Moving offices-- just like moving your home-- is a huge choice, brimming with mistakes and headaches that can sap the resources of even the most prepared business.
We must know. Assemble just recently moved our corporate head office from 2 offices in Midtown Manhattan to a brand-new flagship place in Lower Manhattan. It's a move of just four miles, but moving over 100 individuals, spread throughout several locations, is never ever an easy job.
To facilitate this relocation, and ensure a smooth shift, the team here at Convene designated a relocation committee: a team of experts, selected for their specific understanding around problems we understood would develop with the big relocation. Consider them as our moving dream group-- the Office Move Avengers.
4 of these professionals were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other business 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 workplaces?".
" Make sure everybody understands the 'why' of the move," states Slater. "People regard transparency. You need to lay out whether it's going to be better or even worse for them.".
Let's face it, business move for lots of factors-- sometimes great and in some cases not-so-good. Even if you have to move for an unfavorable factor, it's essential to transparently communicate why the relocation is needed.
We moved into our old office back in 2010-- when the team was significantly smaller.
Obviously, lots of moves come with lots of good news too-- growing groups, broadening earnings, and new chances. Even when things are looking sunny and intense for your company, don't take the 'why' for given. You're still asking individuals to change their regimens, which in lots of methods is more challenging in great times than bad.
" All interactions regarding the relocation needs to always end and start with the crucial vision of why we're moving workplaces and why this is important," states Wollemann. "Even when it's simply an email 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's in It for Me?".
Even the most selfless group player will have one big issue about any office relocation: "What remains in it for me?".
Transitions and regular changes are hard for everybody, and a few of the changes might make life harder for a part of your group (longer commute, less familiar area). While you shouldn't belittle or overlook those concerns, make sure you're framing the move the individual advantages people can get out of the brand-new digs.
Moving offices is a big (and expensive) decision.
" If you're moving someplace with top notch facilities, it's a huge message to individuals that our skill is the most important for us and we're going to look after you," says Slater. "Whatever the benefit of your new space is, buzz that up for the group: more area, better facilities, much better area, anything that frames up the critical 'What remains in it for me?'".
Choose Your Move Team Carefully.
Moving offices is a big decision-- an extremely costly decision. Make certain you're selecting members of your relocation group sensibly, and not simply throwing any ready volunteer into the mix.
Each individual had a role to play, and that function was crucial to a successful relocation. "Plan individuals's roles ahead of time on the relocation team," states Vassallo.
In spite of the accumulated skill, there were a few areas our group could've utilized some additional aid with (operations being a big one). "Certain things I handled may have been better handled by an operations expert. Working with the mover, coordinating all the boxes, what groups require what, and what kind of things they own.".
" Having the right team of individuals to coordinate the relocation and divvying up responsibility is actually important," says Christophe. "We had an actually good group, which made it much easier.".
Interact Early and Typically.
" Step one is producing a communications strategy, where you detail the previously, during, and after the relocation, and ensure everyone knows about key dates," advises Wollemann. The team set out an in-depth timeline, with matching dates for when crucial items would require to be communicated to the business-- scrap cleaning days, last day to load your box, last day in the old office, first day in the new office, and more.
When moving offices, ensure to thank those who made it occur!
Communicating early and often applies beyond simply your own business too-- make sure to verify with outside suppliers like the moving company months in advance. "When I got in touch with the moving business, they thought I was insane.".
That chooses the building (actually buildings) included too. A lot of business workplace structures aren't going to let movers screw up their good elevators with moving carts and heavy furniture. "You likewise need to collaborate with the structure (both structures) a here lot," states Vassallo. "What time individuals can come, using freight elevators, what time people can utilize the freight elevators, additional expense for moving after hours, then coordinating with the new building to have that all happen on the same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are produced equal-- each group has their own requirements and equipment. Designers require unique monitors and locations to sketch. Sales individuals need a peaceful workplace for making calls to customers. The HR team requires a space with some privacy for interviews and other delicate meetings. And the finance group needs filing cabinets for accounting documents. "We did interviews with each department to learn more about what they need and how they work," encourages Vassallo. "That went a long method in being ready for day one.".
