Moving workplaces-- much like moving your house-- is a huge decision, replete with risks and headaches that can sap the resources of even the most ready company.
We ought to know. Assemble recently moved our home office from 2 workplaces in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a move of only 4 miles, but moving over 100 individuals, spread throughout several locations, is never ever a simple job.
To facilitate this move, and make sure a smooth transition, the group here at Convene designated a relocation committee: a team of professionals, picked for their particular knowledge around issues we knew would emerge with the big relocation. Consider them as our moving dream group-- the Office Move Avengers.
Four of these specialists were kind sufficient to share their ideas on the move-- what worked out, what didn't, and how other companies must prepare to relocate. Gain from our successes-- and mistakes.
Start with "Why?".
The most essential consideration our professionals shared was the importance of "Why?".
" Why are we moving offices?".
" Make certain everyone understands the 'why' of the relocation," says Slater. "Individuals respect transparency. You require to describe whether it's going to be much better or worse for them.".
Let's face it, business move for lots of reasons-- sometimes not-so-good and sometimes great. Even if you have to move for an unfavorable factor, it's crucial to transparently communicate why the relocation is required.
When the group was considerably smaller, we moved into our old workplace 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 intense and bright for your company, don't take the 'why' for granted. You're still asking people to change their routines, which in many ways is more challenging in good times than bad.
" All communications concerning the move ought to always start and end with the essential vision of why we're moving workplaces and why this is necessary," states Wollemann. "Even when it's just an email about logistics and timeline, it's essential to keep in mind the 'why' when you're asking individuals to change a huge part of their routine.".
" What's in It for Me?".
Even the most selfless team gamer will have one huge issue about any workplace relocation: "What's in it for me?".
Transitions and routine modifications are tough for everybody, and a few of the changes might make life more challenging for a portion of your group (longer commute, less familiar area). While you should not belittle or neglect those issues, ensure you're framing the move 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," states Slater. "Whatever the advantage of your new space is, buzz that up for the group: more space, better features, much better community, anything that frames up the all-important 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving workplaces is a big decision-- a really costly decision. Make certain you're selecting members of your move group carefully, and not just tossing any prepared volunteer into the mix.
Each individual had a role to play, and that function was crucial to a successful move. "Strategy individuals's roles ahead of time on the relocation team," says Vassallo.
Despite the accumulated skill, there were a couple of locations our team could've utilized some additional assistance with (operations being a huge one). "Specific things I handled may have been better dealt with by an operations specialist. Hiring the mover, coordinating all the boxes, what groups need what, and what kind of things they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is truly crucial," says Christophe. "We had an actually good group, which made it much easier.".
Communicate Early and Frequently.
" Step one is creating a communications strategy, where you outline the previously, throughout, and after the move, and ensure everybody knows about essential dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential products would require to be communicated to the company-- scrap cleansing days, last day to pack your box, last day in the old office, very first day in the brand-new office, and more.
When moving offices, ensure to thank those who made it take place!
Communicating early and frequently uses beyond simply your own business too-- make sure to validate with outdoors vendors like the moving business months in advance. "When I got in touch with the moving company, they believed I was crazy.".
The majority of commercial workplace structures aren't going to let movers mess up their great elevators with moving carts and heavy furnishings. "What time individuals can come, utilizing 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 take place on the very same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your company are created equal-- each group has their own requirements and equipment. The HR group requires a space with some personal privacy for interviews and other delicate meetings. And the financing team requires filing cabinets for accounting documents.
Knowing what they'll need in the new area, be prepared to deal with equipment and other various items that go unclaimed at the old workplace. All the office products in the office that technically didn't belong to any one person.
Nail The First Day.
You never get a 2nd chance to make a very first impression. Day one of a relocation will be chaotic no matter what, however do everything you can to make it a smooth shift and a celebratory atmosphere.
Developing a celebratory atmosphere on the first day was a vital component of our office relocation.
" It's easy to get lost in the logistics however when it comes down to it, individuals care about a few things that will affect them on the first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee produced a welcome package that had directions on all the essentials of arriving to deal with the first day and paired that packet with a live discussion a few weeks before the relocation letting people understand what to expect-- where they would be sitting, how to get in and out, public transport options, and 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, everything," states Slater. "Take time to solve even the tiniest of concerns and take care of the needs (not the desires) of people, either through education, design, or technology.".
There were a few items the moving team, in retrospection, dreams were handled differently. Relocating to a brand-new office, for us, implied great deals of brand-new IT systems to carry out-- new printers, new docking stations for laptops, new structure security, and more. The IT group set-up a war space where individuals could visit for support on the area, however many concerns might've been prevented by perhaps a team-by-team technology orientation.
In spite of that small hassle, the group nailed the very first day experience. "We had an actually celebratory first day (and week) at the new office," says Wollemann. "There were swag bags, balloons, special treats, and more. Making people feel truly unique was a concern.".
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 altered for the folks in our workplace, lunch unequivocally elicited the many excitement and anguish.
" We put together a really nice welcome packet that included information about the neighborhood, however I want we consisted of more options for lunch," says Christophe. "The options we put in there were more special occasion kind of locations get more info (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new culinary environments. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and ensure you communicate that information to the team. Food is a huge offer, and you 'd be well served to set minds at ease about where your team can eat in their new digs.
This action did generate a fun and creative solution-- our group has actually now started a shared spreadsheet where people can get in enjoyable, inexpensive lunch areas they have actually discovered with a short evaluation that anybody on the team can browse 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 relocation is over with.
Not so quick, says our relocation team.
" People forget that the relocation and change isn't over on day one," states Slater. You need to constantly repeat and address concerns the first month as individuals get used to the area and make adjustments so that the area works effectively.".
The the first day breakfast spread. Remain vigilant, the work's not even close to end up!
" The biggest obstacle is getting people to alter their behavior," says Wollemann. "One method 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, always bring that interaction back to why this change is going to be terrific for the future.".
Don't Forget to Make It Fun.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everybody understands it.
But you can make things more manageable by operating in some fun. One way our group did that was by hosting several "purge parties." After investing years in one workplace, we had all built up a great deal of stuff that plainly didn't require to move to the brand-new area. Since no one truly likes cleansing, the group made it fun. Time was blocked out on everybody's calendars for a "purge celebration," total with tacos, beer, and music.
Big trash and recycling cans were brought in and everybody in the business was motivated to let go of all the junk they've built up for many years. Old documentation was shredded, conference swag donated, and drawers filled with napkins and plastic spoons from lunches past were thrown away.
Throughout the first week in the brand-new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, in addition to special welcome bags for every employee including novelty chocolate service cards-- including the brand-new address, naturally.