Moving offices-- just like moving your house-- is a huge choice, brimming with pitfalls and headaches that can sap the resources of even the most prepared company.
We ought to understand. Assemble just recently moved our business head office from 2 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 individuals, spread out throughout multiple locations, is never a simple job.
To facilitate this relocation, and make sure a smooth shift, the team here at Convene designated a relocation committee: a team of professionals, chose for their specific knowledge around issues we understood would emerge with the huge move. Consider them as our moving all-star team-- the Office Move Avengers.
Four of these experts were kind enough to share their ideas on the relocation-- what worked out, what didn't, and how other companies should prepare to transfer. Find out from our successes-- and errors.
Start with "Why?".
The most essential consideration our experts shared was the value of "Why?".
" Why are we moving offices?".
" Make sure everyone knows the 'why' of the relocation," says Slater. "Individuals respect openness. You require to describe whether it's going to be much better or even worse for them.".
Let's face it, business move for lots of factors-- sometimes not-so-good and often great. Those not-so-good factors (downsizing, reducing realty costs) can be difficult to navigate, but Slater worries that transparency is crucial. "Ultimately, you're transferring since you desire the experience to be better for everyone at the other end. Even if you need to move for an unfavorable reason, it is essential to transparently communicate why the move is required. Cutting costs can be hard, but eventually it's for the finest.".
We moved into our old office back in 2010-- when the group was significantly smaller.
Of course, plenty of moves come with lots of great news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking warm and brilliant for your business, do not take the 'why' for given. You're still asking individuals to change their routines, which in many ways is more challenging in excellent times than bad.
" All interactions concerning the move ought to always start and end with the crucial vision of why we're moving workplaces and why this is necessary," says Wollemann. "Even when it's just an e-mail about logistics and timeline, it is very important to keep in mind the 'why' when you're asking people to change a significant part of their regimen.".
" What's in It for Me?".
Even the most generous group player will have one huge concern about any office moving: "What remains in it for me?".
Transitions and regular modifications are difficult for everyone, and a few of the changes may make life harder for a portion of your team (longer commute, less familiar area). While you shouldn't belittle or ignore those issues, make sure you're framing the move the private benefits people can get out of the new digs.
Moving offices is a huge (and costly) decision.
" If you're moving someplace with leading notch amenities, it's a huge message to individuals that our talent is the most important for us and we're going to take care of you," states Slater. "Whatever the benefit of your brand-new space is, buzz that up for the team: more area, much better amenities, much better neighborhood, anything that frames up the critical 'What's in it for me?'".
Select Your Move Group Wisely.
Moving workplaces is a big decision-- a really expensive choice. Make certain you're choosing members of your move team sensibly, and not simply throwing any prepared volunteer into the mix.
Each person had a role to play, and that role was important to a successful move. "Plan people's roles ahead of time on the move group," states Vassallo.
Regardless of the accrued talent, there were a few locations our group might've utilized some extra aid with (operations being a big one). "Certain things I handled may have been much better dealt with by an operations expert. Working with the mover, coordinating all the boxes, what groups require what, and what kind of things they own.".
" Having the best team of individuals to collaborate the move and divvying up responsibility is actually essential," says Christophe. "We had an actually great group, which made it much easier.".
Interact Early and Frequently.
" Step one is creating an interactions plan, where you outline the in the past, during, and after the move, and make certain everyone knows about crucial dates," suggests Wollemann. The team set out a detailed timeline, with matching dates for when essential items would require to be communicated to the business-- junk cleansing days, last day to pack your box, last day in the old workplace, first day in the brand-new office, and more.
When moving offices, make certain to thank those who made it take place!
Communicating early and frequently uses beyond just your own company too-- ensure to confirm with outside suppliers like the moving business months in advance. "Start the move a minimum of 6 months in advance, not 4 weeks like we did!" states Vassallo. "When I contacted the moving company, they believed I was insane.".
The majority of commercial workplace structures aren't going to let movers mess up their good elevators with moving carts and heavy furniture. "What time people can come, utilizing freight elevators, what time individuals can use the freight elevators, extra expense for moving after hours, then collaborating with the new building to have that all happen on the very same day.".
