Business and Technology Relocation Planning and Project Management
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PLANNING YOUR OFFICE RELOCATION OR EXPANSION
Regardless of the size of your business, once the decision to relocate has been made, a systematic plan must be setup to accomplish that goal with minimum disruption to daily business and productivity. Failure to allow adequate time for this process can result in confusion, conflict, and cost increases. The following steps offer guidance for a successful move.
PHASE 1 - THE PLAN - 12 Months Prior
Designate a project leader and task force.
Your task force can consist of two to three individuals (no more than three). The team should have regular meetings with a designated coordinator to oversee the move plan and delegate responsibilities. The earlier everyone is involved, including professional consultants (i.e. leasing agents, interior designers, space planner, etc.) the greater the chance that the overall plan will meet with success. Relieve the project leader of as many of his daily responsibilities as possible so he can devote as much time as possible to the move. This is a major responsibility and there are a lot of decisions needing someone's full attention.
PHASE 2 - THE TEAM - 9 Months Prior
Choose a Space Planner/Designer.
By contracting with professionals who specialize in balancing function, space, and aesthetics, the relocation has the best potential for solving your requirements. A planned environment is a productive environment. By carefully planning your new office, you can get the most out of every square foot of office space, stimulate work output and increase company morale.
Develop and finalize the facility plan.
The task force together with the space planner/designer should solicit and evaluate staff input relative to current problems and needs. A plan should then be designed to facilitate those needs as well as projected growth within the boundaries of a predetermined budget. At the earliest possible opportunity, consult with furnishing professionals regarding furniture options.
Know how long your furniture takes from time of order to delivery and mark the "order date" on your timetable calendar. There is nothing more frustrating than moving in only to find your furniture has not yet arrived.
Advertise and interview for additional staff.
This process should begin early to allow you to have time to be selective in securing the best possible people.
PHASE 3 - THE LEASE SPACE - 5 Months Prior
With a firm grip on the facility plan, along with the guidance of a leasing agent and space planner, this can be accomplished efficiently and lessen the risk of securing a place that will not accommodate projected needs and growth. The lease should be written with its commencement date set as close as possible to the expiration date of your old lease.
Order new furnishings, equipment, and a telecommunication system.
PHASE 4 - FOLLOW THROUGH - 2 Months Prior
Select and schedule mover.
Set up a meeting with your mover to lay out a preliminary schedule for the upcoming project. This should include the following topics:
Invite your mover to participate in all moving activities. This interaction gives the mover an opportunity to understand your operation and gives your staff access to a resource that will clarify important issues related to the move.
Let the mover meet the other vendors involved with your move, i.e. technicians, installers, etc. Working together directly helps them solve problems for you.
Communicate with your staff the status of the new building, construction, furniture, computers and telephones during the months leading up to the move. Effective communication will contribute significantly to the success of your move.
Keep your move plan as simple and concise as possible. It is important to recognize priorities, but once those have been addressed, allow the mover to conduct the move in the way they determine to be most efficient.
PHASE 5 - IMPLEMENTATION -1 Month to 1 Week Prior
HOLD GRAND OPENING!
Give yourself time to get settled, to have all furnishing touches in place and then have a wonderful time. Remember, a move gives you not only the opportunity to relocate, but also to improve the many facets of your business.
Call us now to help you plan and mange the whole thing!
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