces 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 clearly didn't require to move to the brand-new space. Because no one truly likes cleansing, the group made it fun.
Large trash and recycling cans were generated and everybody in the business was motivated to let go of all the scrap they have actually accumulated over the years. Old documents was shredded, conference boodle contributed, and drawers loaded with napkins and plastic spoons from lunches past 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 employee including novelty chocolate service cards-- including the brand-new address, naturally.