Moving offices-- much like moving your home-- is a big choice, brimming with mistakes and headaches that can sap the resources of even the most prepared business.
We must know. Convene just recently moved our home office from two workplaces in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out across multiple areas, is never ever a simple job.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, chose for their particular understanding around issues we knew would emerge with the big relocation. Believe of them as our moving all-star team-- the Workplace Move Avengers.
Four of these professionals were kind enough to share their ideas on the move-- what worked out, what didn't, and how other companies must prepare to relocate. Find out from our successes-- and mistakes.
Start with "Why?".
The most crucial 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 lay out whether it's going to be better or even worse for them.".
Let's face it, companies move for great deals of reasons-- in some cases excellent and in some cases not-so-good. Those not-so-good factors (scaling down, decreasing property costs) can be difficult to browse, but Slater stresses that openness is key. "Ultimately, you're relocating since you want the experience to be better for everybody at the other end. Even if you need to move for an unfavorable factor, it is very important to transparently communicate why the relocation is needed. Cutting costs can be hard, however ultimately it's for the best.".
We moved into our old office back in 2010-- when the group was substantially smaller.
Of course, a lot of relocations come with great deals of good news too-- growing teams, expanding earnings, and new opportunities. Even when things are looking warm and bright for your business, do not take the 'why' for given. You're still asking people to change their regimens, which in many ways is more difficult in good times than bad.
" All interactions relating to the relocation must always start and end with the essential vision of why we're moving workplaces 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 major part of their routine.".
" What's in It for Me?".
Even the most selfless team player will have one huge issue about any workplace relocation: "What's in it for me?".
Shifts and regular modifications are difficult for everyone, and some of the changes might make life harder for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or neglect those issues, ensure you're framing the move around the individual benefits people can anticipate from the brand-new digs.
Moving workplaces is a huge (and pricey) choice.
" If you're moving someplace with excellent facilities, it's a big message to individuals that our skill is the most important for us and we're going to take care of you," says Slater. "Whatever the advantage of your brand-new space is, hype that up for the team: more space, better facilities, better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Select Your Move Team Wisely.
Moving workplaces is a big decision-- a really pricey choice. Ensure you're choosing members of your relocation group carefully, and not just tossing any prepared volunteer into the mix.
Each person had a role to play, and that function was important to a successful relocation. "Plan people's functions ahead of time on the move team," states Vassallo.
Despite the accumulated talent, there were a couple of areas our team might've used some additional assistance with (operations being a big one). "Particular things I dealt with may have been better managed by an operations expert. Working with the mover, coordinating all the boxes, what teams require what, and what kind of things they own.".
" Having the best group of people to coordinate the relocation and divvying up obligation is actually essential," says Christophe. "We had a truly excellent group, which made it much easier.".
Interact Early and Often.
" Step one is producing a communications plan, where you lay out the previously, throughout, and after the move, and ensure everybody has information about essential dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when important products would need to be interacted to the company-- junk cleansing 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 sure to thank those who made it occur!
Interacting early and often applies beyond simply your own company too-- ensure to validate with outside vendors like the moving business months beforehand. "Start the move at least 6 months in advance, not four weeks like we did!" states Vassallo. "When I called the moving company, they thought I was crazy.".
That chooses the structure (actually buildings) involved too. Many industrial office complex aren't going to let movers mess up their nice elevators with moving carts and heavy furniture. "You likewise need to coordinate with the building (both buildings) a lot," says Vassallo. "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 more info the new building to have that all occur on the very same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are created equal-- each group has their own requirements and devices. Designers require unique screens and locations to sketch. Sales individuals need a quiet office for making calls to customers. The HR group needs a room with some privacy for interviews and other sensitive meetings. And the finance group requires filing cabinets for accounting documentation. "We did interviews with each department to discover what they require and how they work," recommends Vassallo. "That went a long way in here being ready for day one.".
Besides knowing what they'll need in the brand-new place, be prepared to deal with equipment and other various products that go unclaimed at the old office. "I found that a great deal of things weren't declared by anybody, and someone needed to choose what to do with it. All the workplace supplies in the workplace that technically didn't belong to any one individual. Someone needed to decide what gets tossed and what requires to come with us.".
Nail Day One.
You never ever get a second opportunity to make an impression. The first day of a relocation will be hectic no matter what, however do everything you can to make it a celebratory atmosphere and a smooth transition.
Developing a celebratory atmosphere on the first day was a crucial part of our office relocation.
" It's easy to get lost in the logistics however when it comes down to it, individuals care about 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 produced a welcome package that had directions on all the basics of showing up to deal with the first day and paired that package with a live presentation a couple of weeks prior to the move letting individuals know what to anticipate-- where they would be sitting, how to get in and out, public transport alternatives, and more.
" You need 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 tiniest of problems and look after the requirements (not the wants) of individuals, either through education, design, or innovation.".
There were a few products the moving group, in retrospection, wishes were dealt with in a different way. Moving to a brand-new workplace, for us, meant great deals of brand-new IT systems to implement-- new printers, brand-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 many issues could've been prevented by maybe a team-by-team innovation orientation.
In spite of that minor inconvenience, the team nailed the first day experience. "We had a truly celebratory 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 neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited one of the most excitement and anguish.
" We put together a really nice welcome packet that included details about the neighborhood, but I wish we included more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new culinary surroundings. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain you interact that details to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This action did generate a fun and creative solution-- our group has actually now begun a shared spreadsheet where people can enter fun, cost effective lunch spots they've discovered with a brief evaluation that anyone on the team can search for some brand-new choices to try.
The Work's Not Done After The first day.
At 5PM on the first day, it's easy to breathe a sigh of relief and believe the relocation is over with.
Not so quick, says our relocation group.
" People forget that the relocation and change isn't over on day one," states Slater. You need to constantly repeat 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. But remain vigilant, the work's not even near to finished!
" 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 require to take, always bring that interaction back to why this change is going to be excellent for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody understands it.
After investing years in one office, we had all collected a lot of things that clearly didn't need to move to the brand-new area. Since no one truly likes cleansing, the group made it fun.
Large trash and recycling cans were generated and everyone in the company was encouraged to let go of all the junk they've collected throughout the years. Old documentation was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the first week in the new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, in addition to unique welcome bags for every staff member containing novelty chocolate business cards-- featuring the new address, obviously.