Moving offices-- similar to moving your home-- is a big choice, packed with mistakes and headaches that can sap the resources of even the most ready company.
We must understand. Convene just recently moved our corporate head office from two offices in Midtown Manhattan to a new flagship place in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 people, spread out throughout multiple areas, is never ever an easy task.
To facilitate this move, and guarantee a smooth transition, the team here at Convene designated a move committee: a team of experts, picked for their specific understanding around issues we understood would emerge with the big move. Consider them as our moving dream group-- the Office Move Avengers.
Four of these professionals were kind sufficient to share their thoughts on the move-- what worked out, what didn't, and how other business ought to prepare to relocate. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial factor to consider our specialists shared was the significance of "Why?".
" Why are we moving offices?".
" Ensure everyone knows the 'why' of the relocation," says Slater. "Individuals respect transparency. You require to outline whether it's going to be much better or worse for them.".
Let's face it, companies move for lots of reasons-- often excellent and often not-so-good. Even if you have to move for a negative reason, it's essential to transparently communicate why the relocation is required.
We moved into our old workplace back in 2010-- when the team was considerably smaller sized.
Of course, lots of moves included great deals of excellent news too-- growing teams, expanding income, and new chances. Even when things are looking bright and intense for your company, do not take the 'why' for granted. You're still asking people to alter their regimens, which in numerous ways is more tough in great times than bad.
" All communications regarding the relocation ought to always end and begin with the key vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's simply an email about logistics and timeline, it is very important to bear in mind the 'why' when you're asking people to alter a huge part of their routine.".
" What remains in It for Me?".
Even the most selfless group player will have one huge issue about any office moving: "What remains in it for me?".
Transitions and routine changes are difficult 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 expect from the new digs.
Moving offices is a big (and expensive) decision.
" If you're moving someplace with top notch amenities, it's a huge message to people 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 new space is, hype that up for the group: more area, better amenities, better area, anything that frames up the critical 'What's in it for me?'".
Choose Your Move Group Sensibly.
Moving offices is a huge choice-- an extremely expensive choice. Make certain you're selecting members of your move group carefully, and not just tossing any ready volunteer into the mix.
Each individual had a function to play, and that role was essential to an effective relocation. "Plan people's functions ahead of time on the relocation group," says Vassallo.
In spite of the accumulated talent, there were a few areas our team might've utilized some additional assist with (operations being a big one). "Specific things I handled may have been much better handled by an operations expert. For example, hiring the mover, collaborating all the boxes, what teams require what, and what kind of things they own.".
" Having the right team of individuals to coordinate the move and divvying up duty is actually important," states Christophe. "We had a truly good group, that made it much easier.".
Communicate Early and Typically.
" Step one is creating a communications strategy, where you outline the before, during, and after the move, and make certain everyone has details about crucial dates," advises Wollemann. The group set out a detailed timeline, with matching dates for when crucial items would need to be communicated to the company-- scrap cleaning days, last day to pack your box, last day in the old workplace, first day in the new workplace, and more.
When moving offices, make sure to thank those who made it occur!
Interacting early and typically uses beyond just your own company too-- make sure to verify with outside suppliers like the moving business months in advance. "When I contacted the moving company, they thought I was crazy.".
Many business workplace structures aren't going to let movers mess up their great elevators with moving carts and heavy furnishings. "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 occur on the exact same day.".
Know Your Employees ... and Their 'Stuff'.
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 delicate meetings. And the finance group needs filing cabinets for accounting documents.
Knowing 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 workplace supplies in the workplace that technically didn't belong to any one person.
Nail The First Day.
You never get a 2nd possibility to make an impression. The first day of a move will be busy no matter what, but do whatever you can to make it a smooth transition and a celebratory environment.
Creating a celebratory environment on day one was an important element of our workplace move.
" It's simple to get lost in the logistics but when it boils down to it, people appreciate a few things that will affect them on the first day-- how do I get in the structure and where am I sitting?" states Wollemann.
The moving committee produced a welcome package that had directions on all the essentials of showing up to deal with the first day and paired that package with a live presentation 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, get more info whatever," states Slater. "Take some time to fix even the tiniest of problems and look after the requirements (not the wants) of individuals, either through design, education, or technology.".
There were a couple of products the moving team, in retrospect, desires were managed differently. Transferring to a brand-new office, for us, implied great deals of brand-new IT systems to implement-- new printers, brand-new docking stations for laptop computers, new building security, and more. The IT team set-up a war space where individuals could visit for assistance on the area, however many issues could've been prevented by maybe 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 new office," says Wollemann. "There were swag bags, balloons, special deals with, and more. Making individuals feel actually special was a concern.".
The Lunch Crunch.
One of 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 most excitement and anguish.
" We put together a truly good welcome packet that included information about the neighborhood, but I wish we included more options for lunch," says Christophe. "The options we put in there were more unique celebration kind of locations (i.e.-- more pricey), and not every day lunch choices.".
Prepare individuals for their new culinary environments. Search Yelp for the finest sandwiches, salads, tacos, and ramen, and make certain you interact that info to the team. 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 individuals can go into fun, budget-friendly lunch areas they've discovered with a short evaluation that anyone on the website team can browse for some new choices to attempt.
The Work's Not Done After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and believe the move is over with.
Not so fast, says our move team.
" People forget that the relocation and change isn't over on day one," states Slater. You need to continuously iterate and address concerns the first month as individuals get used to the area and make modifications so that the space works successfully.".
The day one breakfast spread. Stay alert, the work's not even close website to complete!
" The greatest difficulty is getting people to change their habits," says Wollemann. "One method to encourage that is actually to focus the communications. Even if the sole purpose is to communicate the date of something or action they need to take, constantly bring that interaction back to why this change is going to be fantastic for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
After spending years in one workplace, we had all accumulated a lot of things that clearly didn't require to move to the new area. Considering that no one truly likes cleansing, the team made it enjoyable.
Large garbage and recycling cans were brought in and everybody in the company was motivated to let go of all the junk they have actually accumulated throughout the years. Old paperwork was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the first week in the brand-new office, unique surprises were planned, like afternoon cookies or catered lunch, in addition to special welcome bags for every single employee including novelty chocolate business cards-- featuring the brand-new address, naturally.