Moving workplaces-- similar to moving your home-- is a huge choice, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We ought to know. Convene recently moved our business headquarters 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 across several locations, is never ever an easy task.
To facilitate this move, and make sure a smooth transition, the team here at Convene designated a relocation committee: a team of specialists, chose for their particular knowledge around issues we understood would emerge with the big relocation. Think about them as our moving all-star team-- the Workplace Move Avengers.
Four of these experts were kind sufficient to share their thoughts on the relocation-- what went well, what didn't, and how other business should 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 relocation," says Slater. "People 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 reasons-- often good and in some cases not-so-good. Even if you have to move for an unfavorable factor, it's important to transparently communicate why the move is required.
We moved into our old workplace back in 2010-- when the team was considerably smaller.
Obviously, lots of relocations featured lots of good news too-- growing teams, expanding profits, and brand-new chances. Even when things are looking sunny and brilliant for your company, do not take the 'why' for given. You're still asking individuals to alter their regimens, which in lots of methods is more challenging in good times than bad.
" All communications regarding the move should constantly begin and end with the key vision of why we're moving workplaces and why this is very important," states Wollemann. "Even when it's simply an e-mail 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 regimen.".
" What remains in It for Me?".
Even the most generous group gamer will have one big issue about any workplace moving: "What remains in it for me?".
Transitions and regular modifications are tough for everybody, and some of the changes might make life more challenging for a portion of your team (longer commute, less familiar neighborhood). While you shouldn't belittle or ignore those concerns, make certain you're framing the move the specific advantages individuals can get out of the new digs.
Moving offices is a huge (and pricey) choice.
" If you're moving someplace with leading notch features, it's a huge message to people that our talent is the most important for us and we're going to look after you," states Slater. "Whatever the benefit of your new area is, buzz that up for the team: more space, better amenities, better area, anything that frames up the critical 'What remains in it for me?'".
Choose Your Move Group Sensibly.
Moving offices is a huge choice-- an extremely costly decision. Make sure you're picking members of your relocation team sensibly, and not simply throwing any willing volunteer into the mix.
Our group was actively chosen based upon their skillsets-- interactions, change proficiency, style, method, and so on. Each person had a function to play, and that role was essential to a successful move. "Strategy 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 huge one). "Certain things I managed might have been much better dealt with by an operations professional. For instance, hiring the mover, collaborating all packages, what teams require what, and what kind of things they own.".
" Having the best group of people to collaborate the move and divvying up obligation is actually crucial," says Christophe. "We had a really excellent group, that made it much easier.".
Communicate Early and Often.
" Step one is developing a communications plan, where you describe the in the past, during, and after the relocation, and make certain everyone has details about key dates," advises Wollemann. The team laid out an in-depth timeline, with corresponding dates for when essential products would need to be interacted to the business-- junk cleaning days, last day to load your box, last day in the old workplace, first day in the new office, and more.
When moving workplaces, make sure to thank those who made it happen!
Communicating early and frequently uses beyond simply your own business too-- make sure to confirm with outside vendors like the moving company months in advance. "When I called the moving business, they believed I was insane.".
The majority of business 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 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 group has their own requirements and devices. Designers need special screens and areas to sketch. Sales people require a peaceful workplace for making calls to clients. The HR team needs a space with some personal privacy for interviews and other delicate conferences. And the finance team needs filing cabinets for accounting paperwork. "We did interviews with each department to learn more about what they require and how they work," recommends Vassallo. "That went a long way in being ready for day one.".
Knowing what they'll require in the brand-new location, be prepared to manage equipment and other miscellaneous products 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 an impression. Day one of a relocation will be busy no matter what, but do whatever you can to make it a celebratory atmosphere and a smooth shift.
Creating a celebratory environment on day one was an important element of our workplace move.
" It's simple to get lost in the logistics but when it boils website down to it, people care about a couple of things that will impact them on the very first day-- how do I get in the building and where am I sitting?" states Wollemann.
The moving committee created a welcome package that had instructions on all the fundamentals of getting here to work on the very first day and paired that packet with a live discussion a couple of weeks before the move letting individuals know what to expect-- where they would be sitting, how to get in and out, public transport choices, 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, everything," says Slater. "Require time to solve even the smallest of concerns and take care of the needs (not the desires) of individuals, either through technology, style, or education.".
There were a few products the moving group, in retrospect, desires were dealt with in a different way. Moving to a new workplace, for us, suggested lots of new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, new building security, and more. The IT group set-up a war space where individuals could visit for support on the area, however lots of issues could've been avoided by possibly a team-by-team innovation orientation.
Regardless of that minor trouble, the group nailed the very first day experience. "We had a really celebratory first day (and week) at the new office," states 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 be in exploring the lunch spots in our new community. Of all the routines being changed for the folks in our office, lunch unequivocally elicited one of the most excitement and anguish.
" We put together a really nice welcome packet that consisted of details about the area, however I want we consisted of more choices for lunch," states Christophe. "The choices we put in there were more special occasion type of places (i.e.-- more pricey), and not every day lunch choices.".
Prepare people for their new culinary surroundings. Search Yelp for the very best sandwiches, salads, tacos, and ramen, and make certain you interact that info to the team. Food is a big offer, and you 'd be well served to set minds at ease about where your group can consume in their new digs.
This response did elicit an enjoyable and imaginative service-- our team has now begun a shared spreadsheet where individuals can go into fun, cost effective lunch spots they've found with a brief review that anyone on the group can browse for some new alternatives 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 quickly, says our move group.
" People forget that the move and modification isn't over on day one," says Slater. "Sustaining modification is the most significant challenge and it's not usually succeeded by a lot of companies. Individuals will start to leave cups and trash around or utilize the spaces inappropriately. You require to constantly repeat and attend to 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. But stay vigilant, the work's not even close to end up!
" The greatest difficulty is getting people to alter their behavior," states Wollemann. "One way to motivate that is truly to focus the interactions. Even if the sole purpose is to interact the date of something or action they need 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 big old pain-in-the-ass. Everyone knows it.
You can make things more bearable by working in some enjoyable. One method our team did that was by hosting numerous "purge celebrations." After spending years in one office, we had actually all collected a lot of things that clearly didn't need to relocate to the read more new space. However since no one actually likes cleaning, the team made it enjoyable. Time was shut out on everybody's calendars for a "purge celebration," complete with tacos, beer, and music.
Large garbage and recycling cans were generated and everybody in the business was motivated to let go of all the junk they've built up throughout the years. Old documentation was shredded, conference boodle donated, and drawers filled with napkins and plastic spoons from lunches past were gotten rid of.
Throughout the very first week in the new workplace, special surprises were planned, like afternoon cookies or catered lunch, together with unique welcome bags for every single staff member consisting of novelty chocolate business cards-- including the brand-new address, obviously.