Moving offices-- simply like moving your home-- is a huge choice, packed with risks and headaches that can sap the resources of even the most prepared company.
We should understand. Convene just recently moved our home office from 2 offices in Midtown Manhattan to a brand-new flagship location in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out across several areas, is never an easy job.
To facilitate this relocation, and make sure a smooth shift, the team here at Convene designated a move committee: a group of professionals, picked for their specific understanding around problems we understood would arise with the big move. Consider them as our moving dream group-- the Office Move Avengers.
4 of these experts were kind sufficient to share their thoughts on the relocation-- what worked out, what didn't, and how other companies ought to prepare to move. Discover from our successes-- and mistakes.
Start with "Why?".
The most important factor to consider our professionals shared was the significance of "Why?".
" Why are we moving workplaces?".
" Make certain everyone understands the 'why' of the relocation," says Slater. "Individuals respect transparency. You require to describe whether it's going to be much better or worse for them.".
Let's face it, companies move for lots of reasons-- often good and often not-so-good. Even if you have to move for a negative reason, it's essential to transparently communicate why the move is needed.
We moved into our old workplace back in 2010-- when the team was substantially smaller sized.
Naturally, plenty of moves come with lots of excellent news too-- growing groups, broadening earnings, and brand-new chances. Even when things are looking warm and bright for your business, do not take the 'why' for approved. You're still asking individuals to change their routines, which in many ways is more challenging in good times than bad.
" All communications concerning the move must always start and end with the crucial vision of why we're moving workplaces and why this is essential," says Wollemann. "Even when it's just an e-mail about logistics and timeline, it is very important to keep in mind the 'why' when you're asking people to change a significant part of their regimen.".
" What's in It for Me?".
Even the most selfless group gamer will have one big issue about any office relocation: "What remains in it for me?".
Transitions and routine modifications are hard for everybody, and a few of the modifications might make life harder for a part of your group (longer commute, less familiar neighborhood). While you should not belittle or neglect those concerns, make certain you're framing the move around the individual advantages people can get out of the new digs.
Moving workplaces is a big (and costly) decision.
" If you're moving someplace with top notch features, it's a big message to individuals that our talent is the most essential for us and we're going to take care of you," states Slater. "Whatever the benefit of your brand-new area is, hype that up for the group: more space, much better facilities, much better community, anything that frames up the all-important 'What remains in it for me?'".
Choose Your Move Team Carefully.
Moving workplaces is a big choice-- a really pricey decision. Make certain you're choosing members of your move group sensibly, and not just throwing any prepared volunteer into the mix.
Our group was actively picked based on their skillsets-- communications, modification knowledge, style, strategy, etc. Each individual had a function to play, which function was essential to a successful move. "Strategy individuals's functions ahead of time on the relocation group," states Vassallo. "Make certain you have your requirements covered.".
In spite of the accumulated talent, there were a few locations our group could've used some additional aid with (operations being a huge one). "Certain things I dealt with may have been much better managed by an operations specialist. For example, hiring the mover, coordinating all packages, what teams require what, and what example they own.".
" Having the right group of people to collaborate the move and divvying up duty is truly crucial," states Christophe. "We had an actually great group, that made it much easier.".
Communicate Early and Frequently.
" Step one is creating an interactions strategy, where you detail the previously, throughout, and after the relocation, and make certain everybody has details about key dates," advises Wollemann. The group set out a detailed timeline, with corresponding dates for when crucial items would require to be interacted to the business-- junk cleansing days, last day to load your box, last day in the old workplace, first day in the new workplace, and more.
When moving workplaces, make sure to thank those who made it occur!
Interacting early and often uses beyond just your own company too-- make sure to verify with outdoors vendors like the moving business months in advance. "When I contacted the moving company, they believed I was insane.".
Most industrial workplace structures aren't going to let movers mess up their nice 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 collaborating with the brand-new structure to have that all happen on the exact same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are created equal-- each team has their own needs and equipment. Designers need special monitors and areas to sketch. Sales individuals need a peaceful office for making calls to clients. The HR team needs a space with some personal privacy for interviews and other sensitive conferences. And the financing team needs filing cabinets for accounting documentation. "We did interviews with each department to learn more about what they require and how they work," recommends Vassallo. "That went a long way in being all set for day one.".
Knowing what they'll require in the brand-new location, be prepared to deal with devices and other miscellaneous products that go unclaimed at the old workplace. "I found that a great deal of things weren't declared by anyone, and somebody had to decide what to do with it. All the workplace supplies in the workplace that technically didn't belong to any one individual. Someone needed to choose what gets tossed and what needs to come with us.".
Nail The First Day.
You never ever get a 2nd opportunity to make a very first impression. The first day of a relocation will be hectic no matter what, however do whatever you can to make it a smooth shift and a celebratory environment.
Developing a celebratory environment on the first day was a critical component of our office move.
" It's simple to get lost in the logistics however when it boils down to it, individuals appreciate a couple of things that will impact them on the first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee created a welcome package that had guidelines on all the essentials of showing up to deal with the very first day and paired that packet with a live presentation a couple of 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 requirements (not the wants) of individuals, either through education, technology, or style.".
There were a couple of items the moving team, in retrospection, dreams were handled differently. Relocating 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, 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 lots of concerns could've been avoided by possibly a team-by-team technology orientation.
Regardless of that small trouble, the team nailed the first day experience. "We had a truly celebratory first day (and week) at the brand-new workplace," states Wollemann. "There were boodle bags, balloons, unique treats, and more. Making people feel truly special was a concern.".
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 enjoyment and suffering.
" We create an actually great welcome package that consisted of info about the community, 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 costly), and not every day lunch choices.".
Prepare people 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 more info you 'd be well served to set minds at ease about where your group can consume in their new digs.
This action did generate an enjoyable and innovative option-- our team has actually now started a shared spreadsheet where people can enter enjoyable, budget-friendly lunch spots they've found with a brief review that anyone on the group can search for some new options to try.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's simple to breathe a sigh of relief and believe the move is over with.
Not so fast, states our relocation team.
" Individuals forget that the move and modification isn't over on day one," says Slater. You require to continuously iterate and resolve problems the very first month as people get utilized to the area and make adjustments so that the area works effectively.".
The the first day breakfast spread. But remain vigilant, the work's not even near complete!
" The most significant challenge is getting individuals to change their behavior," states Wollemann. "One way to motivate that is really to focus the interactions. Even if the sole purpose is to interact 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.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone knows it.
But you can make things more manageable by working in some enjoyable. One way our group did that was by hosting several "purge parties." After investing years in one office, we had all collected a lot of things that plainly didn't need to transfer to the brand-new space. But given that no one truly likes cleansing, the group made it fun. Time was blocked out on everyone's calendars for a "purge celebration," total with tacos, beer, and music.
Large trash and recycling cans were generated and everybody in the business was encouraged to let go of all the junk they've collected for many years. Old paperwork was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches previous were tossed away.
Throughout the first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, in addition to unique welcome bags for every single employee containing novelty chocolate organisation cards-- featuring the new address, obviously.