An office relocation is an experience as exciting as moving homes but multiply those grand expectations with 80 – that’s the current headcount of Airtame at this moment.

My name is Ana, and I’m Airtame’s proud Employee Experience Manager. It’s my goal to help Airtame employees feel at home, whether in a temporary space or in a new office. It’s also my job to make sure every move goes as smoothly as possible.

These are my learnings from going through several moving processes with big companies and how I plan to apply it with the upcoming Airtame office relocation.

Planning a new HQ

While some employees work remotely and others from our cool office in New York City, the Airtame HQ in Copenhagen is the core of our culture. The people working here regularly should, of course, feel at home, but when those remote workers come to visit, they should feel welcome too.

Not only that, but we’re also trying to push our limits in the way we design our new office space. It’s an old building that we are completely renovating, and we thus have the opportunity to start from scratch and try to fit in all of our needs – plus a little something for the future.

We want the Airtame HQ to be one of the best working spaces in Copenhagen, a space that accommodates everyone’s needs. It should be a space that both nurtures teamwork and communication while still making room for deep solo work.

Plan, prepare, test, repeat

Moving offices is not just about showing up on Monday morning at a new address; it can be a key experience in any employee’s journey if organized well. It’s a chance to work together and help form the new surroundings, and I’d actually go so far as to say it’s an empowering exercise for everyone involved.

Ever heard Abraham Lincoln’s famous words: ’’Give me six hours to chop down a tree and I will spend the first four sharpening the axe’’? We took those words very literally because we believe a smooth transition, in this instance a move, should always be founded on excellent planning.

I’ve helped Airtame move once before, and I’ve learned in the process that there are five important steps to consider:

1. Prior to the move

This is in some ways the most important part of the whole moving process because, without it, the move will be chaotic and stressful for all parties involved.

Everyone has an opinion about seating plans and new furniture, and while it’s great to have democratic processes in a company, it’s impossible to let everyone get a say. That’s why we sat together the interior designer, our two CEOs, and the People Team to prepare the moving process.

Important steps to consider early on

• List all tasks for the move. Rank them by the level of urgency and priority
• Contact moving companies to get quotes asap
• Do inventory. Moving is a good opportunity to declutter and sell or throw out or donate things that are no longer needed
• Inform relevant authorities of the new address: who needs to know of your move? Resellers, suppliers, postal services
• Figure out a seating plan. This is a tedious task and should not be rushed
• Delegate tasks and make sure someone is in charge. For Airtame, that’s me. It ensures efficiency and order throughout the process

2. The teams’ contributions

Clear communication is extremely important both before, throughout the move and afterward. Keep your employees in the loop with updates about the moving date, seating plan, moving schedule, and general expectations – it ensures transparency around the planning and keeps people engaged.

Even if you don’t have anything to communicate, I believe it’s important to notify what you’re doing, so something as simple as reiterating the current status will still be of great value.

When the big day is soon approaching, encourage the team to get involved. Use this opportunity to engage employees socially and gather people in groups to oversee specific projects such as guiding the movers, wrapping coffee cups etc. Make the experience enjoyable for everyone and think of it as an opportunity for your colleagues to bond with each other.

3. The move

This is the big day. Last time we moved, we planned on doing it during the weekend so everyone would arrive on Monday morning to a brand new office. We’ll do the same this time around.

How well the move goes depends very much on the planning beforehand, however. My best advice is to plan for it to be smooth, structured, and perfectly organized – but expect it to be messy and challenging!

IT equipment such as networking setup is the first thing that should be moved. While it’s nice to have the plants safe and sound at the new office, it’s more important to get the network up and running.

We’re hiring a moving company but I’ll be overseeing the move as the “move manager”. It makes sense because I’ve sketched out the seating plan and know where everything and everyone should go. We encourage our employees to join and move lighter objects such as plants or their personal items, but they should refrain from moving anything heavy – that’s why we hire professionals.

Luckily our new HQ is located right next to the building we’re staying in now, so even if the weather gods won’t indulge us, we are not going to have a huge problem.

