Moving workplaces-- simply like moving your house-- is a big decision, replete with risks and headaches that can sap the resources of even the most ready company.
We should understand. Convene 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 four miles, however moving over 100 people, spread out across several locations, is never ever a basic job.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a group of experts, picked for their particular knowledge around issues we knew would arise with the huge move. Consider them as our moving dream team-- the Workplace Move Avengers.
Four of these specialists were kind sufficient to share their thoughts on the relocation-- what went well, what didn't, and how other business should prepare to move. 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 offices?".
" Make certain everyone understands the 'why' of the relocation," says Slater. "Individuals respect openness. You need to detail whether it's going to be better or worse for them.".
Let's face it, companies move for lots of factors-- sometimes not-so-good and sometimes good. Even if you have to move for a negative factor, it's crucial to transparently communicate why the move is required.
When the team was significantly smaller, we moved into our old office back in 2010--.
Obviously, a lot of moves come with great deals of excellent news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking intense and sunny for your business, do not take the 'why' for approved. You're still asking people to change their routines, which in lots of methods is more difficult in good times than bad.
" All communications relating to the relocation needs to always begin and end with the crucial vision of why we're moving workplaces 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 generous team player will have one big issue about any workplace moving: "What's in it for me?".
Transitions and routine changes are hard for everyone, and a few of the modifications may make life more difficult for a portion of your group (longer commute, less familiar area). While you should not belittle or overlook those issues, make certain you're framing the walk around the private benefits people can expect from the new digs.
Moving workplaces is a huge (and pricey) choice.
" If you're moving someplace with leading notch facilities, it's a big message to people that our skill is the most crucial for us and we're going to look after you," says Slater. "Whatever the benefit of your brand-new area is, buzz that up for the team: more space, much better facilities, better neighborhood, anything that frames up the all-important 'What remains in it for me?'".
Select Your Move Team Wisely.
Moving offices is a huge choice-- a very costly choice. Make sure you're selecting members of your relocation team carefully, and not just throwing any willing volunteer into the mix.
Our group was actively chosen based upon their skillsets-- communications, modification expertise, style, technique, etc. Each individual had a function to play, and that role was essential to a successful relocation. "Plan individuals's roles ahead of time on the relocation team," says Vassallo. "Make certain you have your needs covered.".
Despite the accumulated talent, there were a couple of areas our group could've utilized some extra assist with (operations being a big one). "Particular things I dealt with might have been much better handled by an operations professional. For example, working with the mover, coordinating all packages, what teams require what, and what kind of things they own.".
" Having the ideal team of individuals to coordinate the relocation and divvying up responsibility is truly important," says Christophe. "We had an actually great group, that made it easier.".
Interact Early and Typically.
" Step one is producing an interactions plan, where you lay out the before, throughout, and after the relocation, and make sure everybody knows about essential dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential products would need to be communicated to the business-- junk cleaning days, last day to load your box, last day in the old workplace, first day in the new workplace, and more.
When moving workplaces, ensure to thank those who made it take place!
Interacting early and often applies beyond just your own business too-- make certain to confirm with outside suppliers like the moving business months in advance. "Start the move a minimum of 6 months in advance, not four weeks like we did!" states Vassallo. "When I called the moving company, they thought I was crazy.".
The majority of 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 people 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 business are produced equivalent-- each team has their own needs and equipment. Designers need special displays and locations to sketch. Sales individuals require a quiet office for making calls to clients. The HR team requires a space with some personal privacy for interviews and other delicate meetings. And the finance team requires filing cabinets for accounting documentation. "We did interviews with each department to discover what they require and how they work," encourages Vassallo. "That went a long method in being prepared for day one.".
Understanding what they'll need in the new location, be prepared to handle devices and other various items that go unclaimed at the old workplace. All the office materials in the workplace that technically didn't belong to any one individual.
Nail Day One.
You never ever get a second chance to make an impression. Day one of a relocation will be busy no matter what, but do whatever you can to make it a celebratory environment and a smooth transition.
Creating a celebratory environment on day one was a critical component of our workplace relocation.
" It's simple to get lost in the logistics but when it comes down to it, people appreciate a few things that will affect them on the very first day-- how do I get in the building and where am I sitting?" says Wollemann.
The moving committee developed a welcome packet that had instructions on all the basics of showing up to work on the very first day and paired that package with a live presentation a few weeks prior to the relocation letting people know what to anticipate-- where they would be sitting, how to get in and out, public transport choices, and more.
" You need to instruct individuals on how to prepare, and how to be successful in the brand-new environment-- check here how to set up their desk, their tech, their chair, everything," says Slater. "Take some time to solve even the tiniest of issues and take care of the requirements (not the wants) of people, either through design, education, or innovation.".
There were a few products the moving group, in retrospect, desires were dealt with in a different way. Transferring 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 stop by for assistance on the area, but many problems might've been prevented by perhaps a team-by-team innovation orientation.
Regardless of that small hassle, the team nailed the first day experience. "We had a truly celebratory first day (and week) at the brand-new office," says Wollemann.
The Lunch Crunch.
Among the most surprising elements of our relocation is just how invested people would remain in checking out the lunch spots in our new area. Of all the regimens being changed for the folks in our workplace, lunch unequivocally generated one of the most excitement and suffering.
" We create an actually great welcome package that consisted of details about the area, however I want we consisted of more alternatives for lunch," states Christophe. "The alternatives we put in there were more unique event kind of places (i.e.-- more pricey), and not every day lunch choices.".
Prepare individuals for their brand-new cooking environments. Search Yelp for the finest sandwiches, salads, tacos, and ramen, and make certain you interact that info to the team. Food is a big deal, and you 'd be well served to set minds at ease about where your team can consume in their brand-new digs.
This reaction did elicit a fun and creative solution-- our group has actually now begun a shared spreadsheet where people can enter fun, budget-friendly lunch spots 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 the first day, it's easy to breathe a sigh of relief and think the relocation is over with.
Not so quick, says our relocation group.
" People forget that the move and change isn't over on day one," says Slater. "Sustaining change is the most significant difficulty and it's not typically done well by the majority of business. People will begin to leave cups and trash around or use the spaces wrongly. You need to constantly repeat and deal with issues the very first month as people get used to the area and make adjustments so that the area works efficiently.".
The the first day breakfast spread. Remain vigilant, the work's not even close to finished!
" The greatest difficulty 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.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone knows click here it.
You can make things more bearable by working in some enjoyable. One way our group did that was by hosting numerous "purge parties." After spending years in one workplace, we had actually all collected a great deal of things that clearly didn't need to relocate to the brand-new space. But given that no one truly likes cleansing, the team made it enjoyable. Time was shut out on everybody's calendars for a "purge party," complete with tacos, beer, and music.
Large trash and recycling cans were brought in and everybody in the business was encouraged to let go of all the junk they've collected over the years. Old documents was shredded, conference boodle contributed, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the first week in the brand-new workplace, unique surprises were prepared, like afternoon cookies or catered lunch, along with special welcome bags for each worker consisting of novelty chocolate company cards-- including the brand-new address, naturally.