Moving workplaces-- much like moving your house-- is a huge decision, packed with pitfalls and headaches that can sap the resources of even the most prepared business.
We must know. Convene just recently moved our home office from 2 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 throughout several locations, is never ever an easy task.
To facilitate this relocation, and guarantee a smooth transition, the group here at Convene designated a move committee: a group of specialists, selected for their specific knowledge around issues we understood would arise with the huge move. Think about them as our moving dream team-- the Workplace 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 ought to prepare to relocate. Gain from our successes-- and mistakes.
Start with "Why?".
The most crucial consideration our specialists shared was the significance of "Why?".
" Why are we moving workplaces?".
" Ensure everybody knows the 'why' of the relocation," says Slater. "Individuals respect transparency. You require to detail whether it's going to be much better or worse for them.".
Let's face it, companies move for lots of factors-- 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 relocation is required.
We moved into our old office back in 2010-- when the team was considerably smaller sized.
Naturally, a lot of moves included lots of great news too-- growing groups, broadening revenue, and new opportunities. Even when things are looking brilliant and bright for your company, don't 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 interactions regarding the move ought to constantly end and begin with the crucial vision of why we're moving workplaces and why this is essential," states Wollemann. "Even when it's simply an e-mail about logistics and timeline, it's important to keep in mind the 'why' when you're asking people 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 moving: "What remains in it for me?".
Shifts and regular modifications are tough for everybody, and a few of the modifications might make life more tough for a portion of your team (longer commute, less familiar community). While you shouldn't belittle or disregard those concerns, make sure you're framing the walk around the individual 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 skill is the most essential for us and we're going to take care of you," says Slater. "Whatever the benefit of your brand-new area is, hype that up for the team: more space, much better features, much better community, anything that frames up the all-important 'What's in it for me?'".
Pick Your Move Group Carefully.
Moving offices is a big choice-- an extremely costly decision. Make sure you're picking members of your relocation team wisely, and not simply tossing any prepared volunteer into the mix.
Each individual had a role to play, and that role was essential to a successful move. "Plan individuals's functions ahead of time on the relocation team," states Vassallo.
Despite the accumulated talent, there were a few locations our team could've used some extra aid with (operations being a big one). "Certain things I handled may have been much better managed by an operations specialist. Working with the mover, coordinating all the boxes, what teams require what, and what kind of things they own.".
" Having the right team of people to coordinate the relocation and divvying up responsibility is truly crucial," says Christophe. "We had a really great group, which made it easier.".
Communicate Early and Often.
" Step one is producing a communications strategy, where you detail the previously, throughout, and after the move, and make sure everyone has info about crucial dates," advises Wollemann. The group set 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 office, first day in the brand-new workplace, and more.
When moving workplaces, make certain to thank those who made it take place!
Interacting early and often uses beyond just your own business too-- make sure to verify with outside suppliers like the moving business months in advance. "When I contacted the moving company, they believed I was insane.".
Most business office structures aren't going to let movers mess up their nice elevators with moving carts and heavy furnishings. "What time people can come, utilizing freight elevators, what time people can use the freight elevators, extra cost for moving after hours, then coordinating with the new structure to have that all happen on the same day.".
Know Your Workers ... and Their 'Stuff'.
Not all departments in get more info your company are produced equivalent-- each group has their own needs and devices. The HR team needs a space with some personal privacy for interviews and other delicate meetings. And the finance team requires filing cabinets for accounting documentation.
Knowing what they'll need in the new location, be prepared to handle equipment and other miscellaneous items that go unclaimed at the old office. All the office materials in the office that technically didn't belong to any one person.
Nail Day One.
You never get a 2nd opportunity to make a first impression. Day one of a relocation will be hectic no matter what, but do everything you can to make it a smooth shift and a celebratory atmosphere.
Producing a celebratory atmosphere on day one was a critical part of our workplace move.
" It's easy to get lost in the logistics however when it boils down to it, individuals appreciate a few 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 created a welcome package that had guidelines on all the essentials of showing up to work on the first day and paired that package with a live discussion a few weeks before the relocation letting individuals understand what to expect-- where they would be sitting, how to get in and out, public transport options, and more.
" You require to instruct people on how to prepare, and how to be effective in the brand-new environment-- how to set up their desk, their tech, their chair, everything," states Slater. "Require time to resolve even the tiniest of problems and take care of the needs (not the desires) of people, either through technology, education, or style.".
There were a few products the moving team, in retrospection, desires were handled in a different way. Transferring to a brand-new office, for us, meant great deals of new IT systems to execute-- new printers, new docking stations for laptop computers, brand-new building security, and more. The IT group set-up a war space where people might come by for support on the spot, however many problems might've been avoided by maybe a team-by-team technology orientation.
In spite of that small inconvenience, the team nailed the very first day experience. "We had an actually celebratory first day (and week) at the new office," states Wollemann. "There were swag bags, balloons, special treats, and more. Making individuals feel actually special was a concern.".
The Lunch Crunch.
Among the most unexpected elements of our move is just how invested people would be in exploring the lunch spots in our new community. Of all the routines being changed for the check here folks in our workplace, lunch unquestionably elicited one of the most enjoyment and anguish.
" We create a truly nice welcome package that consisted of details about the neighborhood, however I wish we consisted of more alternatives for lunch," says Christophe. "The choices we put in there were more unique occasion kind of places (i.e.-- more pricey), and not every day lunch options.".
Prepare people for their new culinary surroundings. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and ensure you interact that details to the group. Food is a big deal, and you 'd be well served to set minds at ease about where your group can eat in their brand-new digs.
This response did generate a fun and innovative solution-- our group has now started a shared spreadsheet where individuals can go into fun, budget friendly lunch areas they have actually discovered with a short evaluation that anybody on the team can browse for some new alternatives to attempt.
The Work's Not Done After Day One.
At 5PM on day one, it's simple to breathe a sigh of relief and think the move is over with.
Not so quickly, states our move team.
" Individuals forget that the relocation and change isn't over on day one," states Slater. "Sustaining change is the biggest obstacle and it's not normally done well by most business. Individuals will start to leave cups and garbage around or utilize the spaces inappropriately. You require to constantly iterate and resolve problems the first month as individuals get used to the area and make modifications so that the space works efficiently.".
The day one breakfast spread. Stay watchful, the work's not even close to end up!
" The greatest challenge is getting individuals to change their behavior," states Wollemann. "One method to motivate that is actually to focus the interactions. Even if the sole function is to communicate the date of something or action they need to take, constantly bring that interaction back to why this change is going to be fantastic for the future.".
Don't Forget to Make It Fun.
Do not kid yourself-- moving offices can be a huge old pain-in-the-ass. Everybody knows it.
You can make things more bearable by working in some enjoyable. One way our group did that was by hosting several "purge parties." After investing years in one office, we had actually all built up a lot of things that clearly didn't need to relocate to the brand-new space. Since no one truly likes more info cleaning, the group made it enjoyable. Time was blocked out on everybody's calendars for a "purge party," total with tacos, beer, and music.
Big garbage and recycling cans were brought in and everybody in the company was motivated to let go of all the scrap they've collected throughout the years. Old paperwork was shredded, conference swag contributed, and drawers full of napkins and plastic spoons from lunches previous were gotten rid of.
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 each employee including novelty chocolate business cards-- featuring the brand-new address, naturally.