What I Desire I Knew Before My Company Moved Offices

Moving offices-- much like moving your home-- is a huge decision, replete with risks and headaches that can sap the resources of even the most prepared business.

We should understand. Assemble recently moved our corporate headquarters from two offices in Midtown Manhattan to a new flagship area in Lower Manhattan. It's a relocation of just 4 miles, however moving over 100 individuals, spread out throughout multiple areas, is never ever a basic task.

To facilitate this relocation, and make sure a smooth shift, the team here at Convene designated a move committee: a group of experts, selected for their specific understanding around issues we understood would occur with the huge relocation. Believe of them as our moving dream team-- the Office Move Avengers.

Four of these professionals were kind sufficient to share their thoughts on the move-- what went well, what didn't, and how other companies should prepare to transfer. Learn from our successes-- and mistakes.

Start with "Why?".

The most crucial factor to consider our professionals shared was the value of "Why?".

" Why are we moving offices?".

" Make sure everybody knows the 'why' of the move," says Slater. "Individuals regard 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-- in some cases excellent and sometimes not-so-good. Even if you have to move for an unfavorable factor, it's crucial to transparently communicate why the relocation is needed.

We moved into our old office back in 2010-- when the group was considerably smaller.

Obviously, a lot of moves come with great deals of excellent news too-- growing groups, broadening income, and new opportunities. Even when things are looking sunny and bright for your business, don't take the 'why' for given. You're still asking people to change their routines, which in numerous ways is more challenging in good times than bad.

" All communications concerning the relocation must constantly end and start with the crucial vision of why we're moving workplaces and why this is very important," states Wollemann. "Even when it's just an email about logistics and timeline, it is necessary to bear in mind the 'why' when you're asking people to alter a huge part of their regimen.".

" What's in It for Me?".

Even the most selfless group gamer will have one huge concern about any workplace moving: "What's in it for me?".

Transitions and regular changes are difficult for everyone, and some of the modifications might make life more challenging for a part of your group (longer commute, less familiar neighborhood). While you shouldn't belittle or neglect those concerns, ensure you're framing the walk around the specific benefits individuals can get out of the brand-new digs.

Moving workplaces is a huge (and pricey) choice.

" If you're moving someplace with excellent features, it's a big message to individuals that our talent is the most important for us and we're going to take care of you," says Slater. "Whatever the benefit of your brand-new space is, buzz that up for the team: more area, better features, better area, anything that frames up the necessary 'What's in it for me?'".

Pick Your Move Team Wisely.

Moving workplaces is a huge choice-- a really costly decision. Make sure you're picking members of your relocation team wisely, and not simply tossing any prepared volunteer into the mix.

Each person had a function to play, and that function was essential to an effective relocation. "Strategy individuals's roles ahead of time on the move team," states Vassallo.

In spite of the accumulated skill, there were a few areas our group might've used some additional aid with (operations being a big one). "Particular things I dealt with might have been much better dealt with by an operations professional. For instance, working with the mover, collaborating all packages, what groups need what, and what example they own.".

" Having the right group of individuals to coordinate the move and divvying up responsibility is truly important," states Christophe. "We had a truly excellent group, that made it much easier.".

Communicate Early and Frequently.

" Step one is creating an interactions plan, where you detail the previously, during, and after the relocation, and ensure everyone has details about crucial dates," suggests Wollemann. The team set out a detailed timeline, with matching dates for when crucial products would need to be communicated to the business-- scrap cleaning days, last day to pack 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 occur!

Interacting early and often uses beyond simply your own company too-- ensure to confirm with outside suppliers like the moving company months beforehand. "Start the move a minimum of six months beforehand, not 4 weeks like we did!" states Vassallo. "When I called the moving company, they believed I was insane.".

That chooses the structure (in fact structures) involved too. The majority of commercial office buildings aren't going to let movers mess up their good elevators with moving carts and heavy furnishings. "You likewise need to collaborate with the building (both buildings) a lot," says Vassallo. "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 new building to have that all occur on the very same day.".

Know Your Workers ... and Their 'Stuff'.

Not all departments in your company are produced equivalent-- each group has their own requirements and equipment. The HR team requires a space with some privacy for interviews and other sensitive meetings. And the financing team needs filing cabinets for accounting paperwork.

