Office moves are complex projects to manage, involving tight schedules, staff liaison and supplier control, to name but a few of their myriad components. And yet the results of the 9th PHS Quarterly Facilities Management Survey show that the majority of facility managerss (68 percent) manage their moves with no documented process to guide them, and 71 percent are given less than 3 months notice to plan and prepare. Despite such drawbacks, more than half the surveyed facility managers completed their last moves quickly — in fewer than 20 days. PHS’s sample revealed that the key to smooth, successful moves — even with short notice — lies in a combination of meticulous planning and organization (39 percent of responses) and excellent communication (36 percent of responses).
The Survey — which was conducted through telephone interviews with 200 facilities professionals in August 2005 — extracted ‘top tips’ for optimizing the moves process and minimizing disruption, including the following:
• Plan ahead, test your plan and keep to your time schedule
• Partner with major suppliers, like removal companies, early on, so the work is done to your schedule
• Consult with affected departments and other interested parties in advance, involve everyone up front as early as possible.
• Issue a ‘move guideline’ to all staff affected
• Establish a ‘user group’ and nominate ‘move champions’ in every department (pick positive people who are good communicators)
• Send out a weekly bulletin and have regular team meetings to keep everyone up to date
• Shed as much furniture and equipment as possible before the move
• Label everything
• Move outside of office hours
• Always assume a new move will be different to all the others — plan for each one individuall
Amongst other Survey results, it was revealed that most of the sample’s most recent moves were internal or departmental ones (67 percent of respondents), followed by new premises moves (23 percent).
Smooth moves require consultation with a number of people and departments from across the business. IT was the department facility managers had involved most in recent moves (76 percent of respondents), followed by occupants of the department being moved (60 percent), operations (41 percent), property (34 percent) and finance (32 percent).
For more information, go to the PHS Web site.
