Moving workplaces-- just like moving your home-- is a huge choice, packed with pitfalls and headaches that can sap the resources of even the most ready business.
We must know. Assemble just recently moved our corporate head office from 2 offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of only 4 miles, however moving over 100 people, spread out across multiple areas, is never an easy task.
To facilitate this move, and ensure a smooth shift, the team here at Convene designated a relocation committee: a group of professionals, picked for their particular knowledge around problems we knew would occur with the big move. Think about them as our moving dream team-- the Workplace Move Avengers.
Four of these experts were kind adequate to share their thoughts on the move-- what went well, what didn't, and how other companies need to prepare to move. Gain from our successes-- and errors.
Start with "Why?".
The most crucial factor to consider our professionals shared was the importance of "Why?".
" Why are we moving workplaces?".
" Make sure everyone knows the 'why' of the relocation," says Slater. "Individuals respect transparency. You need to describe whether it's going to be better or even worse for them.".
Let's face it, companies move for lots of factors-- sometimes not-so-good and in some cases great. Even if you have to move for a negative factor, it's crucial to transparently communicate why the move is needed.
When the group was significantly smaller sized, we moved into our old workplace back in 2010--.
Naturally, plenty of relocations featured great deals of great news too-- growing teams, expanding income, and brand-new chances. Even when things are looking brilliant and sunny for your company, do not take the 'why' for given. You're still asking individuals to alter their routines, which in many methods is more challenging in excellent times than bad.
" All communications regarding the relocation ought to always begin and end with the crucial vision of why we're moving workplaces and why this is necessary," says Wollemann. "Even when it's just an email about logistics and timeline, it is essential to bear in mind the 'why' when you're asking people to alter a significant part of their regimen.".
" What's in It for Me?".
Even the most selfless team player will have one big concern about any workplace relocation: "What's in it for me?".
Transitions and routine changes are hard for everyone, and a few of the changes may 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 advantages individuals can anticipate from the brand-new digs.
Moving offices is a huge (and costly) decision.
" If you're moving someplace with top notch amenities, it's a huge 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 advantage of your brand-new area is, buzz 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 workplaces is a big decision-- a very pricey decision. Make sure you're picking members of your move group wisely, and not just throwing any prepared volunteer into the mix.
Our team was purposefully selected based upon their skillsets-- interactions, change know-how, design, method, etc. Each individual had a function to play, and that function was vital to an effective relocation. "Plan individuals's roles ahead of time on the move team," states Vassallo. "Make certain you have your needs covered.".
Regardless of the accumulated skill, there were a couple of areas our team could've utilized some additional assist with (operations being a big one). "Specific things I handled may have been much better managed by an operations expert. For example, hiring the mover, coordinating all packages, what groups need what, and what kind of things they own.".
" Having the best team of individuals to collaborate the move and divvying up obligation is really crucial," says Christophe. "We had a truly excellent group, that made it easier.".
Communicate Early and Often.
" Step one is creating a communications strategy, where you outline the before, throughout, and after the relocation, and make certain everybody has info about crucial dates," recommends Wollemann. The group set out a detailed timeline, with corresponding dates for when essential items would need to be interacted to the business-- junk cleaning days, last day to pack your box, last day in the old office, first day in the new office, and more.
When moving offices, make sure to thank those who made it happen!
Communicating early and often applies beyond simply your own company too-- make certain to validate with outside vendors like the moving company months ahead of time. "Start the relocation a minimum of 6 months in advance, not 4 weeks like we did!" states Vassallo. "When I contacted the moving company, they believed I was insane.".
The majority of commercial workplace structures aren't going to let movers mess up their great elevators with moving carts and heavy furnishings. "What time individuals can come, using freight elevators, what time people can use the freight elevators, additional expense for moving after hours, then collaborating with the new building to have that all take place on the same day.".
Know Your Employees ... and Their 'Things'.
Not all departments in your business are developed equivalent-- each team has their own needs and devices. The HR team requires a room with some privacy for interviews and other delicate meetings. And the finance team needs filing cabinets for accounting documentation.
Besides understanding what they'll need in the new place, be prepared to deal with devices and other miscellaneous items that go unclaimed at the old office. "I found that a great deal of things weren't declared by anyone, and someone needed to decide what to do with it. For example, all the workplace materials in the office that technically didn't come from any a single person. Someone needed to decide what gets tossed and what requires to come with us.".
Nail The First Day.
You never get a 2nd possibility to make an impression. The first day of a move will be busy no matter what, however do everything you can to make it a celebratory environment and a smooth transition.
Producing a celebratory environment on day one was a critical component of our workplace move.
" 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 structure and where am I sitting?" states Wollemann.
The website moving committee produced a welcome package that had instructions on all the essentials of arriving to deal with the first day and paired that package with a live presentation a read more few weeks before the relocation letting people understand what to expect-- where they would be sitting, how to get in and out, public transport options, 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, everything," says Slater. "Require time to fix even the tiniest of issues and take care of the requirements (not the wants) of individuals, either through technology, design, or education.".
There were a few items the moving team, in retrospect, dreams were handled in a different way. Relocating to a new office, for us, suggested lots of new IT systems to execute-- brand-new printers, brand-new docking stations for laptops, new structure security, and more. The IT group set-up a war space where people could stop by for assistance on the area, but numerous problems might've been prevented by perhaps a team-by-team technology orientation.
Despite that minor inconvenience, 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 unexpected elements of our relocation is simply how invested individuals would remain in checking out the lunch areas in our brand-new neighborhood. 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 included information about the neighborhood, but I wish we included more options for lunch," states Christophe. "The alternatives we put in there were more unique celebration kind of locations (i.e.-- more costly), and not every day lunch choices.".
Prepare people for their new culinary surroundings. Scour Yelp for the best sandwiches, salads, tacos, and ramen, and make certain 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 team can eat in their brand-new digs.
This action did generate a fun and innovative solution-- our team has actually now begun a shared spreadsheet where individuals can go into fun, cost effective lunch areas they've discovered get more info with a brief evaluation that anybody on the team can browse for some brand-new choices to try.
The Work's Not Done 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 move group.
" Individuals forget that the move and modification isn't over on the first day," says Slater. "Sustaining modification is the greatest difficulty and it's not typically done well by the majority of business. People will begin to leave cups and garbage around or use the areas wrongly. You need to continuously repeat and deal with issues the very first month as people get used to the area and make modifications so that the area works efficiently.".
The the first day breakfast spread. But remain vigilant, the work's not even near complete!
" The most significant challenge is getting individuals to change their habits," says Wollemann. "One method 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 change is going to be great for the future.".
Do Not Forget to Make It Enjoyable.
Don't kid yourself-- moving workplaces can be a big old pain-in-the-ass. Everyone understands it.
But you can make things more manageable by working in some enjoyable. One method our team did that was by hosting a number of "purge parties." After investing years in one office, we had 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 cleaning, the group made it fun. Time was blocked out on everybody's calendars for a "purge celebration," complete with tacos, beer, and music.
Big trash and recycling cans were brought in and everyone in the business was motivated to let go of all the junk they've built up for many years. Old paperwork was shredded, conference swag donated, and drawers filled with napkins and plastic spoons from lunches previous were tossed away.
Throughout the 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-- featuring the brand-new address, naturally.