Moving offices-- simply like moving your house-- is a huge decision, replete with pitfalls and headaches that can sap the resources of even the most ready company.
We ought to understand. Assemble recently moved our corporate head office from two workplaces in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a relocation of just four miles, however moving over 100 people, spread throughout several locations, 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 specific understanding around problems we understood would arise with the big move. Think about them as our moving dream group-- the Workplace Move Avengers.
Four of these specialists were kind enough to share their thoughts on the relocation-- what went well, what didn't, and how other companies ought to prepare to move. Gain from our successes-- and mistakes.
Start with "Why?".
The most important factor to consider our professionals shared was the importance of "Why?".
" Why are we moving offices?".
" Make sure everyone knows the 'why' of the relocation," states Slater. "Individuals respect transparency. You require to outline whether it's going to be much better or even worse for them.".
Let's face it, business move for lots of reasons-- often not-so-good and sometimes excellent. Even if you have to move for an unfavorable reason, it's crucial to transparently communicate why the relocation is required.
When the group was significantly smaller, we moved into our old workplace back in 2010--.
Naturally, plenty of moves featured lots of excellent news too-- growing groups, expanding profits, and brand-new opportunities. Even when things are looking brilliant and sunny for your company, don't take the 'why' for given. You're still asking individuals to alter their routines, which in numerous methods is more challenging in good times than bad.
" All interactions concerning the move ought to always end and begin with the essential vision of why we're moving workplaces and why this is crucial," states 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 major part of their regimen.".
" What remains in It for Me?".
Even the most generous group gamer will have one huge issue 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 harder for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or overlook those issues, make certain you're framing the relocation around the specific advantages people can anticipate from the new digs.
Moving offices 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 essential for us and we're going to take care of you," says Slater. "Whatever the benefit of your brand-new area is, hype that up for the team: more space, much better features, much better community, anything that frames up the necessary 'What's in it for me?'".
Pick Your Move Group Carefully.
Moving offices is a big choice-- an extremely costly decision. Make certain you're picking members of your move team sensibly, and not simply throwing any willing volunteer into the mix.
Our group was actively chosen based upon their skillsets-- interactions, change knowledge, design, method, and so on. Each person had a function to play, and that role was essential to a successful move. "Strategy people's functions ahead of time on the relocation team," states Vassallo. "Ensure you have your needs covered.".
Despite the accumulated talent, there were a couple of areas our group could've utilized some extra aid with (operations being a huge one). "Certain things I managed might have been much better handled by an operations professional. For example, hiring the mover, coordinating all packages, what teams require what, and what kind of things they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is actually essential," says Christophe. "We had an actually good group, that made it simpler.".
Interact Early and Often.
" Step one is developing a communications strategy, where you outline the previously, during, and after the move, and make certain everybody knows about crucial dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when important products would require to be communicated to the company-- scrap cleaning 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 happen!
Interacting early and frequently applies beyond just your own company too-- make sure to confirm with outside suppliers like the moving company months in advance. "When I contacted the moving company, they believed I was insane.".
Most commercial workplace buildings 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 utilize the freight elevators, additional expense for moving after hours, then collaborating with the brand-new structure to have that all take place on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are developed equal-- each team has their own needs and devices. The HR group needs a room with some personal privacy for interviews and other delicate conferences. And the finance team requires filing cabinets for accounting documents.
Understanding what they'll need in the brand-new area, be prepared to deal with equipment and other various items that go unclaimed at the old workplace. All the office supplies in here the workplace that technically didn't belong to any one person.
Nail The First Day.
You never get a 2nd possibility to make a first impression. The first day of a move will be stressful no matter what, but do whatever you can to make it a smooth transition and a celebratory atmosphere.
Producing 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 appreciate a few things that will affect them on the first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee produced a welcome packet that had directions on all the basics of showing up to work on the first day and paired that package with a live presentation a couple of weeks before the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, mass transit choices, and more.
" You require to instruct individuals on how to prepare, and how to be successful in the new environment-- how to establish their desk, their tech, their chair, everything," says Slater. "Require time to solve even the tiniest of concerns and take care of the requirements (not the desires) of people, either through style, innovation, or education.".
There were a couple of products the moving team, in retrospect, dreams were handled differently. Transferring to a brand-new workplace, for us, implied great deals of brand-new IT systems to implement-- new printers, 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 assistance on the area, however many problems might've been prevented by maybe a team-by-team innovation orientation.
Despite that minor inconvenience, the team nailed the first day experience. "We had a truly celebratory very 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 community. Of all the regimens being altered for the folks in our workplace, lunch unquestionably generated one of the most enjoyment and suffering.
" We create an actually great welcome package that consisted of details about the community, however I want we consisted of more alternatives for lunch," states Christophe. "The choices we put in there were more special event type of places (i.e.-- more expensive), and not every day lunch options.".
Prepare people for their brand-new cooking environments. Search Yelp for the finest sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the team. Food is a huge offer, and you 'd be well served to set minds at ease about where your group can eat in their new digs.
This response did generate an enjoyable and innovative service-- our team has now begun a shared spreadsheet where individuals can go into fun, budget friendly lunch areas they've discovered with a short evaluation that anybody on the team can search for some brand-new choices to try.
The Work's Refrained from doing After The first day.
At 5PM on day one, it's easy to breathe a sigh of relief and believe the relocation is over with.
Not so quick, says our relocation team.
" People forget that the relocation and modification isn't over on the first day," says Slater. "Sustaining change more info is the greatest obstacle and it's not typically done well by the majority of business. People will begin to leave cups and garbage around or use the areas wrongly. You need to continuously iterate and address concerns the very first month as people get utilized to the space and make adjustments so that the area works efficiently.".
The day one breakfast spread. Stay alert, the work's not even close 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 fantastic for the future.".
Do Not Forget to Make It Fun.
Do not kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone knows it.
After spending years in one workplace, we had actually all accumulated a lot of stuff that clearly didn't require to move to the brand-new space. Considering that no one actually likes cleaning, the team made it fun.
Big garbage and recycling cans were brought in and everyone in the business was motivated to let go of all the scrap they've built up for many 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 brand-new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each staff member consisting of novelty chocolate business cards-- featuring the new address, obviously.