Moving offices-- just 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 new flagship location in Lower Manhattan. It's a relocation of only 4 miles, but moving over 100 people, spread out across numerous places, is never a basic task.
To facilitate this relocation, and guarantee a smooth transition, the group here at Convene designated a move committee: a team of specialists, selected for their particular knowledge around issues we knew would emerge with the big relocation. Believe of them as our moving all-star team-- the Workplace Move Avengers.
Four of these specialists were kind enough to share their ideas on the move-- what worked out, what didn't, and how other companies need to prepare to relocate. Find out from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our specialists shared was the significance of "Why?".
" Why are we moving workplaces?".
" Ensure everybody knows the 'why' of the relocation," says Slater. "People regard transparency. You require to detail whether it's going to be better or worse for them.".
Let's face it, business move for lots of factors-- sometimes good and in some cases not-so-good. Even if you have to move for a negative factor, it's crucial to transparently interact why the move is needed.
When the team was considerably smaller sized, we moved into our old workplace back in 2010--.
Naturally, plenty of moves come with lots of great news too-- growing groups, broadening earnings, and new opportunities. Even when things are looking bright and warm for your business, do not take the 'why' for approved. You're still asking individuals to alter their routines, which in many methods is more challenging in good times than bad.
" All communications regarding the move ought to always start and end with the essential vision of why we're moving offices and why this is necessary," states Wollemann. "Even when it's just an email about logistics and timeline, it is essential 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 generous group gamer will have one huge issue about any office relocation: "What's in it for me?".
Transitions and routine modifications are tough for everybody, and a few of the modifications might make life more challenging for a portion of your group (longer commute, less familiar area). While you should not belittle or overlook those concerns, make sure you're framing the move around the individual advantages individuals can get out of 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 crucial for us and we're going to take care of you," says Slater. "Whatever the advantage of your brand-new space is, hype that up for the group: more area, better amenities, much 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 costly decision. Make certain you're selecting members of your move team sensibly, and not simply throwing any ready volunteer into the mix.
Each person had a role to play, and that function was vital to an effective move. "Strategy people's functions ahead of time on the relocation team," states Vassallo.
Despite the accumulated talent, there were a couple of areas our group could've utilized some extra assistance with (operations being a big one). "Particular things I handled may have been better managed by an operations specialist. For instance, hiring the mover, collaborating all the boxes, what groups need what, and what kind of things they own.".
" Having the best team of people to collaborate the move and divvying up duty is really essential," states Christophe. "We had a truly excellent group, which made it simpler.".
Communicate Early and Frequently.
" Step one is developing a communications strategy, where you outline the previously, throughout, and after the move, and ensure everybody has information about key dates," advises Wollemann. The team set out an in-depth timeline, with corresponding dates for when essential 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 workplaces, make certain to thank those who made it happen!
Communicating early and frequently uses beyond simply your own business too-- make sure to confirm with outside suppliers like the moving business months in advance. "When I contacted the moving company, they believed I was insane.".
That chooses the structure (actually buildings) involved too. Many industrial workplace structures aren't going to let movers screw up their great elevators with moving carts and heavy furnishings. "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 utilize the freight elevators, extra cost for moving after hours, then coordinating with the new building to have that all happen on the same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your business are developed equivalent-- each group has their own requirements and devices. The HR group needs a room with some personal privacy for interviews and other delicate meetings. And the finance group 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 office. "I discovered that a great deal of things weren't declared by anybody, and somebody needed to choose what to do with it. All the office supplies in the workplace that technically didn't belong to any one person. Somebody needed to decide what gets tossed and what requires to come with us.".
Nail Day One.
You never ever get a 2nd chance to make a very first impression. Day one of a relocation will be busy no matter what, but do whatever you can to make it a smooth transition and a celebratory environment.
Producing a celebratory environment on day one was a critical 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 packet that had guidelines on all the fundamentals of getting here to work on the very first day and paired that package with a live presentation a couple of weeks before the move letting individuals know what to expect-- where they would be sitting, how to get in and out, mass transit options, and more.
" You require to advise people on how to prepare, and how to more info be successful in the brand-new environment-- how to set up their desk, their tech, their chair, everything," states Slater. "Take time to resolve even the tiniest of issues and take care of the requirements (not the desires) of people, either through innovation, education, or design.".
There were a few items the moving group, in retrospection, wishes were dealt with in a different way. Relocating 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 team set-up a war room where people could stop by for assistance on the area, but many problems might've been prevented by maybe a team-by-team innovation orientation.
In spite of that minor hassle, the group nailed the very 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 move is just how invested people would be in checking out the lunch spots in our new area. Of all the routines 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 info about the community, but I wish we included more options for lunch," says Christophe. "The alternatives we put in there were more unique celebration type of places (i.e.-- more expensive), and not every day lunch options.".
Prepare people for their brand-new cooking environments. Scour Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you communicate that details to the group. Food is a huge deal, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This reaction did elicit a fun and imaginative option-- our group has now started a shared spreadsheet where individuals can get in fun, budget friendly lunch areas they've discovered with a brief evaluation that anybody on the group can search for some brand-new alternatives to attempt.
The Work's Refrained from doing After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the move is over with.
Not so quick, says our move team.
" Individuals forget that the move and modification isn't over on day one," says Slater. You require to constantly repeat and attend to issues the very first month as people get utilized to the space and make changes so that the space works successfully.".
The the first day breakfast spread. Remain vigilant, the work's not even close to complete!
" The biggest obstacle is getting people to alter their behavior," states Wollemann. "One method to encourage that is truly to focus the communications. Even if the sole function is to communicate the date of something or action they need 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 Fun.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
You can make things more manageable by working in some fun. One method our group did that was by hosting several "purge celebrations." After investing years in one office, we had actually all accumulated a lot of things that plainly didn't need to transfer to the brand-new space. Considering that no one really likes cleaning, the group made it enjoyable. Time was shut out on everyone's calendars for a "purge celebration," total with tacos, beer, and music.
Large trash and recycling cans were brought in and everybody in the business was motivated to let go of all the scrap they've accumulated for many years. Old documentation was shredded, conference swag donated, more info and drawers loaded with napkins and plastic spoons from lunches past were tossed away.
Throughout the very first week in the brand-new workplace, special surprises were planned, 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.