4. First day at the new office

Unpacking and getting settled is necessary and important, but the first day at a new place shouldn’t only be about those dull tasks. We want to celebrate the fresh start with something nice for everyone. I think bubbles and cupcakes are definitely in order!  

5. Adjustment period

This stage is usually the most underestimated phase of a moving process. It’s not over once all the furniture has been moved from A to B; it continues with the settling-in period. In my experience, this phase can last several weeks until everything is fully functional, the storage spaces are all sorted, the new canteen is fully equipped, etc.

Handing over the old space is part of this phase too. Sometimes there are things that need fixing before a handover and this takes a lot of time and focus away from settling in in the new space. This is one of the reasons why I think this stage shouldn’t be underestimated, so plan on tackling the ghost of the old space before it’s too late.

In the adjustment period, other challenges could arise. This is where all the planning that went into the moving project beforehand has to stand the test. Remember that all good intentions might not work in reality, such as seating plans and desk setups. Play around with it, gather feedback from employees, and start implementing changes thereafter. Nothing has to be perfect from the get-go.

The Danish rules on health and safety state that we must have a health and safety organization made up of certified employees that represent all of Airtame. They’ll be helping me and the rest of the People Team gather feedback via online surveys, a physical “feedback box”, and open discussions with their co-workers. Sharing the work with them makes sure I’m not missing something.

Ready for a new chapter?

As you can tell from my post, moving offices is both an exciting and challenging project to handle. Don’t underestimate all the hard work that comes with it. That being said, I also think it’s important to add fun to it where applicable, make it a social and enjoyable experience for everyone involved. With these five steps, you’re well on your way to a smooth move.

Have you gone through the chaos and excitement of moving offices? We’d love to hear what your journey looked like. You’re always welcome to stop by our brand new office in Copenhagen – we hope to see you there!

Looking for more business advice? Check out our 50 tips for better business meetings and the upcoming work trends coming to an office near you

The post 5 steps to successful office relocation appeared first on Airtame.

Whether the impression is good or bad depends on you, but also the aesthetics of the reception area or lobby – the first thing your visitors will come across when they enter your workspace.

It’s the first room you encounter in any business, and that makes it a very prominent space to influence your guests. That’s why we included the reception area in this article series so you can decide for yourself whether it’s beneficial for your company (hint: it’s not necessarily for everyone).

The essentials:

• The reception area can be big or small, but they should be easy to figure out no matter the size
• It provides an excellent opportunity for reflecting your brand’s values and making a good first impression
• Companies can benefit from a visitor management system and clever signage options

Check out the other rooms we’ve explored previously: the all-hands room, the conference room, office pods, and the huddle room.

What is a reception area?

The reception area is the first room you enter in a workspace. It’s located by the entrance and can be either big or small. Its primary function is to greet visitors and guide them on their way to meetings, but it has many other uses besides that.

It can provide a waiting area for guests, delivery, and pick-up of parcels – besides an overview of the office. It’s the physical space that directly reflects your company’s values, which is why it’s so pertinent that you put some thought into how it looks.

Welcoming staff

A “floating receptionist” could be sufficient in mid-size companies, whereas larger companies need a full-time receptionist. Having someone dedicated to taking care of guests, packages and incoming calls frees up time from other employees and exudes a sense of order. For a smaller business, however, a sign-in kiosk and good visitor management system is more than enough.

A receptionist is often likely to double as an office manager or People Operations employee.

Security

The reception area is accessible to many people, so video surveillance is a necessity – unlike any other space in an office, where video will most likely frustrate employees (and could be illegal).

A well-thought-out Visitor Management System (VMS) is also an excellent initiative for enhanced security if you don’t have a full-time receptionist to check on the entrance area.

What is a VMS? It’s something we see trendy in more technologically advanced businesses. Ostensibly, it can be anything as basic as a propped up tablet device that allows guests to check-in to the office and obtains a visitor pass if necessary, while notifying the associated employee that their guest(s) have arrived.

