Moving workplaces-- much like moving your home-- is a huge decision, packed with pitfalls and headaches that can sap the resources of even the most prepared company.
We need to understand. Convene just recently moved our home office from 2 offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a move of just 4 miles, but moving over 100 individuals, spread throughout several locations, is never ever an easy task.
To facilitate this relocation, 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 occur with the huge move. Think about them as our moving dream group-- the Office Move Avengers.
4 of these professionals were kind enough to share their ideas 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 essential consideration our specialists shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everybody understands the 'why' of the move," states Slater. "People regard openness. You require to outline whether it's going to be better or even worse for them.".
Let's face it, companies move for great deals of reasons-- in some cases excellent and in some cases not-so-good. Those not-so-good reasons (scaling down, reducing property expenses) can be tough to navigate, however Slater stresses that transparency is crucial. "Ultimately, you're moving due to the fact that you want the experience to be better for everybody at the other end. Even if you have to move for a negative factor, it is very important to transparently communicate why the move is required. Cutting expenses can be hard, but ultimately it's for the finest.".
We moved into our old workplace back in 2010-- when the group was significantly smaller.
Of course, plenty of moves included great deals of excellent news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking bright and intense for your business, don't take the 'why' for granted. You're still asking people to change their routines, which in lots of methods is more challenging in good times than bad.
" All communications regarding the move ought to always start and end with the key vision of why we're moving offices and why this is essential," says Wollemann. "Even when it's just an email about logistics and timeline, it is necessary to remember 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 relocation: "What's in it for me?".
Transitions and routine changes are hard for everybody, and a few of the modifications may make life harder for a portion of your team (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the relocation around the specific advantages people can anticipate from the new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with excellent features, it's a huge 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 decision. Make certain 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 vital to an effective move. "Strategy people's functions ahead of time on the move group," says Vassallo.
Regardless of the accrued skill, there were a few locations our team might've used some additional aid with (operations being a huge one). "Specific things I handled may have been much better dealt with by an operations specialist. For instance, working with the mover, coordinating all packages, what teams require what, and what kind of things they own.".
" Having the right group of people to coordinate the relocation and divvying up responsibility is actually important," states Christophe. "We had a really great group, that made it easier.".
Interact Early and Often.
" Step one is producing an interactions plan, where you detail the before, during, and after the relocation, and make sure everybody knows about key 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 cleansing days, last day to load your box, last day in the old workplace, very first day in the new office, and more.
When moving workplaces, make certain to thank those who made it happen!
Interacting early and typically applies beyond just your own company too-- make sure to confirm with outside suppliers like the moving business months in advance. "When I called the moving company, they thought I was crazy.".
That opts for the building (really structures) included too. The majority of commercial 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 occur on the exact same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are produced equal-- each team has their own needs and equipment. Designers require unique displays and locations to sketch. Sales people need a peaceful workplace for making calls to clients. 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 require in the new place, be prepared to deal with devices and other miscellaneous items that go unclaimed at the old workplace. All the office supplies in the office that technically didn't belong to any one individual.
Nail Day One.
You never get a 2nd chance to make a very first impression. Day one of a relocation will be hectic no matter what, however do everything you can to make it a celebratory atmosphere and a smooth shift.
Developing a celebratory atmosphere on the first day was a crucial component of our workplace move.
" It's simple to get lost in the logistics but when it boils down to it, people 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?" states Wollemann.
The moving committee created a welcome package that had guidelines on all the fundamentals of getting here to work on the very first day and paired that packet with a live discussion a couple of weeks before the relocation letting people know what to expect-- where they would be sitting, how to get in and out, mass transit choices, and more info more.
" You need to advise people on how to prepare, and how to be successful in the brand-new environment-- how to set up their desk, their tech, their chair, whatever," says Slater. "Take some time to resolve even the tiniest of issues and look after the needs (not the wants) of people, either through style, education, or innovation.".
There were a few products the moving team, in retrospect, desires were managed differently. Transferring to a brand-new workplace, for us, meant lots of brand-new IT systems to carry out-- new printers, new docking stations for laptops, new building security, and more. The IT team set-up a war room where people could drop by for assistance on the spot, however numerous issues might've been avoided by perhaps a team-by-team technology orientation.
Regardless of that small trouble, the team nailed the first day experience. "We had a really celebratory first day (and week) at the new office," says Wollemann.
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 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 places (i.e.-- more costly), and not every day lunch options.".
Prepare people for their new cooking environments. Search Yelp for the best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the group. Food is a huge offer, 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, economical lunch spots they have actually found with a short evaluation that anybody on the team can browse for some brand-new alternatives to try.
The Work's Not Done After The first day.
At 5PM on the first day, it's easy to breathe a sigh of relief and think the relocation is over with.
Not so quick, says our relocation team.
" People forget that the relocation and modification isn't over on day one," states Slater. "Sustaining change is the biggest challenge and it's not generally done well by a lot of companies. People will begin to leave cups and trash around or utilize the areas inappropriately. You require to constantly repeat and attend to problems the very first month as individuals get used to the area and make modifications so that the area works efficiently.".
The the first day breakfast spread. Stay watchful, the work's not even close to finished!
" The here most significant challenge is getting individuals to change their habits," 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 require 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 Enjoyable.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone knows it.
However you can make things more bearable by operating in some fun. One way our group did that was by hosting several "purge parties." After investing years in one office, we had actually all accumulated a lot of things that clearly didn't need to relocate to the new space. However since no one actually likes cleaning, the team made it enjoyable. Time was obstructed out on everyone's calendars for a "purge party," total with tacos, beer, and music.
Big garbage and recycling cans were generated and everyone in the company was motivated to let go of all the scrap they have actually accumulated throughout the years. Old documents was shredded, conference boodle contributed, and drawers loaded with napkins and plastic spoons from lunches past were thrown away.
Throughout the first week in the new office, special surprises were planned, like afternoon cookies or catered lunch, together with special welcome bags for each staff member consisting of novelty chocolate business cards-- featuring the new address, obviously.