Moving offices-- much like moving your home-- is a huge decision, packed with risks and headaches that can sap the resources of even the most prepared company.
We need to understand. Convene just recently moved our business head office from two offices in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a move of only four miles, but moving over 100 people, spread out throughout multiple places, is never ever a basic job.
To facilitate this relocation, and make sure a smooth transition, the team here at Convene designated a move committee: a group of experts, picked for their specific knowledge around issues we understood would emerge with the huge relocation. Think of them as our moving all-star team-- the Office Move Avengers.
Four of these professionals were kind adequate to share their ideas on the relocation-- what worked out, what didn't, and how other companies need to prepare to transfer. Gain from our successes-- and mistakes.
Start with "Why?".
The most important consideration our experts shared was the significance of "Why?".
" Why are we moving workplaces?".
" Ensure everyone understands the 'why' of the relocation," states Slater. "People regard openness. You need to describe whether it's going to be better or even worse for them.".
Let's face it, business move for lots of factors-- sometimes not-so-good and sometimes good. Even if you have to move for an unfavorable reason, it's important to transparently interact why the move is required.
We moved into our old workplace back in 2010-- when the group was substantially smaller.
Of course, plenty of moves included lots of excellent news too-- growing groups, broadening earnings, and brand-new opportunities. Even when things are looking warm and brilliant for your business, do not take the 'why' for granted. You're still asking people to alter their regimens, which in numerous ways is more challenging in good times than bad.
" All communications regarding the move needs to always begin and end with the essential vision of why we're moving workplaces and why this is very important," states Wollemann. "Even when it's just an e-mail about logistics and timeline, it is essential to bear in mind the 'why' when you're asking individuals to change a major part of their routine.".
" What's in It for Me?".
Even the most generous group player will have one big concern about any workplace moving: "What remains in it for me?".
Shifts and regular modifications are difficult for everyone, and some of the changes might make life more challenging for a portion of your team (longer commute, less familiar area). While you should not belittle or overlook those concerns, make sure you're framing the move the private advantages individuals can get out of the 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 skill is the most crucial for us and we're going to look after you," says Slater. "Whatever the benefit of your brand-new area is, hype that up for the team: more area, much better facilities, better area, anything that frames up the critical 'What's in it for me?'".
Choose Your Move Group Sensibly.
Moving offices is a big choice-- an extremely expensive choice. Ensure you're selecting members of your move group carefully, and not just tossing any prepared volunteer into the mix.
Each person had a function to play, and that role was essential to a successful relocation. "Plan individuals's roles ahead of time on the relocation team," states Vassallo.
Regardless of the accrued skill, there were a couple of areas our group could've used some extra help with (operations being a huge one). "Certain things I dealt with might have been much better handled 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 ideal team of people to collaborate the relocation and divvying up responsibility is actually important," states Christophe. "We had a really excellent group, which made it simpler.".
Interact Early and Often.
" Step one is developing a communications strategy, where you describe the previously, throughout, and after the move, and make certain everyone knows about crucial dates," recommends Wollemann. The group set out a detailed timeline, with matching dates for when crucial items would need to be interacted to the business-- junk cleaning 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 applies beyond simply your own business too-- make sure to validate with outside vendors like the moving company months in advance. "When I got in touch with the moving business, they believed I was insane.".
That chooses the structure (actually structures) involved too. The majority of business office buildings aren't going to let movers screw up their nice elevators with moving carts and heavy furniture. "You also 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 the new building to have that all happen on the exact same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are created equal-- each group has their own needs and equipment. The HR group needs a space with some personal privacy for interviews and other delicate conferences. And the financing team needs filing cabinets for accounting documentation.
Knowing what they'll require in the brand-new location, be prepared to handle equipment and other miscellaneous items that go unclaimed at the old workplace. "I discovered that a lot of things weren't declared by anybody, and someone needed to decide what to do with it. All the workplace materials in the office 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 get a 2nd opportunity to make an impression. The first day of a relocation will be hectic no matter what, however do whatever you can to make it a celebratory atmosphere and a smooth shift.
Developing a celebratory atmosphere on the first day was an important part of our workplace relocation.
" It's easy to get lost in the logistics but when it boils down to it, people appreciate a few things that will affect 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 packet that had instructions on all the fundamentals of showing up to deal with the very first day and paired more info that package with a live presentation a few weeks prior to the relocation letting people know what to expect-- where they would be sitting, how to get in and out, public transport options, and more.
" You need to instruct individuals on how to prepare, and how to be successful in the brand-new environment-- how to set up their desk, their tech, their chair, everything," states Slater. "Require time to solve even the smallest of issues and look after the requirements (not the desires) of individuals, either through innovation, education, or style.".
There were a couple of products the moving team, in retrospection, dreams were dealt with in a different way. Moving to a new office, for us, meant great deals of new IT systems to carry out-- brand-new printers, brand-new docking stations for laptop computers, new building security, and more. The IT team set-up a war space where people could drop by for support on the spot, however many problems could've been avoided by maybe a team-by-team technology orientation.
Regardless of that small hassle, the team nailed the first day experience. "We had a really celebratory very first day (and week) at the brand-new workplace," states Wollemann. "There were swag bags, balloons, unique treats, and more. Making people feel actually unique was a concern.".
The Lunch Crunch.
Among the most surprising aspects of our relocation is simply how invested people would remain in exploring the lunch areas in our brand-new neighborhood. Of all the regimens being changed for the folks in our office, lunch unquestionably generated one of the most excitement and distress.
" We put together a truly nice welcome packet that included details about the community, however I wish we included more choices for lunch," says Christophe. "The alternatives we put in there were more special celebration kind of locations (i.e.-- more costly), and not every day lunch options.".
Prepare individuals for their new cooking surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you communicate that info to the group. Food is a big deal, and you 'd be well served to set minds at ease about where your group can eat in their new digs.
This action did elicit an enjoyable and innovative solution-- our group has actually now started a shared spreadsheet where individuals can get in fun, cost effective lunch spots they've found with a brief review that anybody on the team can search for some brand-new choices to try.
The Work's Refrained from doing After Day One.
At 5PM on day one, it's simple to breathe a sigh of relief and think the move is over with.
Not so quickly, says our move group.
" Individuals forget that the move and modification isn't over on day one," states Slater. You require to constantly iterate and address problems the very first month as people get utilized to the space and make changes so that the space works efficiently.".
The the first day breakfast spread. Remain vigilant, the work's not even close to finished!
" The greatest difficulty is getting individuals to change their behavior," states Wollemann. "One way to motivate that is really to focus the communications. Even if the sole function is to interact 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 Fun.
Do not kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone knows it.
You can make things more bearable by working in some fun. One method our team did that was by hosting a number of "purge celebrations." After spending years in one office, we had all collected a lot of stuff that plainly didn't require to transfer to the brand-new area. However because no one truly likes cleansing, the team made it fun. Time was shut out on everyone's calendars for a "purge party," complete with tacos, beer, and music.
Large trash and recycling cans were brought in and everyone in the company was motivated to let go of all the scrap they have actually accumulated throughout the years. Old documentation was shredded, conference boodle contributed, and drawers complete of napkins and plastic spoons from lunches previous were discarded.
Throughout the first week in the new office, special surprises were prepared, like afternoon cookies or catered lunch, in addition to special welcome bags for every single staff member consisting of novelty chocolate business cards-- featuring the brand-new address, of course.