Inviting

The reception area is the first thing in-person experience for any guest, and it reflects the way you run your business. Every office is messy, but your reception area should never be.

Don’t use the reception area as a holding area for trash, food deliveries or stacked packages. Keep it comfortable, yet elegant. Clean and tidy, yet inviting.

High-traffic

This is such an obvious point but nonetheless very important to remember.

Regardless of what it looks like, this area is bound to have a lot of foot traffic both from employees and visitors.

A reception area that only looks beautiful when vacant is not a properly functioning one. Allow for easy movement and put in areas to wait, sit or relax.

On-brand

The reception area is not only your chance to make a positive first impression it’s also the perfect opportunity to showcase your brand identity. As this is the first glimpse of your company that visitors will get, it plays a vital role in the interaction you will have with them.

What message do you want to convey? What clients are likely to come by and what do you want them to understand about you as they enter your workspace?

Match the decor to your audience, show off your product and personality if it makes sense. If you specialize in AV gear, why not showcase it right there in the reception area?

How to set up a successful reception

The reception is nothing without a defined procedure for visitor management. This is something HR or the People team should factor in and define for the company. What is your approach to welcoming guests? How do you greet visitors and what do you want them to think about the business as they enter?

You need a waiting space, but not necessarily a front desk. If you have many visiting teams, make sure there’s enough room for them to gather while they wait on you. We recommend a few couches, armchairs, coffee tables, coat racks … things that feel comfortable.

People likely (hopefully!) won’t be staying long in the reception area, so consider something comfy.

If it doesn’t make sense to hire a full-time receptionist, go for a sign-in kiosk instead. A sign-in kiosk is actually a good choice no matter the size of your company because it alerts the right people and keeps track of visitor data.

Make sure the high-traffic reception area is secure, perhaps even under video surveillance. If you don’t have a receptionist stationed full-time in this space, you’re giving unwanted guests easy access to all the bling you’ve put in there.

Ample storage, the right furniture, durable floors, mats, and runner rugs all attribute to a more functional reception.

Even if you’re not keen on using your reception area as a way to communicate your brand values, there should still be something concrete about your business – so people know they are in the right place.

And, above all else, make sure it’s inviting! Don’t leave last week’s coffee cups or a pile of mail by the front door to trip over.

Reception area technology

It’s no secret that we’re big fans of digital signage. The reception area is the perfect place to showcase signage TVs – and Airtame is a perfect multi-function device to help you deliver informative, useful or playful content to visitors.

Elsewhere in tech, the sign-in kiosks we mentioned are actually already quite common in reception areas, and they really lift the purpose of the room.

Using that, visitors feel taken care of while you get the right notifications. In a bigger company, a large display could also be used to relay relevant information such as public company news, values, recent successes, use cases – you name it.

Is a reception area for you?

As we’ve pointed out a few times already in this article, the reception area doesn’t make sense for companies of all shapes and sizes.

Established, larger companies that highly prioritize security and put a lot of value in an external aesthetic can benefit greatly from having a designated and well-designed reception area.

Some more experimental companies or those that advocate for a flat hierarchy might find the very concept of a reception area and receptionist old-fashioned; that it’s the responsibility of everyone in the company to carry the brand values and welcome guests when necessary.

Of course, any company with many visitors is bound to put some thought into how they greet their guests, and the reception area provides the perfect opportunity to do just that. So if you decide to have a reception area, you can watch this short video and learn how Airtame can transform your blank standby screens:

The post Office essentials: the reception appeared first on Airtame.

Usually at some point in every business, startup or otherwise, you realize you can’t take of everything by yourself. That’s when it’s time to hire someone who can do the job more efficiently than you, freeing up that time for you to bring income to the company.

It’s an often overlooked position, filled by an unsung hero. Not only does an office manager help create flow within the business, they keep the whole ship afloat, and everyone onboard happy.

We believe an office manager is essential to a smooth-running office, especially in an ever-changing environment like that of a growing company.

Wait, what is an “office manager”?