Know Your Employees ... and Their 'Stuff'.
Not all departments in your company are created equivalent-- each team has their own requirements and equipment. Designers need unique screens and areas to sketch. Sales individuals need a quiet workplace for making calls to clients. The HR group requires a room with some personal privacy for interviews and other delicate meetings. And the financing team requires filing cabinets for accounting documents. "We did interviews with each department to learn about what they require and how they work," advises Vassallo. "That went a long method in being prepared for the first day.".
Understanding what they'll need in the new place, be prepared to deal with devices and other various products that go unclaimed at the old workplace. All the workplace products in the workplace that technically didn't belong to any one person.
Nail Day One.
You never get a second possibility to make a first impression. Day one of a move will be chaotic no matter what, but do everything you can to make it a smooth transition and a celebratory atmosphere.
Developing a celebratory atmosphere on the first day was a critical component of our workplace relocation.
" It's simple to get lost in the logistics however when it comes down to it, people care about a few things that will affect them on the very first day-- how do I get in the structure and where am I sitting?" states Wollemann.
The moving committee produced a welcome packet that had instructions on all the basics of getting here to deal with the first day and paired that packet with a live discussion a few weeks before the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, public transport options, 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, everything," states Slater. "Take some time to solve even the smallest of concerns and take care of the requirements (not the wants) of individuals, either through technology, education, or design.".
There were a couple of products the moving team, in retrospection, wishes were managed differently. Relocating to a new office, for us, suggested lots of brand-new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, new structure security, and more. The IT team set-up a war room where individuals might drop by for support on the spot, however lots of problems might've been prevented by perhaps a team-by-team technology orientation.
Regardless of that small inconvenience, the team nailed the first day experience. "We had a truly celebratory very first day (and week) at the brand-new workplace," says Wollemann. "There were boodle bags, balloons, unique deals with, and more. Making individuals feel actually unique was a priority.".
The Lunch Crunch.
Among the most unexpected elements of our relocation is simply how invested individuals would remain in checking out the lunch areas in our brand-new area. Of all the regimens being changed for the folks in our workplace, lunch unquestionably generated one of the most enjoyment and suffering.
" We create an actually good welcome package that included info about the neighborhood, however I want we consisted of more choices for lunch," says Christophe. "The alternatives we put in there were more special celebration kind of places (i.e.-- more expensive), and not every day lunch alternatives.".
Prepare individuals for their new culinary environments. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and make sure you interact that details to the team. Food is a big offer, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This response did generate a fun and creative option-- our team has now begun a shared spreadsheet where people can enter enjoyable, economical lunch areas they've found with a short evaluation 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 read more believe the move is over with.
Not so quick, states our move group.
" People forget that the move and modification isn't over on day one," says Slater. "Sustaining modification is the most significant obstacle and it's not typically succeeded by many business. Individuals will start to leave cups and trash around or use the areas wrongly. You need to continuously repeat and address concerns the first month as people get used to the area and make changes so that the space works efficiently.".
The day one breakfast spread. Stay vigilant, the work's not even close to finished!
" The biggest obstacle is getting individuals to alter their habits," states Wollemann. "One method to encourage that is truly to focus the communications. Even if the sole purpose is to communicate the date of something or action they require to take, constantly bring that interaction back to why this change is going to be fantastic for the future.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everybody understands it.
However you can make things more bearable by working in some enjoyable. One way our group did that was by hosting numerous "purge celebrations." After spending years in one workplace, we had actually all built up a lot of stuff that plainly didn't need to move to the brand-new space. Since no one actually likes cleaning, the group made it fun. Time was obstructed out on everyone's calendars for a "purge celebration," complete with tacos, beer, and music.
Large garbage and recycling cans were generated and everyone in the business was encouraged to let go of all the junk they have actually accumulated for many years. Old paperwork was shredded, conference boodle contributed, and drawers filled with napkins and plastic spoons from lunches past were tossed away.
Throughout the very first week in the new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for every single employee including novelty chocolate business cards-- featuring the new address, naturally.