Updated: Jul 23, 2019
We have come up with 7 key steps to help you develop proper relocation strategies & avoid costly mistakes. Take it from a company who has been doing it for 32 years!
Step 1: Plan Accordingly
There are two keys to your relocation strategies. Research with company objectives in mind, and planning with a complete company BIG PICTURE. The first step in planning ahead requires that you establish a budget. Have your accountant review your ideas as well as others in the office. Include all expenses and plan on the unexpected. Consider operating expenses as well as capital expenses for new products.
Step 2: Timing
Timing is the second crucial step in planning for your relocation strategies. You should allow for 1-2 extra months for scheduling changes and for those unavoidable delays. Remember to avoid your company's high season. You do not want your highest paid professional being paid to cart boxes or wait for phones to be hooked up. Any down time is costly. Consider a number of options for your relocation. Some may seem to cost more initially but evaluate them objectively and weigh them according to the company "Big Picture".
Step 3: Research
Research each project to be aware of lead time on products and services. Almost every project affects 2 or 3 other projects and it can be a disaster if each is not aware of the others scope of influence. Construction affects data, security, telephone and the move day. The move day affects new product deliveries, and installations. You do not want the new copier to be delivered 2 hours before the company comes to lay the new carpet. The number of vendors present on move day effects the movers and their costs and so on.
Research is the third most crucial project in relocation strategies that often gets skipped. Allow enough time to adequately research each new product. Phones, data, and modular furniture are a few that may require significant lead times. Don't settle for some inferior product for cost savings or because you're in a time crunch, consider the number of hours that will be required to research properly, make a selection and then manage and coordinate each project.
Step 4: Responsibilities
When developing a list of overall responsibilities assign them based on qualifications, not just he or she did it before. A company's move and product purchases are time consuming, complicated and can be very costly. Divide the responsibilities with employees you trust.
Management should review each persons projected time demands for this 3 to 9 month period and establish if their original responsibilities can afford this much distraction or neglect. Be objective, not optimistic. Too much optimism and work killed the cat not curiosity! Many employees who are assigned all the responsibilities for a move either get fired or quit shortly after a relocation. Stress, long hours and little recognition and cooperation are not personally rewarding.
Step 5: Feedback
When you have successfully delegated each responsibility set up a specific time to hear feedback and to set objectives for everyone involved to focus on. Having regular meetings can have everyone giving support and suggestions. Saying everything is handled does not mean that it is. Ignorance here costs more of your company's hard dollars, embarrassment and tremendous down time than anywhere else.
Weekly meetings to discuss problems, (because there are!) should be held to monitor, and maintain the specific progress of each project and insure things stay on or get back on track quickly. If your people need help, they should be comfortable asking for it. Help respond with a solution to their problem, not just an answer.
Establish how priorities should be set for each product or service and what you're buying criteria consists of. Buying to much product or not enough of the right service will be extremely costly and disappointing for everyone.
Step 6: Recommendation
At the end of this phase each person should be able to present to the collective group or management what they are recommending, why and what trade off or sacrifices are being made for cost, savings, delivery times, or company performance reputation. This round table environment can insure that the company's objectives are the same and a good salesperson hasn't clouded the issue.
Sometimes a few objective questions lead to good options not previously considered. The company should get maximum value and the highest quality available for the products and services they are buying.
Step 7: Experience
Whenever possible include somebody who has been through the process before. Each move is an education and it is better to learn from someone else's experience good and bad. Large companies devote people to these tasks exclusively because it's smart, productive and helps them use experience to cut costs without cutting quality. Small companies can implement a modified version that works for them on their scale.
Remember Murphy's Law. Things will go wrong and if your game plan is solid, only a minor adjustment with a small time investment will be necessary to keep your relocation on track.
Still Want To Relocate?
Check out our blog posts:
4 Common Relocation Mistakes Businesses Make:
Change For The Better: The Real Cost Of Moving:
Five Signs That Your Project Is In Trouble:
10 Steps To An Excellent Project & Improved Results:
Trendzitions Commercial Real Estate/Project Management
Trendzitions is a commercial real estate/project management company that has successfully completed over 150 projects in 21 different states. A company that was founded in 1986. They major in everything from real estate planning to facility relocation. Trendzitions will free up to 80% of your time during the move and allow you to put your best players in the positions they need to be in. They will also reduce the headaches, hassles, and heartaches that come along with facility relocation. They are based in Lake Forest, CA.