In “Creating an Office Relocation Project Team, Pt. 1,” we outlined three key roles in the office relocation process. Delegating a relocation coordinator, an office telecommunications coordinator, and partnering with office movers are all important steps in making sure your office relocation goes smoothly.
In many companies, however, the sheer amount of employees moving calls for more roles to be added to your office relocation project team. In Dennis A. Attwood’s, “The Office Relocation Sourcebook: A Guide to Managing Staff Throughout the Move,” he introduces more roles that can assist executives throughout the moving process.
During smaller moves, the task of scheduling typically falls on the relocation coordinator. But when your move is large enough, you may consider delegating scheduling matters to one of your most organized, punctual employees so the relocation coordinator doesn’t become overwhelmed.
According to a panel of experts at the Project Management Institute (PMI), the role of a scheduler is best served when one observes both of these rules:
Identify and Communicate Team Member Expectations
This an area where your project scheduler must coordinate with your office movers and relocation coordinator. “Once the project team has been established,” the PMI panel states, “ask for their input on the schedule to ensure it is reasonable. This is especially important in environments where budgets are tight.” In order to avoid time-consuming and costly surprises, communicating expectations between your project scheduler and the rest of your office relocation project team is important.
Build the Schedule Around Deliverables
It’s rather difficult to follow a schedule that isn’t being executed the way it was organized. Project Schedulers should be among the first people who are made aware of deliverables for moving prep, for the actual move, and for when the move is over.
Building Services Coordinator
Your building services coordinator (BSC) assists your office relocation project team by taking care of matters pertaining specifically to your former and future locations. Paperwork, keys, and any specific instructions from either landlord should go through your BSC.
On top of that, your BSC should manage the following:
- Plan/implement installation of voice/data lines
- Manage keys and security for employees
- Orient employees to your new location
- Assist move coordinators in post-move deficiencies
- Arrange building clean up after moving out/before moving in
This is where hiring a furniture provider to do your office moving really comes in handy. When the same team of experts who are moving your furniture from one location to another are also given the task of coordinating your furniture, you can save on costs and time.
McCoy-Rockford’s office relocation experts know best practices for the particularities of office moving situations. By making our experts a part of your office relocation project team at the beginning of your moving preparations, you add not only office moving logistics, but also decades’ worth of experience in revamping your company to continue growing even after your move is complete.
- Delegate scheduling to a project scheduler and keep them in the loop as often and quickly as possible.
- Assign a building services coordinator who’ll be in charge of logistics and equipment when it comes to your previous and new location.
- Partner with furniture providers who also provide moving services and assign them the role of “furniture coordinator” in your new location.