Moving offices-- just like moving your house-- is a huge decision, packed with risks and headaches that can sap the resources of even the most ready business.
We should know. Assemble recently moved our corporate head office from 2 workplaces in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a relocation of just 4 miles, but moving over 100 people, spread across numerous places, is never a basic job.
To facilitate this relocation, and make sure a smooth shift, the group here at Convene designated a relocation committee: a team of experts, selected for their particular knowledge around problems we knew would occur with the big move. Think about them as our moving dream group-- the Workplace Move Avengers.
4 of these experts were kind sufficient to share their ideas on the move-- what went well, what didn't, and how other business need to prepare to relocate. Gain from our successes-- and errors.
Start with "Why?".
The most important factor to consider our experts shared was the value of "Why?".
" Why are we moving workplaces?".
" Make sure everyone understands the 'why' of the relocation," states Slater. "Individuals respect openness. You require to lay out whether it's going to be better or worse for them.".
Let's face it, companies move for great deals of reasons-- sometimes excellent and sometimes not-so-good. Those not-so-good reasons (scaling down, reducing genuine estate costs) can be difficult to navigate, however Slater worries that transparency is essential. "Ultimately, you're transferring since you want the experience to be much better for everybody at the other end. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the relocation is required. Cutting expenses can be hard, however eventually it's for the very best.".
When the group was considerably smaller, we moved into our old workplace back in 2010--.
Obviously, lots of moves come with great deals of great news too-- growing teams, expanding income, and new chances. Even when things are looking bright and intense for your business, don't take the 'why' for approved. You're still asking individuals to change their routines, which in many ways is more difficult in excellent times than bad.
" All communications concerning the move ought to always start and end with the key vision of why we're moving workplaces and why this is necessary," states Wollemann. "Even when it's just an e-mail about logistics and timeline, it is essential to bear in mind the 'why' when you're asking people to alter a significant part of their routine.".
" What remains in It for Me?".
Even the most selfless team gamer will have one big issue about any workplace relocation: "What remains in it for me?".
Shifts and routine modifications are tough for everybody, and some of the changes may make life harder for a part of your group (longer commute, less familiar neighborhood). While you shouldn't belittle or neglect those concerns, ensure you're framing the relocation around the specific advantages people can anticipate from the new digs.
Moving workplaces is a huge (and pricey) choice.
" If you're moving someplace with excellent facilities, it's a big message to individuals that our skill is the most crucial 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, much better features, much better area, anything that frames up the all-important 'What's in it for me?'".
Choose Your Move Team Wisely.
Moving offices is a huge choice-- a really pricey choice. Make certain you're picking members of your relocation team 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 relocation. "Plan individuals's roles ahead of time on the relocation team," states Vassallo.
Despite the accumulated talent, there were a few locations our team might've used some additional help with (operations being a huge one). "Particular things I dealt with may have been better managed by an operations expert. Employing the mover, collaborating all the boxes, what groups need what, and what kind of things they own.".
" Having the best team of people to coordinate the move and divvying up responsibility is really important," states Christophe. "We had a really good group, which made it much easier.".
Interact Early and Frequently.
" Step one is producing an interactions plan, where you detail the before, during, and after the relocation, and make certain everybody knows about key dates," recommends Wollemann. The group laid out a detailed timeline, with corresponding dates for when crucial items would require to be communicated to the company-- scrap cleansing days, last day to pack your box, last day in the old workplace, very first day in the new workplace, and more.
When moving offices, make sure to thank those who made it occur!
Interacting early and often uses beyond simply your own business too-- make sure to verify with outdoors vendors like the moving business months in advance. "When I called the moving company, they believed I was crazy.".
Many business workplace structures aren't going to let movers mess up their great elevators with moving carts and heavy furnishings. "What time individuals can come, using freight elevators, what time people can use the freight elevators, additional cost for moving after hours, then collaborating with the brand-new structure to have that all occur on the exact same day.".
Know Your Workers ... and Their 'Things'.
