Office Relocation Made Easy

There are many reasons a company may decide to move such as an expired lease, expansion or consolidation. But before visions of moving boxes and migraines dance in your head, lay a solid foundation of planning and clear expectations with a good Project Manager to pave the way for a much smoother move.

Know your Options

It is important to review and evaluate all of your options, which may include extending your lease in your current location and reconfiguring or relocating.  The evaluation process typically includes a market review with a commercial real estate broker, space planning with an Architectural firm and a project manager.  Once relocation has been chosen, multiple processes are put into simultaneous motion. The conductor of all this activity is the Project Manager.

Project Manager: Inside or Out?

Companies can decide to either appoint a project manager internally, or they may outsource this to a professional project management firm. The biggest benefit of using an internal employee is the cost savings. The upside of outsourcing this role includes moving experience, focus, objectivity, and preventing employee burn-out.

All Aboard

A good Project Manager (PM) will quickly assemble the team. An architect is key in the process: one who relates well to the client and understands their needs, goals and objectives. The appointment of a general contractor (GC) is followed by the selection of other vendors, including an office furniture vendor, telecommunications; IT, security and AV services, which all have a significant impact on your new space.

Once the key players are on board, the PM defines the tasks and sets timelines with reviews throughout the process to create a seamless transition.  The Project Manager’s  are also responsible for tracking budgets, creating schedules, and defining tasks throughout the life of the project.

From Design to Build

While the architect is developing conceptual designs, the PM is coordinating all the required administrative documents—things such as electrical loads, cooling requirements, and even furniture placement. Once the architect gains client approval on the final design, the major focus shifts to the GC. Once permits have been obtained, the PM coordinates weekly construction meetings between the GC, the architect, the electricians, drywall installers along with other key vendors. While the demo crews are beginning, the PM is ordering furniture, telecommunications, and security systems. There are inevitable complications and delays throughout this phase, all of which the PM must address and be proactive in resolving.  Lead time for ordering supplies, equipment, furniture and installation schedules are critical factors in this process.  Any delays must be appropriately incorporated with the project team to allow for project steps to occur correctly.

The Move

The PM is responsible for interviewing moving companies, assessing space need for individual employees, and preparing employees via all-employee meetings. PMs work closely with the client and the moving company to make the actual move itself go as smoothly as possible.

Employee Communication

A well planned relocation will include timely notification to your employees.  This will aid in more cooperation and planned events that are necessary with the process and also will allow an ease of business down time interruptions.

Conclusion

The approach to Relocating is a significant event for an organization and the project goal is to minimize lost productivity to create a well performed transition for your business. With proper planning, each employee packs up their desk/office items prior to the scheduled move date and arrive in their new location with furniture placed, phones and internet ready to be accessed at each desk and office location.

Relocation Tips:

An experienced project manager or relocation specialist can be key to a smooth move, especially if you follow these guidelines:

Decisiveness:

Thorough planning and timely decision making throughout the process can have significant benefits and aids in minimizing midstream costly changes.  Delays in the process can create additional expenses and affect the transition process causing additional business interruption down time – a costly event for any business.

Project Management Meeting:

Depending on the size of your relocation or expansion, it can be very beneficial to hold weekly meetings or conference calls between all the players involved: the client and their management team or ownership, the employees, the architect, the General Contractor, Furniture Vendor and their Project Manager, and any other vendors that may be involved.

Budget Planning:

Once the site selection and space planning is created, a comprehensive budget should be prepared and bid out to your select vendors.  Alternate costs and details should be reviewed and bid per client’s request.  Furniture selection may have timely requirements for purchasing and installing and must be coordinated with any and all construction teams.  A well planned project plan will take into account all the project steps and coordination that needs to occur plus alternates and options reviewed to offer better options for the client and cost saving benefits where possible. 

Preplanning Saves Money:

Realistic timelines and decision making enhances and protects your relocation plan to stay on schedule and budget to a higher level of achievement.

Workplace Emporium, 355 Woodview Avenue, Suite #600, Morgan Hill, CA  95037  877-335-3050