The office manager’s responsibilities vary depending on the size and type of organization. The role tends to take many forms, ranging from financial overseer and liability supervisor to recruitment officer and secretary. They are the jack of all trades in any office, fulfilling roles and duties that fluctuate over time just like your business.

Airtame has its very own office manager too. Her name is Ana Visan, and she’s been working with us since the beginning of 2018. She’s from Romania, but now she’s based here with us in Copenhagen where she acts as the backbone of our HQ office.

When the company’s growth is skyrocketing and transitioning from an intimate, cozy group of 20-30 people to a bigger company of 70-100 employees, it can be quite a challenge to keep up with the same casual and liberal culture. Ana is a true office savior. She keeps up the same cozy working environment without weighing it down with impersonal policies and forms.

In tribute to the amazing work Ana does at Airtame, and in celebration of hard-working office managers everywhere, we’ve compiled a list of eight reasons why an office manager will enhance your business.

1. Culture booster

The office manager is one of the few people other than the CEO or senior staff members who interact with all employees of all levels every day. Having a central point of contact offers stability in a chaotic environment and could also generate a better sense of community. They do this by overseeing social calendars, keeping everyone in the loop and establishing a concise onboarding process. A strong office manager can act as a human troubleshooter who spends time nurturing social connections and working relationships across all departments.

2. Organizational overview

Many business owners take it upon themselves to handle day-to-day office operations, but it takes away time from growth potential and business opportunities in the long run. It’s a demanding responsibility to oversee many different operational tasks, but it’s something an office manager with stellar organizational skills handles well.

Everyone knows that coordination between top management and floor workers doesn’t always run seamlessly, and that’s where the office manager can shine. Handing over responsibilities can be painful, because you, as a business owner, would like a good grip on everything that goes on in the company. Delegating tasks can help you focus on ROI tasks and achieving your goals while the office manager takes care of administrative work.

3. Facilities management

Imagine a situation where you have an important business meeting planned – prospective clients are visiting the office and while they’re mainly concerned about what you have to offer, they will notice the general tidiness of your office. Who takes care of the toilet when it stops working? That light bulb that needs replacing?  While the office manager can’t fix every practical issue, they can find someone who can.

4. Equipment and supplies

Chances are that you will run out of toilet paper at some point. You don’t know the content of every shelf and cabinet, but your office manager does, and that’s why they’re a lifesaver in many cases.

5. Backbone of the business

An office manager can bring a sense of realism to a work environment. When sales targets or engineering hackathons highlight the ambition and growth of a company, an office manager provides just the dose of realism needed for a workforce not to lose sight of the present.

6. Secretary superstar

Keeping track of meeting schedules, lunch terms and supply prices fall under the remit of an office manager. The office manager isn’t your personal secretary, but some secretarial duties are best done by an all-hands person in your office.

7. Financial operator

Depending on what type of business you run, you might need an extra pair of hands to take care of financial issues, such as making sure bills are paid on time. In the end, your business could save money by having an office manager because they know how to negotiate prices. They remember where the good deals are on hardware, lunch and office supplies, and they know when to restock.

If you experience steady growth, you will need to relocate at some point. That’s when the office manager comes in handy. They know every person working in your company as well as their needs, and that’s why they’ll excel at figuring out whether a potential new space is the right fit. The logistics involved with a move is a time-consuming job for any person, and it takes away your focus. Leave it to your experienced office manager instead.

8. HR duties

A good office manager will create an office handbook or update the current one. They will have the answers to questions about personal holidays, sick days or maternity leave.

They enforce the rules, so you don’t have to, but at the same time they’re the go-to person if any issues occur. It’s smart to have that central point of communication that everyone can rely on instead of asking questions left and right. Concerns will be answered a lot faster, and your employees will be happier.

As we’ve outlined, an office manager is a vital member of any business. And yet, they are probably the most under-appreciated. When was the last time you asked how they are doing of if they need help?

If you have an office manager, remember to always respect them and say thank you every once in a while. With them, the amount of work you’ll be able to get done will increase along with the quality. Without them … need we say more?

Interested in a job at Airtame? We’re hiring! Take a look at our open positions.

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