Moving offices-- much like moving your home-- is a huge decision, 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 brand-new flagship location in Lower Manhattan. It's a relocation of just four miles, however moving over 100 people, spread out across multiple locations, is never ever an easy task.
To facilitate this relocation, and ensure a smooth shift, the team here at Convene designated a move committee: a group of experts, selected for their specific knowledge around issues we knew would emerge with the big relocation. Consider them as our moving dream team-- the Workplace Move Avengers.
Four 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. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody understands the 'why' of the relocation," says Slater. "Individuals respect openness. You need to detail whether it's going to be better or worse for them.".
Let's face it, companies move for lots of factors-- sometimes good and in some cases not-so-good. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the move is required.
We moved into our old workplace back in 2010-- when the team was considerably smaller sized.
Naturally, plenty of moves come with lots of great news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking bright and intense for your company, do not take the 'why' for given. You're still asking individuals to alter their regimens, which in lots of methods is more challenging in good times than bad.
" All communications concerning the move must constantly end and begin with the crucial vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's simply an e-mail about logistics and timeline, it is necessary to keep in mind the 'why' when you're asking people to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless group gamer will have one huge issue about any workplace moving: "What remains in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications may make life harder for a part of your group (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the move around the individual advantages individuals can anticipate from the new digs.
Moving offices is a big (and expensive) choice.
" If you're moving someplace with excellent facilities, it's a big message to people that our skill is the most important for us and we're going to take care of you," states Slater. "Whatever the advantage of your new space is, buzz that up for the group: more area, better amenities, much better area, anything that frames up the necessary 'What's in it for me?'".
Choose Your Move Group Carefully.
Moving offices is a huge decision-- an extremely expensive choice. Make certain you're choosing members of your relocation team sensibly, and not simply throwing any ready volunteer into the mix.
Our team was purposefully picked based upon their skillsets-- communications, change proficiency, style, method, etc. Each person had a function to play, and that function was essential to a successful move. "Strategy people's functions ahead of time on the relocation team," states Vassallo. "Ensure you have your requirements covered.".
Regardless of the accrued skill, there were a few areas our group might've utilized some additional assist with (operations being a huge one). "Specific things I dealt with may have been better managed by an operations expert. For instance, working with the mover, collaborating all the boxes, what teams require what, and what kind of things they own.".
" Having the best group of people to collaborate the move and divvying up duty is truly crucial," says Christophe. "We had an actually good group, that made it easier.".
Interact Early and Typically.
" Step one is creating an interactions plan, where you detail the before, during, and after the relocation, and make sure everybody has information about essential dates," advises Wollemann. The team set out an in-depth timeline, with corresponding dates for when crucial products would need to be communicated to the business-- 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 offices, make certain to thank those who made it happen!
Communicating early and frequently uses beyond simply your own business too-- make sure to validate with outside vendors like the moving business months in advance. "When I called the moving business, they thought I was crazy.".
Many industrial workplace structures aren't going to get more info let movers mess up their great elevators with moving carts and heavy furnishings. "What time individuals can come, utilizing freight elevators, what time individuals can utilize the freight elevators, additional expense for moving after hours, then collaborating with the brand-new building to have that all take place on the very same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are produced equal-- each group has their own needs and equipment. Designers require special screens and areas to sketch. Sales people require a peaceful workplace for making calls to customers. The HR team needs a room with some personal privacy for interviews and other delicate conferences. And the finance team needs filing cabinets for accounting paperwork. "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 ready for day one.".
Understanding what they'll need in the brand-new place, be prepared to handle devices and other miscellaneous products that go unclaimed at the old workplace. All the office products in the office that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second opportunity to make an impression. Day one of a relocation will be chaotic no matter what, however do everything you can to make it a celebratory environment and a smooth transition.
Developing a celebratory atmosphere on the first day was a vital component of our workplace move.
" It's simple to get lost in the logistics however 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 building and where am I sitting?" says Wollemann.
The moving committee developed a welcome packet that had guidelines on all the fundamentals 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 know what to anticipate-- where they would be sitting, how to get in and out, public transport choices, and more.
" You require to instruct people on how to prepare, and how to be effective in the new environment-- how to establish their desk, their tech, their chair, whatever," says Slater. "Take some time to fix even the smallest of problems and take care of the get more info requirements (not the desires) of people, either through technology, education, or design.".
There were a couple of products the moving team, in retrospect, desires were managed differently. Transferring to a brand-new office, for us, implied great deals of brand-new IT systems to implement-- new printers, new docking stations for laptop computers, brand-new structure security, and more. The IT group set-up a war room where people might come by for assistance on the spot, but numerous problems might've been prevented by perhaps a team-by-team technology orientation.
In spite of that small trouble, the group nailed the first day experience. "We had a really celebratory first day (and week) at the new office," states Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly unique was a concern.".
The Lunch Crunch.
One of the most surprising aspects of our move is just how invested people would be in exploring the lunch spots in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited one of the most excitement and anguish.
" We put together a really nice welcome packet that consisted of details about the area, however I want we consisted of more choices for lunch," states Christophe. "The choices we put in there were more special occasion type of places (i.e.-- more expensive), and not every day lunch alternatives.".
Prepare individuals for their brand-new cooking surroundings. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and website make sure you interact that info 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 generate a fun and creative solution-- our group has actually now started a shared spreadsheet where people can enter enjoyable, inexpensive lunch spots they have actually found with a short review that anybody on the group can browse for some new alternatives 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 move and modification isn't over on day one," says Slater. "Sustaining modification is the most significant challenge and it's not usually succeeded by a lot of companies. Individuals will start to leave cups and trash around or utilize the spaces wrongly. You require to constantly repeat and attend to issues the very first month as individuals get utilized to the space and make changes 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 people to change their habits," says Wollemann. "One way to motivate 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, constantly bring that communication back to why this change is going to be excellent for the future.".
Don't Forget to Make It Enjoyable.
Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody understands it.
You can make things more manageable by working in some enjoyable. One way our team did that was by hosting numerous "purge parties." After investing years in one workplace, we had all built up a great deal of stuff that plainly didn't require to move to the brand-new area. Because no one actually likes cleaning, the team made it enjoyable. Time was shut out on everyone's calendars for a "purge party," 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 over the years. Old paperwork was shredded, conference swag contributed, and drawers filled with napkins and plastic spoons from lunches previous were gotten rid of.
Throughout the first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single employee containing novelty chocolate company cards-- including the brand-new address, naturally.