Moving offices-- much like moving your home-- is a big decision, replete with risks and headaches that can sap the resources of even the most ready company.
We should understand. 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 multiple areas, is never a basic job.
To facilitate this move, and make sure a smooth transition, the group here at Convene designated a move committee: a group of professionals, picked for their particular knowledge around issues we knew would develop with the big relocation. Consider them as our moving dream group-- the Office Move Avengers.
4 of these experts were kind adequate to share their thoughts on the relocation-- what went well, what didn't, and how other business ought to prepare to transfer. Gain from our successes-- and errors.
Start with "Why?".
The most essential factor to consider 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 outline whether it's going to be better or even worse for them.".
Let's face it, companies move for great deals of reasons-- often not-so-good and in some cases excellent. Those not-so-good reasons (scaling down, reducing real estate 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 necessary to transparently communicate why the move is needed. Cutting expenses can be hard, however ultimately it's for the best.".
When the group was significantly smaller, we moved into our old office back in 2010--.
Obviously, a lot of relocations come with lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking bright and sunny for your business, do not take the 'why' for approved. You're still asking individuals to alter their routines, which in many ways is more challenging in good times than bad.
" All communications concerning the move must constantly begin and end with the essential vision of why we're moving workplaces and why this is necessary," says Wollemann. "Even when it's simply an email about logistics and timeline, it is very important to bear in mind the 'why' when you're asking individuals to change a major part of their routine.".
" What remains in It for Me?".
Even the most selfless group player will have one big concern about any office relocation: "What remains in it for me?".
Transitions and regular changes are difficult for everyone, and a few of the modifications may make life more tough for a part of your group (longer commute, less familiar neighborhood). While you should not belittle or ignore those concerns, make sure you're framing the walk around the individual advantages individuals can anticipate from the brand-new digs.
Moving offices is a big (and pricey) decision.
" If you're moving someplace with top notch amenities, it's a big message to people that our talent is the most important for us and we're going to look after you," says Slater. "Whatever the advantage of your brand-new space is, buzz that up for the team: more space, better features, better community, anything that frames up the necessary 'What's in it for me?'".
Pick Your Move Group Sensibly.
Moving workplaces is a big choice-- an extremely costly decision. Make certain you're selecting members of your move team sensibly, and not simply tossing any prepared volunteer into the mix.
Each individual had a role to play, and that function was crucial to a successful relocation. "Plan people's functions ahead of time on the move team," says Vassallo.
Regardless of the accumulated talent, there were a few areas our group could've utilized some extra aid with (operations being a big one). "Specific things I handled may have been better managed by an operations expert. Employing 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 responsibility is really essential," states Christophe. "We had a really great group, which made it easier.".
Communicate Early and Typically.
" Step one is producing a communications plan, where you lay out the before, during, and after the relocation, and make sure everybody has information about essential dates," advises Wollemann. The team laid out a detailed timeline, with matching dates for when crucial items would require to be communicated to the business-- junk cleaning days, last day to load your box, last day in the old office, first day in the brand-new workplace, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and often uses beyond simply your own business too-- make sure to verify with outdoors suppliers like the moving company months ahead of time. "Start the relocation a minimum of six months ahead of time, not 4 weeks like we did!" states Vassallo. "When I called the check here moving company, they thought I was crazy.".
Most commercial office 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 individuals can utilize the freight elevators, additional expense for moving after hours, then collaborating with the brand-new structure to have that all occur on the exact same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your company are developed equivalent-- each team has their own needs 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 new area, be prepared to deal with equipment and other various products that go unclaimed at the old office. "I discovered that a great deal of things weren't claimed by anybody, and somebody had to choose what to do with it. All the workplace supplies in the workplace that technically didn't belong to any one person. Someone needed to decide what gets tossed and what requires to come with us.".
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 environment.
Producing a celebratory environment on day one was an important element of our office relocation.
" It's simple to get lost in the logistics but when it boils down to it, people appreciate a few things that will affect them on the first day-- how do I get in the building and where am I sitting?" states Wollemann.
The moving committee produced a welcome package that had instructions on all the essentials of arriving to deal with the first day and paired that packet with a live discussion a few weeks prior to the relocation letting people understand what to anticipate-- where they would be sitting, how to get in and out, mass transit alternatives, and more.
" You need to instruct individuals on how to prepare, and how to be effective in the new environment-- how to establish their desk, their tech, their chair, everything," says Slater. "Require time to solve even the smallest of concerns and take care of the needs (not the desires) of people, either through technology, style, or education.".
There were a few items the moving team, in retrospect, desires were handled in a different way. 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 structure security, and more. The IT team set-up a war room where people might come by for support on the spot, but numerous concerns might've been avoided 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 boodle bags, balloons, unique deals with, and more. Making individuals feel actually special was a priority.".
The Lunch Crunch.
Among the most unexpected elements of our relocation is simply how invested individuals here 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 generated the a lot of enjoyment and suffering.
" We create an actually great welcome package that consisted of details about the area, but I wish we included more options for lunch," says Christophe. "The options we put in there were more unique celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new culinary surroundings. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain you interact that info to the team. Food is a big offer, and you 'd be well served to set minds at ease about where your group can consume in their new digs.
This response did generate an enjoyable and imaginative service-- our team has now started a shared spreadsheet where individuals can go into fun, cost effective lunch areas they've discovered with a brief evaluation that anyone 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 move is over with.
Not so fast, states our relocation team.
" Individuals forget that the relocation and change isn't over on day one," states Slater. "Sustaining change is the greatest obstacle and it's not normally done well by most business. People will begin to leave cups and garbage around or use the areas inappropriately. You need to continuously iterate and address concerns the first month as individuals get utilized to the space and make changes so that the space works effectively.".
The day one breakfast spread. Stay alert, the work's not even close to complete!
" 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 communication back to why this modification is going to be great 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.
After investing years in one workplace, we had all accumulated a lot of things that clearly didn't require to move to the new area. Given that no one actually likes cleansing, the group made it fun.
Big trash and recycling cans were brought in and everybody in the business was encouraged to let go of all the junk they have actually built up over the years. Old documents was shredded, conference swag donated, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the very first week in the brand-new workplace, 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, of course.