Plan Your Relocation
Every successful relocation project needs to be well planned from the very outset and there is a clear step-by-step process that should be followed.
Ensure there's a clear need for relocation
Every business considering relocation should ask itself four key questions
- What are the implications of moving for the business?
- What will it mean for staff and customers?
- Is there an option to expand on site?
- Is this the right time to be looking at a relocation project?
The answer may be that relocation is a consideration but nothing more at this stage. Consultation at length with senior management teams internally, including Finance and HR, is a vital part of the process, making sure that all staffing and funding issues have been considered . Methods should be agreed internally along with consideration given to staff communication and confidentiality issues. Many businesses will decide that it makes sense to develop a Communications Plan.
Relocation needs serious thought
Once the decision has been taken that relocation could be the way forward for your business, clearly set out the company's drivers for relocation. These will help to determine the timescales for the move and will focus your planning.
- What's driving the relocation and what is its ultimate aim?
Think about how this relates to business strategy over the next 3-5 years if possible.
- What is an approximate timescale for relocating?
Allow at least three to six months. This will depend on the size of the project, if a plan involves land acquisition for a design and build scheme to meet specific requirements, longer timescales will be involved than those for an existing space which is immediately available. It is important to control the timescale for relocating to avoid being drawn into making hasty decisions. This can be difficult if there is competition for floorspace, but the decision making process should flow in a logical, well-informed manner.
Assemble a relocation team
A project team should be set-up to manage the process and allocate tasks. This will be dependant on the size of the company, resources available, timescale involved and the size of the project. Some of these people will be internal to the business but research will also be needed into potential professional advisors external to the company (chartered surveyor, accountant, solicitor, bank manger, planning consultant, inward investment agency, local authorities).
An internal project leader should also be appointed to take responsibility for overseeing the project and ensuring it is delivered on schedule and within budget. Typically this role will be undertaken by a facilities manager, finance director or other senior manager. It may be appropriate to bring in a professional project manager for the duration, but again this will be entirely dependent on the scale of the relocation involved and the level of relocation experience already available within the business.
