Moving offices-- just like moving your home-- is a huge choice, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We ought to know. Assemble 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, but moving over 100 individuals, spread out throughout several areas, is never ever a simple job.
To facilitate this move, and make sure a smooth transition, the team here at Convene designated a relocation committee: a team of specialists, picked for their particular knowledge around issues we understood would emerge with the huge move. 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. Discover from our successes-- and mistakes.
Start with "Why?".
The most essential consideration our professionals shared was the importance 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 much better or worse for them.".
Let's face it, business move for lots of reasons-- often not-so-good and sometimes great. Those not-so-good factors (downsizing, lowering real estate costs) can be hard to navigate, but Slater worries that openness is key. "Ultimately, you're transferring because you want the experience to be much better for everybody at the other end. Even if you have to move for a negative factor, it is essential to transparently interact why the relocation is required. Cutting costs can be hard, but eventually it's for the very best.".
When the team was significantly smaller, we moved into our old office back in 2010--.
Obviously, a lot of relocations come with lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking intense and bright for your company, don't take the 'why' for given. You're still asking people to change their routines, which in numerous ways is more difficult in great times than bad.
" All interactions concerning the relocation must constantly begin and end with the key vision of why we're moving offices and why this is necessary," says Wollemann. "Even when it's simply an e-mail about logistics and timeline, it is very important to keep in mind the 'why' when you're asking individuals to alter a significant part of their regimen.".
" What remains in It for Me?".
Even the most selfless team player will have one big 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 may make life harder for a portion of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or neglect those issues, make sure you're framing the relocation around the individual benefits individuals can anticipate from the brand-new digs.
Moving offices is a big (and pricey) choice.
" If you're moving someplace with leading notch facilities, it's a big message to people that our talent is the most essential for us and we're going to look after you," says Slater. "Whatever the benefit of your new space is, hype that up for the team: more area, much better amenities, much better area, anything that frames up the all-important 'What's in it for me?'".
Pick Your Move Group Sensibly.
Moving workplaces is a huge decision-- a very costly decision. Ensure you're choosing members of your move group sensibly, and not simply throwing any willing volunteer into the mix.
Each individual had a function to play, and that function was important to a successful move. "Plan individuals's functions ahead of time on the move group," states Vassallo.
In spite of the accrued skill, there were a few locations our group could've used some additional aid with (operations being a huge one). "Specific things I dealt with might have been better dealt with by an operations specialist. For example, hiring the mover, coordinating all packages, what groups need what, and what example they own.".
" Having the ideal team of people to collaborate the relocation and divvying up obligation is actually important," states Christophe. "We had a really good group, which made it much easier.".
Interact Early and Frequently.
" Step one is creating a communications strategy, where you detail the in the past, throughout, and after the move, and make certain everybody has information about key dates," advises Wollemann. The team set out an in-depth timeline, with matching dates for when crucial products would require to be interacted to the company-- junk cleaning days, last day to load your box, last day in the old workplace, first day in the brand-new workplace, and more.
When moving offices, make sure to thank those who made it happen!
Communicating early and typically applies beyond simply your own company too-- make sure to validate with outside suppliers like the moving business months in advance. "When I called the moving company, they believed I was insane.".
That goes for the structure (really structures) involved too. Many industrial office buildings aren't going to let movers screw up their great elevators with moving carts and heavy furniture. "You likewise require to collaborate with the building (both buildings) a lot," states Vassallo. "What time people can come, utilizing freight elevators, what time people can utilize the freight elevators, additional cost for moving after hours, then collaborating with the brand-new building to have that all take place on the exact same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are developed equivalent-- each group has their own requirements and devices. The HR group requires a space with some personal privacy for interviews and other delicate meetings. And the finance group needs filing cabinets for accounting documents.
Besides understanding what they'll need in the new location, be prepared to deal with equipment and other miscellaneous products that go unclaimed at the old office. "I found that a great deal of things weren't claimed by anybody, and somebody had to choose what to do with it. For example, all the office materials in the workplace that technically didn't belong to any someone. Someone needed to choose what gets tossed and what requires 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 whatever you can to make it a smooth transition and a celebratory environment.
Creating a celebratory environment on day one was a critical part of our workplace move.
" It's easy to get lost in the logistics however when it comes down to it, people appreciate a couple of 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 created a welcome package that had guidelines on all the essentials of getting here to work on the first day and paired that package with a live presentation a couple of weeks before the move letting individuals understand what to expect-- where they would be sitting, how to get in and out, public transportation alternatives, and more.
" You require to instruct people on how to prepare, and how to be effective in the new environment-- how to set up their desk, their get more info tech, their chair, whatever," says Slater. "Take time to fix even the smallest of concerns and take care of the needs (not the desires) of people, either through innovation, design, or education.".
There were a few items the moving team, in retrospection, dreams were managed differently. Transferring to a new office, for us, meant great deals of new IT systems to execute-- new printers, new docking stations for laptops, new building security, and more. The IT group set-up a war space where people could stop by for assistance on the area, however many problems could've been prevented by maybe a team-by-team innovation orientation.
Despite that minor hassle, the team nailed the very first day experience. "We had an actually celebratory very first day (and week) at the brand-new workplace," states Wollemann. "There were boodle 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 simply how invested individuals would be in checking out 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 info about the community, however 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 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 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 elicit a fun and creative option-- our group has now started a shared spreadsheet where people can enter enjoyable, budget friendly lunch areas they've discovered with a brief evaluation that anyone on the group can search for some new options 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 think 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. "Sustaining change is the biggest obstacle and it's not normally done well by the majority of business. People will begin to leave cups and trash around or use the areas inappropriately. You require to constantly iterate and attend to problems the first month as individuals get used to the area and make modifications so that the area works efficiently.".
The the first day breakfast spread. Remain vigilant, the work's not even close to complete!
" The biggest difficulty is getting people to change their habits," says Wollemann. "One method to encourage that is truly to focus the interactions. Even if the sole purpose is to interact the date of something or action they need to take, always bring that interaction back to why this change is going to be terrific for the future.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.
After investing years in one workplace, we had actually all accumulated a lot of stuff that plainly didn't need to move to the new area. Since no one really likes cleaning, the group made it enjoyable.
Big garbage and recycling cans were brought in and everyone in the business was motivated to let go of all the scrap they have actually accumulated throughout the years. Old documentation was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the very first week in the new office, unique surprises were prepared, like afternoon cookies or catered lunch, together with unique welcome bags for each employee consisting of novelty chocolate company cards-- including the new address, obviously.