Moving workplaces-- simply like moving your home-- is a huge choice, packed with risks and headaches that can sap the resources of even the most ready business.
We should know. Assemble just recently moved our business headquarters from two offices in Midtown Manhattan to a new flagship location in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 individuals, spread out across multiple locations, is never ever a basic job.
To facilitate this relocation, and ensure a smooth transition, the team here at Convene designated a move committee: a team of professionals, picked for their specific knowledge around problems we knew would occur with the big move. Think of them as our moving all-star team-- the Workplace Move Avengers.
4 of these specialists were kind adequate to share their ideas on the relocation-- what worked out, what didn't, and how other companies ought to prepare to move. Discover from our successes-- and errors.
Start with "Why?".
The most crucial factor to consider our professionals shared was the significance of "Why?".
" Why are we moving offices?".
" Make sure everyone understands the 'why' of the move," states 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-- in some cases not-so-good and sometimes excellent. Those not-so-good factors (downsizing, lowering property costs) can be hard to navigate, however Slater stresses that openness is essential. "Ultimately, you're transferring because you desire the experience to be much better for everyone at the other end. Even if you need to move for a negative factor, it is very important to transparently interact why the move is required. Cutting costs can be hard, however ultimately it's for the finest.".
We moved into our old office back in 2010-- when the team was substantially smaller.
Obviously, a lot of relocations come with great deals of excellent news too-- growing groups, broadening earnings, and new opportunities. Even when things are looking brilliant and warm for your business, do not take the 'why' for granted. You're still asking people to change their regimens, which in many ways is more challenging in good times than bad.
" All communications concerning the move must constantly end and start with the key vision of why we're moving offices and why this is essential," says Wollemann. "Even when it's just an email about logistics and timeline, it is necessary to keep in mind the 'why' when you're asking individuals to alter a huge part of their routine.".
" What's in It for Me?".
Even the most selfless group gamer will have one huge concern about any office moving: "What remains in it for me?".
Shifts and regular modifications are difficult for everyone, and a few of the modifications might make life more challenging for a portion of your group (longer commute, less familiar community). While you shouldn't belittle or ignore those issues, ensure you're framing the walk around the specific advantages people can anticipate from the new digs.
Moving offices is a big (and pricey) choice.
" If you're moving someplace with top notch features, it's a big message to individuals that our skill is the most important for us and we're going to look after you," says Slater. "Whatever the advantage of your brand-new space is, buzz that up for the team: more area, better features, better area, anything that frames up the all-important 'What remains in it for me?'".
Pick Your Move Team Sensibly.
Moving offices is a big choice-- an extremely pricey decision. Make certain you're choosing members of your move group wisely, and not simply throwing any prepared volunteer into the mix.
Our group was purposefully selected based upon their skillsets-- communications, modification competence, style, technique, and so on. Everyone had a function to play, and that role was essential to an effective move. "Plan people's functions ahead of time on the relocation group," states Vassallo. "Make sure you have your needs covered.".
In spite of the accrued talent, there were a few areas our team could've used some extra aid with (operations being a big one). "Certain things I dealt with might have been better handled by an operations professional. Hiring the mover, coordinating all the boxes, what groups require what, and what kind of things they own.".
" Having the ideal group of people to coordinate the move and divvying up duty is actually crucial," says Christophe. "We had a truly good group, that made it easier.".
Communicate Early and Typically.
" Step one is producing a communications plan, where you lay out the previously, during, and more info after the relocation, and make certain everyone has details about essential dates," recommends Wollemann. The group laid out a detailed timeline, with matching dates for when essential products would need to be interacted to the company-- scrap 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 workplaces, ensure to thank those who made it happen!
Communicating early and typically uses beyond just your own company too-- make sure to validate with outside vendors like the moving company months in advance. "When I called the moving company, they thought I was crazy.".