Understanding what they'll require in the new place, be prepared to deal with devices and other miscellaneous items that go unclaimed at the old workplace. All the workplace products in the office that technically didn't belong to any one person.
Nail Day One.
You never get a second chance to make a first impression. Day one of a move will be busy no matter what, but do everything you can to make it a smooth transition and a celebratory atmosphere.
Creating a celebratory atmosphere on the first day was a critical part of our workplace move.
" It's easy to get lost in the logistics but 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 structure and where am I sitting?" says Wollemann.
The moving committee created a welcome packet that had guidelines on all the essentials of showing up to work on the very first day and paired that package with a live presentation a few weeks prior to the relocation letting individuals understand what to expect-- where they would be sitting, how to get in and out, mass transit choices, and more.
" You require to advise people on how to prepare, and how to be effective in the brand-new environment-- how to establish read more their desk, their tech, their chair, everything," states Slater. "Take some time to fix even the smallest of issues and take care of the requirements (not the wants) of individuals, either through style, education, or innovation.".
There were a couple of products the moving team, in retrospection, desires were handled in a different way. Moving to a new workplace, for us, indicated great deals of new IT systems to carry out-- new printers, brand-new docking stations for laptop computers, new building security, and more. The IT group set-up a war space where people could come by for support on the spot, however lots of issues could've been prevented by maybe a team-by-team technology orientation.
Regardless of that small inconvenience, the team nailed the very first day experience. "We had an actually celebratory first day (and week) at the new office," states Wollemann. "There were boodle bags, balloons, unique treats, and more. Making people feel really special was a top priority.".
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 elicited one of the most excitement and anguish.
" We put together a really nice welcome package that consisted of info about the community, but I wish we consisted of more alternatives for lunch," states Christophe. "The choices we put in there were more special occasion kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their brand-new cooking surroundings. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the group. Food is a big offer, and you 'd be well served to set minds at ease about where your group can eat in their brand-new digs.
This reaction did elicit an enjoyable and innovative solution-- our group has now begun a shared spreadsheet where individuals can get in enjoyable, inexpensive lunch spots they have actually found with a short review that anybody on the group can browse for some brand-new choices to attempt.
The Work's Not Done After The first day.
At 5PM on day one, it's simple to breathe a sigh of relief and think the relocation is over with.
Not so fast, says our move group.
" Individuals forget that the relocation and change isn't over on day one," states Slater. You require to continuously repeat and deal with problems the very first month as individuals get utilized to the area and make adjustments so that the space works efficiently.".
The day one breakfast spread. Remain alert, the work's not even close to end up!
" The greatest challenge is getting people to alter their habits," states Wollemann. "One method to motivate that is truly to focus the interactions. Even if the sole purpose is to communicate the date of something or action they need to take, constantly bring that interaction back to why this modification is going to be excellent for the future.".
Do Not Forget to Make It Fun.
Don't kid yourself-- moving offices can be a big old pain-in-the-ass. Everyone understands it.
However you can make things more bearable by working in some enjoyable. One way our group did that was by hosting numerous "purge celebrations." After spending years in one office, we had actually all built up a lot of stuff that plainly didn't need to move to the brand-new space. But since nobody really likes cleansing, the team made it fun. Time was shut out on everyone's calendars for a read more "purge celebration," complete with tacos, beer, and music.
Large garbage and recycling cans were brought in and everybody in the company was encouraged to let go of all the scrap they've built up over the years. Old documentation was shredded, conference swag donated, and drawers loaded with napkins and plastic spoons from lunches previous were discarded.
Throughout the very first week in the brand-new office, special surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each staff member containing novelty chocolate service cards-- including the new address, obviously.