Knowing what they'll need in the new area, be prepared to manage equipment 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 person.

Nail Day One.

You never ever get a second chance to make a very first impression. Day one of a move will be chaotic no matter what, however do everything you can to make it a smooth shift and a celebratory atmosphere.

Developing a celebratory atmosphere on the first day was a crucial part of our workplace move.

" It's easy to get lost in the logistics but when it comes down to it, people appreciate a couple of things that will affect them on the first day-- how do I get in the building and where am I sitting?" says Wollemann.

The moving committee produced a welcome packet that had guidelines on all the basics of arriving to work on the first day and paired that packet with a live presentation a couple of weeks prior to the relocation letting individuals understand what to anticipate-- where they would be sitting, how to get in and out, public transport alternatives, and more.

" You need to advise people on how to prepare, and how to be successful in the new environment-- how to establish their desk, their tech, their chair, everything," states Slater. "Take time to resolve even the smallest of issues and take care of the requirements (not the wants) of people, either through technology, education, or style.".

There were a couple of products the moving group, in retrospect, wishes were dealt with in a different way. Transferring to a brand-new workplace, for us, meant lots of new IT systems to implement-- brand-new printers, new docking stations for laptops, brand-new structure security, and more. The IT team set-up a war space where individuals might drop by for assistance on the area, however many concerns could've been avoided by perhaps a team-by-team innovation orientation.

In spite of that small inconvenience, the group nailed the first day experience. "We had a truly celebratory first day (and week) at the new workplace," states Wollemann. "There were swag bags, balloons, unique treats, and more. Making individuals feel truly special was a priority.".

The Lunch Crunch.

One of the most surprising elements of our move is simply how invested people would remain in checking out the lunch spots in our brand-new area. Of all the routines being altered for the folks in our office, lunch unequivocally elicited the a lot of enjoyment and distress.

" We put together a really nice welcome packet that consisted of details about the neighborhood, but I wish we consisted of more choices for lunch," says Christophe. "The options we put in there were more special celebration type of places (i.e.-- more pricey), and not every day lunch choices.".

Prepare individuals for their brand-new culinary environments. Search Yelp for the best sandwiches, salads, tacos, and ramen, and ensure you interact that info 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 service-- our team has actually now started a shared spreadsheet where individuals can get in enjoyable, affordable lunch spots they have actually discovered with a short review that anyone on the team can browse for some brand-new options to attempt.

The Work's Not Done After The first day.

At 5PM on day one, it's simple to breathe a sigh of relief and believe the move is over with.

Not so fast, says our relocation group.

" People forget that the relocation and modification isn't over on the first day," states Slater. "Sustaining change is the most significant difficulty and it's not typically done well by most companies. People will start to leave cups and garbage around or utilize the areas inappropriately. You need to continuously repeat and address issues the first month as individuals get utilized to the area and make changes so that the area works efficiently.".

The the first day breakfast spread. But remain watchful, the work's not even get more info near complete!

" The greatest challenge is getting individuals to alter their behavior," states Wollemann. "One way to encourage that is actually to focus the communications. Even if the sole purpose is to interact the date of something or action they need to take, always bring that interaction back to why this change is going to be excellent for the future.".


Do Not Forget to Make It Enjoyable.

Don't kid yourself-- moving offices can be a huge old pain-in-the-ass. Everyone knows it.

But you can make things more manageable by operating in some enjoyable. One way our team did that was by hosting a number of "purge celebrations." After spending years in one workplace, we had all built up a great deal of things that plainly didn't require to move to the new space. But considering that no one really likes cleaning, the group made it enjoyable. Time was shut out on everybody's calendars for a "purge party," total with tacos, beer, and music.

Big trash and recycling cans were brought in and everybody in the business was motivated to let go of all the junk they've accumulated throughout the years. Old documents was shredded, conference boodle contributed, and drawers loaded with napkins and plastic spoons from lunches past were thrown away.

Throughout the first week in the brand-new office, special surprises were prepared, like afternoon cookies or catered lunch, along with unique welcome bags for every single staff member consisting of novelty chocolate service cards-- featuring the brand-new address, obviously.

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