Business and Technology Relocation Planning and Project Management
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Is There a Relocation in Your Business’s Future?
Have you ever been faced with the daunting task of moving, remodeling or consolidating your business’s facility? Or maybe it’s time your business upgrades to the “technology of the future” which, in the time it took to read that, has more than likely passed you by. Or, do you find yourself asking your real estate broker or property manager for references relating to IT, telecommunications or furniture?
If you’ve dealt with projects like these in the past, you know they can be very costly, both in time and money, especially when not planned and managed efficiently. In addition, they most certainly mean change…and for many, change is difficult.
On the other hand, these projects can open up a multitude of possibilities for many businesses. For example, moving or remodeling a business can be disruptive and time-consuming. However, it may also offer the opportunity to design the new space to allow for better interaction between departments, increasing productivity and communication. This type of project may also offer the chance to shatter the status quo – and to increase business – or be a prime opportunity to change your name, logo or update your company’s image. As with most critical projects, how they are perceived - and managed - will have a major impact on their success.
Pre-planning, including having a clear vision of your company’s goals, is the first step in the right direction. If you’re like most people, the crystal ball you use for predicting the future may be somewhat cloudy. Therefore, when faced with making decisions that have a direct impact on the future of your business - especially in today’s economy - you’d better bring out the BIG bottle of glass cleaner! It’s important to understand how today’s technology, together with the facility you occupy, can impact and support your company’s goals.
Planning is the next critical step. Begin preparing for the actual change at least 6 months in advance, if possible. A series of meetings can help management think through the project, determine who will be responsible for each part, and explore what the costs and effects could be before, during and after the project is completed. Having a contingency plan is also highly recommended.
Deciding how to manage your project is crucial. Do you manage the project internally, and suffer through the inevitable disruption to your business for the project’s duration? Or do you outsource the project and allow your employees to continue being productive and focused on your business? Studies have found that two-thirds of internal move coordinators who did not seek outside help when relocating their company, eventually quit, took a leave of absence, or were fired or demoted.
Enlisting the services of a seasoned project manager will help guide you through the maze of decisions required in this multifaceted and critical process. These professionals bring significant benefits to the table. When managing the bidding processes, they can often negotiate discounted contracts with potential vendors, offering the highest level of quality services, based on previous or future work. They can also coordinate all trades involved, and continually track project costs and schedules. The project manager can become your one point of contact throughout this multifaceted process.
An example of a fast-track project is EBay's customer service center in Salt Lake City. Paradise Communications managed multiple parts of the project, coordinating with the various trades involved including construction, cable and wire, telecommunications and IT, to ensure all aspects of the project were ready for the EBay’s scheduled move date. Paradise Communications provided checklists, schedules and schematics to help the IT and Facilities Department coordinate their internal preparations.
The project went very smoothly, with the services provided by Paradise Communications enabling IT and the Customer Service organization, to manage the daily operations of his organization with minimal disruption, and helping to preserve their professional image.
An example of a larger, more complex relocation project was building a new office with a Network Operations center, small data center for the eastern region to support Loudcloud network customers. After a coupe of years of rapid growth, Loudcloud needed a local presence in the East coast to monitor and manage network clients in the eastern region. While taking advantage of the opportunity to improve their company image, Loudcloud requires a well-designed, functional location for current and new employees. The project also includes an upgrade to their computer network and telecommunication infrastructure, UPS and Generator system in the event of a power failure, combined with the move of Loudcloud’s employees and company assets. All of these obstacles must be overcome with as little disruption to Loudcloud’s day-to-day business as possible. We provided the design and project management to allow the internal staff to stay focus on their main business.
Loudcloud has taken advantage of outsourcing the management of this complex project to ensure that all areas are managed effectively and their client service is unaffected. After modifications were complete, Loudcloud moved into their new location during 2000. The layout of their new facility, in addition to an updated telephone and voicemail system and a new wide area network (WAN) connecting their additional office to Silicon Valley headquarters provided for better communication and increased productivity that could ultimately improve their bottom line.
These two examples have been managed by following the same processes: pre-planning, planning, implementation and follow up. Consequently, if a project is not managed efficiently, it could mean increased project costs, loss of sales and productivity, and missed deadlines. Although every project is different, all have one thing in common, the need for competent coordination and management. A professional project manager can provide the guidance and expertise to help maneuver you through each of these very important steps.
Now look into your crystal ball and ask – Can you truly afford not to hire a professional services firm to manage your company’s most critical project?
If your business is considering a facility, IT or relocation project, Paradise Communications project management and consulting services will make the process considerably easier. Our services also benefit the commercial real estate broker, both when asked by their client for recommendations relating to their move or expansion project, or when a strategic analysis is required to evaluate the feasibility of potential location options. Property managers benefit when a tenant’s project is managed smoothly and efficiently, helping to preserve that long-term relationship. For more information, please contact us at Info@Paradise-Communications.com or call 925.736.5042.
Contact us today to discuss how we can help you!
Paradise Communications Phone: (925) 683-7916 E-Mail: Info@ITRelo.net
Last modified: 10/04/08 Paradise Communications 2005 Paradise Communications