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 prepared business.
We must know. Assemble just recently moved our corporate headquarters from 2 workplaces in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out across multiple areas, is never a simple job.
To facilitate this move, and make sure a smooth shift, the team here at Convene designated a relocation committee: a team of specialists, chose for their specific understanding around problems we understood would occur with the big move. Think about them as our moving all-star team-- 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 must prepare to move. Learn 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 offices?".
" Make certain everyone understands the 'why' of the move," states Slater. "People respect openness. You need to lay out whether it's going to be better or even worse for them.".
Let's face it, business move for lots of reasons-- in some cases excellent and sometimes not-so-good. Even if you have to move for a negative factor, it's crucial to transparently communicate why the move is needed.
We moved into our old workplace back in 2010-- when the group was substantially smaller.
Obviously, a lot of moves included great deals of good news too-- growing groups, expanding income, and brand-new chances. Even when things are looking sunny and bright for your company, do not take the 'why' for approved. You're still asking individuals to alter their regimens, which in lots of methods is more tough in excellent times than bad.
" All communications regarding the move should always end and start with the key vision of why we're moving offices and why this is necessary," states Wollemann. "Even when it's simply an email about logistics and timeline, it is essential to bear in mind the 'why' when you're asking individuals to alter a significant part of their regimen.".
" What remains in It for Me?".
Even the most selfless team player will have one big concern about any office relocation: "What's in it for me?".
Transitions and routine modifications are difficult for everyone, and some of the changes might make life harder for a portion of your team (longer commute, less familiar neighborhood). While you should not belittle or neglect those concerns, make certain you're framing the relocation around the private benefits people can anticipate from the brand-new digs.
Moving workplaces is a huge (and costly) decision.
" If you're moving someplace with excellent amenities, it's a big message to individuals that our talent is the most important 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 team: more area, much better facilities, better area, anything that frames up the critical 'What remains in it for me?'".
Select Your Move Team Sensibly.
Moving workplaces is a big decision-- a really costly choice. Ensure you're selecting members of your move group carefully, and not just throwing any ready volunteer into the mix.
Each person had a function to play, and that role was vital to an effective move. "Strategy people's roles 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 additional help with (operations being a huge one). "Certain things I managed might have been much better dealt with by an operations professional. Working with 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, that made it easier.".
Interact Early and Often.
" Step one is producing an interactions plan, where you lay out the previously, during, and after the move, and make certain everyone has info about key dates," suggests Wollemann. The group laid out a comprehensive timeline, with matching dates for when important 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 office, and more.
When moving workplaces, make certain to thank those who made it happen!
Interacting early and typically applies beyond just your own business too-- make certain to get more info confirm with outside suppliers like the moving business months beforehand. "Start the move at least 6 months beforehand, not four weeks like we did!" says Vassallo. "When I got in touch with the moving business, they believed I was crazy.".
That opts for the building (really structures) included too. Most industrial office complex 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 use the freight elevators, extra cost for moving after hours, then collaborating with the brand-new structure to have that all take place on the very same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your business are produced equal-- each team has their own needs and devices. The HR group needs a room with some privacy for interviews and other sensitive meetings. And the financing group needs filing cabinets for accounting paperwork.
Besides knowing what they'll require in the brand-new location, be prepared to handle devices and other various items that go unclaimed at the old office. "I found that a great deal of things weren't declared by anyone, and somebody needed to decide what to do with it. For instance, all the office supplies in the workplace that technically didn't belong to any someone. Someone needed to decide what gets tossed and what needs 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 everything you can to make it a celebratory environment and a smooth transition.
Developing a celebratory atmosphere check here on the first day was a crucial part of our office relocation.
" It's easy to get lost in the logistics however when it comes down to it, individuals care about a couple of things that will impact them on the very first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee developed a welcome packet that had guidelines on all the basics of getting here to work on the very first day and paired that packet with a live discussion a couple of weeks before the relocation letting people understand what to anticipate-- where they would be sitting, how to get in and out, public transportation alternatives, and more.
" You need to advise individuals on how to prepare, and how to be successful in the brand-new environment-- how to set up their desk, their tech, their chair, whatever," says Slater. "Take time to resolve even the smallest of problems and look after the requirements (not the wants) of individuals, either through technology, style, or education.".
There were a couple of products the moving team, in retrospect, dreams were handled differently. Relocating to a brand-new office, for us, implied great deals of brand-new IT systems to implement-- new printers, brand-new docking stations for laptop computers, new building security, and more. The IT group set-up a war space where individuals could visit for assistance on the spot, but numerous concerns might've been avoided by possibly a team-by-team innovation orientation.
Despite that minor hassle, the team 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 exploring the lunch areas in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited the most excitement and anguish.
" We assemble a truly good welcome packet that included details about the area, but I wish we included more options for lunch," states Christophe. "The options we put in there were more unique event kind of locations (i.e.-- more pricey), and not every day lunch alternatives.".
Prepare individuals for their brand-new cooking surroundings. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and make sure you communicate that information to the group. Food is a huge offer, and you 'd be well served to set minds at ease about where your group can eat in their new digs.
This response did generate an enjoyable and imaginative service-- our team has now started a shared spreadsheet where individuals can get in enjoyable, affordable lunch areas they have actually found with a short review that anybody on the group can browse for some new options to attempt.
The Work's Refrained from doing After Day One.
At 5PM on day one, it's simple to breathe a sigh of relief and believe the relocation 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. "Sustaining modification is the greatest obstacle and it's not normally done well by most business. Individuals will start to check here leave cups and garbage around or utilize the spaces wrongly. You require to constantly repeat and attend to problems the very first month as individuals get used to the space and make changes so that the space works efficiently.".
The the first day breakfast spread. But remain watchful, the work's not even close to end up!
" The most significant challenge is getting people to change their habits," says Wollemann. "One method to encourage that is actually to focus the communications. Even if the sole function is to interact the date of something or action they require 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.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody understands it.
But you can make things more bearable by operating in some fun. One way our group did that was by hosting a number of "purge celebrations." After investing years in one office, we had actually all accumulated a great deal of stuff that clearly didn't require to move to the brand-new area. Given that no one really likes cleansing, the group made it fun. Time was blocked out on everybody's calendars for a "purge party," complete with tacos, beer, and music.
Large garbage and recycling cans were generated and everyone in the company was encouraged to let go of all the scrap they have actually accumulated throughout the years. Old documentation was shredded, conference swag donated, and drawers loaded with napkins and plastic spoons from lunches previous were tossed away.
Throughout the very first week in the new office, special surprises were prepared, like afternoon cookies or catered lunch, in addition to unique welcome bags for every worker including novelty chocolate organisation cards-- including the new address, of course.