Guiding Principles for Relocation Management

A successful project relocation plan is essential to achieve a seamless transition with minimal disruptions to day-to-day business operations. Implementation requires the development of a plan that has extensive user involvement to ensure that the relocation is viewed as a positive, collaborative venture. Assistance is required throughout the pre-planning, move management and post-move follow-up initiatives for complex, large scale projects to provide a well-choreographed relocation. Specific guiding principles for relocation planning include:

Step 1 – Communication with key stakeholders and user groups to establish relocation plan goals and constraints at the beginning of the transition effort in order to clearly define the roles and responsibilities for each player involved. An effective communication plan and reporting tools will be utilized throughout the process. Decision-making protocols and document controls for final approval should also be established and understood by key administrators and managers.

Step 2 – Preparation of a detailed relocation schedule, inclusive of all dates, times, procedures, equipment, people, etc., as well as budget development and vendor procurement oversight with a minimum collection of three bids per service for a competitive bid process.

Step 3 – Coordination with the architect, contractor and vendor efforts with the users will create a collaborative decision-making process. Informing all of the AV, furniture, telecom, and computer technology vendors far in advance of the move intent to ensure quality service is provided.

Step 4 – Receive final approval on all relocation-related decisions, including the identification of any special equipment that needs to be moved by a third-party vendor. Coordinate with each department to review final logistics of the relocation process, as well as instructions for packing, labeling, and moving procedures.

Step 5 – Be on-site throughout the duration of the relocation and move process to provide plan oversight. An online punch list document should be accessible by the users for the relocation team to track and monitor all items. A post relocation follow-up should be conducted to address any punch list items to complete and ensure understanding of new work environment.

These relocation plan guiding principles will help create a proactive relocation plan that will assist in the mitigation of any issues and potential “what if scenarios” during the process. Extensive coordination, communication and planning is required to develop and manage a seamless relocation plan that will successfully be delivered on-time, within budget and with zero operational downtime.