That chooses the structure (actually buildings) included too. The majority of commercial workplace buildings aren't going to let movers mess up their good elevators with moving carts and heavy furnishings. "You likewise require to collaborate with the structure (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 coordinating with the new building to have that all happen on the same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in your company are created equivalent-- each team has their own requirements and equipment. The HR group requires a room with some privacy for interviews and other delicate meetings. And the financing team requires filing cabinets for accounting paperwork.
Knowing what they'll need in the new area, be prepared to handle 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 Day One.
You never get a second possibility to make an impression. The first day of a relocation will be hectic no matter what, however do everything you can to make it a celebratory atmosphere and a smooth transition.
Producing a celebratory atmosphere on day one was a vital part of our workplace relocation.
" It's easy to get lost in the logistics however when it boils down to it, individuals appreciate a couple of things that will affect them on the very first day-- how do I get in the structure and where am I sitting?" says Wollemann.
The moving committee produced a welcome packet that had instructions on all the basics of arriving to work more info on the very first day and paired that package with a live presentation a few weeks prior to the relocation letting individuals know what to expect-- where they would be sitting, how to get in and out, mass transit alternatives, and more.
" You require to instruct people on how to prepare, and how to be successful in the new environment-- how to establish their desk, their tech, their chair, whatever," says Slater. "Take time to fix even the smallest of issues and look after the requirements (not the wants) of individuals, either through design, technology, or education.".
There were a few products the moving team, in retrospection, dreams were dealt with differently. Relocating to a new workplace, for us, indicated great deals of new IT systems to carry out-- new printers, brand-new docking stations for laptops, brand-new building security, and more. The IT team set-up a war space where people could come by for support on the area, however numerous concerns could've been avoided by maybe a team-by-team technology orientation.
In spite of that small trouble, the team nailed the 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 surprising aspects of our move is just how invested individuals would remain in exploring the lunch spots in our new neighborhood. Of all the routines being changed for the folks in our office, lunch unequivocally elicited the click here many enjoyment and distress.
" We create an actually good welcome package that included info about the community, but I wish we included more options for lunch," states Christophe. "The options we put in there were more unique celebration kind of locations (i.e.-- more expensive), and not every day lunch options.".
Prepare individuals for their brand-new culinary surroundings. Scour Yelp for the finest sandwiches, salads, tacos, and ramen, and make certain 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 team can eat in their brand-new digs.
This response did generate a fun and creative option-- our group has now begun a shared spreadsheet where individuals can enter enjoyable, inexpensive lunch areas they have actually discovered with a short evaluation that anyone on the group can browse for some brand-new choices to attempt.
The Work's Not Done After Day One.
At 5PM on the first day, it's simple to breathe a sigh of relief and think the relocation is over with.
Not so quick, states our move group.
" Individuals forget that the relocation and change isn't over on day one," says Slater. You require to continuously repeat and deal with problems the very first month as individuals get used to the space and make modifications so that the area works successfully.".
The day one breakfast spread. Remain alert, the work's not even close to end up!
" The biggest challenge is getting people to change their behavior," says Wollemann. "One way to encourage that is truly to focus the communications. Even if the sole purpose is to communicate the date of something or action they need to take, always bring that communication back to why this change is going to be great for the future.".
Don't Forget to Make It Enjoyable.
Do not kid yourself-- moving workplaces can be a huge old pain-in-the-ass. Everyone knows it.
But 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 office, we had all collected a great deal of stuff that clearly didn't require to relocate to the brand-new space. But considering that no one really likes cleansing, the group made it fun. Time was shut out on everybody's calendars for a "purge celebration," complete with tacos, beer, and music.
Large garbage and recycling cans were brought in and everybody in the company was motivated to let go of all the junk they have actually accumulated for many years. Old documents was shredded, conference boodle donated, and drawers loaded with napkins and plastic spoons from lunches past were discarded.
Throughout the first week in the new workplace, special surprises were planned, like afternoon cookies or catered lunch, in addition to special welcome bags for every single employee including novelty chocolate service cards-- including the new address, obviously.