What’s the Secret Ingredient to a Painless Office Relocation?

There’s seemingly no end to the number of potential mishaps that can occur during an office relocation. Items can break. You can go over-budget. It can take longer than expected to get business operations back to normal once the office relocation is finished.

Needless to say, you can use some help.

One of the best moves you can make in advance of an office relocation is appointing a project manager. As the point person for the office move, they can address any concerns that arise during the moving process while allowing you to continue doing your job.

First, let’s discuss what makes a great project manager.

Easing the Load

At the most basic level, a project manager serves as the go-to person for a company’s office move.

Whether they’re providing daily updates to management about progress made toward completion of the office relocation, or fielding calls from moving vendors, the project manager wears many hats. It’s not a role just anyone can take on.

If you chose to appoint one of your current employees to take on the role, there are a number of skills you should assess before making a decision. First, you need to evaluate a prospective project manager’s organizational skills. They will need to be able to manage their time effectively given the sheer number of deliverables for which they will be responsible.

The employee also needs to be a skilled communicator. Throughout the moving process the project manager will need to correspond with a number of individuals on a daily basis, including members of your business’ management team as well as the moving company and any other vendors. Miscommunication can lead to unnecessary delays and additional costs.

In many cases, it’s best to ask any office relocation company you’re considering if they include project managers in their moving package. Not only will they allow you to keep your entire workforce doing what they do best, but they will also likely have the experience negotiating with vendors and coordinating with all parties involved in the office relocation process.

No matter whether you choose to appoint an in-house project manager or work with one from an office relocation company, it’s important to outline your expectations during your initial meeting. Here are a few basic expectations you as a manager should have for your project manager.

1. Ensure the Office Relocation Process Proceeds Smoothly

A lack of coordination between all involved parties can doom any office relocation.

Whether it’s the result of miscommunication or poorly designed systems of organization, a disorganized office relocation can harm company production and increase costs. A good project manager should present you with a detailed plan on how they will coordinate action between all involved parties from the outset.

Their plans should include systems of organization and planning for the move, such as checklists and timelines for all employees and members of management as well as how they will track progress toward completion of the project as it proceeds. The project manager should also detail how often they will meet with vendors associated with the move and the ways in which they will communicate any in the moment changes to them.

2. Save the Company Money

Experience is crucial during an office relocation. Simply understanding what is and isn’t possible can help you save a substantial amount of money over the course of the moving process.

A good project manager should understand current design trends and be able to clearly articulate how they can configure your company’s belongings to fit into the new space. By doing this they can help save you money by avoiding the need to purchase new furniture and equipment for the new space.

They should also be able to identify less noticeable areas of cost savings. For example, if your company is moving into an older office building, the project manager can negotiate with contractors to install additional electrical outlets, which your company would likely pay more for in the future.

3. Maximize Your Space

We’ve previously discussed how companies lose money by paying too much for rent. Sub-optimal office configuration can lead to managers believing they need a larger space than is actually necessary.

Again, a project manager can help. After surveying your current office space they should be able to determine how your new facility should be arranged, with the goal of maximizing your space in mind. Their estimates should include space for additional growth in the future as any social distancing factors that need to be taken into account given the newly-issued health guidelines in states across the country.

It’s important to check in with the project manager regularly to keep up to date on any updates. The office relocation is ultimately your company’s project, and you have a right to expect for it to be carried out in a timely and professional manner.

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