Not all departments in your company are developed equivalent-- each team has their own requirements and equipment. website Designers need special displays and locations to sketch. Sales people require a quiet workplace for making calls to clients. The HR team requires a room with some personal privacy for interviews and other sensitive meetings. And the finance group requires filing cabinets for accounting paperwork. "We did interviews with each department to find out about what they need and how they work," encourages Vassallo. "That went a long way in being prepared for day one.".
Knowing what they'll need in the new place, be prepared to manage equipment and other miscellaneous items that go unclaimed at the old office. All the office materials in the workplace that technically didn't belong to any one individual.
Nail The First Day.
You never get a 2nd opportunity to make a first impression. Day one of a move will be chaotic no matter what, however do whatever you can to make it a smooth transition and a celebratory atmosphere.
Developing a celebratory environment on the first day was an important part of our office move.
" It's simple to get lost in the logistics however when it boils down to it, individuals appreciate 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 developed a welcome package that had guidelines on all the essentials of getting here to work on the very first day and paired that package with a live presentation a couple of weeks before the relocation letting individuals understand what to anticipate-- where they would be sitting, how to get in and out, public transport alternatives, and more.
" You require to advise individuals on how to prepare, here and how to be successful in the new environment-- how to set up their desk, their tech, their chair, everything," says Slater. "Take time to resolve even the smallest of problems and look after the needs (not the wants) of individuals, either through design, technology, or education.".
There were a couple of items the moving group, in retrospect, desires were handled in a different way. Relocating to a brand-new office, for us, suggested lots of new IT systems to carry out-- new printers, new docking stations for laptop computers, new building security, and more. The IT group set-up a war space where people might drop by for support on the area, but many problems could've been prevented by maybe a team-by-team innovation orientation.
Regardless of that small trouble, the group nailed the very first day experience. "We had an actually celebratory very first day (and week) at the brand-new website workplace," states Wollemann.
The Lunch Crunch.
Among the most unexpected aspects of our move is just how invested individuals would remain in checking out the lunch spots in our new area. Of all the regimens being altered for the folks in our office, lunch unequivocally elicited one of the most enjoyment and distress.
" We assemble a truly nice welcome packet that consisted of info about the community, but I wish we included more choices for lunch," says Christophe. "The options we put in there were more unique event type of locations (i.e.-- more expensive), and not every day lunch options.".
Prepare individuals for their new cooking surroundings. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make sure you interact that info to the team. Food is a huge 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 actually now begun a shared spreadsheet where people can go into fun, budget-friendly lunch areas they have actually discovered with a short review that anyone on the group can browse for some brand-new options to attempt.
The Work's Refrained from doing After Day One.
At 5PM on the first day, it's easy to breathe a sigh of relief and believe the relocation is over with.
Not so quickly, says our move group.
" People forget that the move and modification isn't over on the first day," says Slater. "Sustaining change is the most significant obstacle and it's not typically done well by the majority of business. People will start to leave cups and garbage around or use the spaces wrongly. You require to constantly iterate and attend to concerns the first month as people get used to the space and make modifications so that the area works successfully.".
The the first day breakfast spread. Stay vigilant, the work's not even close to finished!
" The biggest challenge is getting people to alter their habits," states Wollemann. "One way to encourage that is really to focus the interactions. Even if the sole function is to interact the date of something or action they require to take, constantly bring that interaction back to why this modification is going to be terrific for the future.".
Do Not Forget to Make It Enjoyable.
Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.
However you can make things more manageable by working in some enjoyable. One method our group did that was by hosting a number of "purge parties." After spending years in one workplace, we had all built up a lot of things that clearly didn't need to relocate to the brand-new space. But because nobody truly likes cleaning, the group made it fun. Time was shut out on everybody'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 encouraged to let go of all the scrap they've collected throughout the years. Old documentation was shredded, conference swag contributed, and drawers loaded with napkins and plastic spoons from lunches past were discarded.
Throughout the very first week in the new office, special surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each staff member containing novelty chocolate business cards-- including the brand-new address, naturally.