DETROIT METRO
2723 South State Street
Suite 150
Ann Arbor, MI 48104
734-794-3080
CHICAGO
321 North Clark Street
5th Floor
Chicago, IL 60654
312-273-9805
SEVEN
DEADLY
RELOCATION
PITFALLS
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800-795-3843
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Planning a relocation is a complicated affair. That’s why we’ve compiled the most
common pitfalls that cause business relocation projects to derail. Some simple planning
ahead can help avoid costly mistakes on the project. These seven tips will help guide you
through the process.
Start planning 18 months to a
year in advance, depending on
project size and complexity.
While every move is different, the majority of them
should be planned 18 months to a year in advance,
depending on its size and complexity. It’s also
important to get all service providers and subcontractors involved in the kick off planning session.
Failure to hire professionals to help with site selection,
economic incentives, negotiations, lease review, space
programming and project management will give you
lots of headaches and added costs down the road. Any
professional who works on relocation projects will tell
you the biggest planning mistake is starting too late.
Many organizations fail to properly engage staff when
planning a move. Your team members will be utilizing
the new space and will have insight into how it works
best. However, don’t expect staff to handle design,
construction and relocation management along with
daily responsibilities – this will burn out even your best
team members. Look at how you can cost effectively
augment your staff, as your team may not have the
skillset or knowledge to perform the work.
Initial strategic planning should incorporate all
aspects of the potential project including: business
strategy, real estate requirements, potential economic
incentives, voice and data needs, IT infrastructure,
SEVEN DEADLY RELOCATION PITFALLS
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The most important aspect of a relocation – and most
overlooked step – is thorough planning well in advance
of the physical move. Focus should be placed on the
impact of the business operation, with a strategic plan
for moving people in a manner that minimizes business
disruption.
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PITFALLS
We Have Plenty of Time!
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PLANNING
ADA compliance, security,
business transition issues,
cultural and HR issues, legal
issues, sustainability, facility
and ongoing maintenance needs,
and finally the overall timing. Look at the “big picture”
first with a collaborative meeting as it will go a long way
toward your project’s success. Your team, combined
with a well-chosen external team, will provide the
knowledge and timing to develop a great strategic plan.
QUICK TIPS:
• Determine your business strategy
• Understand your lease, its flexibility
and limitations
• Engage HR to assist with the change
management process
• Integrate team members and trades
early in the process
• Perform a thorough risk assessment
• Hire professionals to augment the
burden
• Understand lead times
• Develop a “big picture” budget
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Capturing as much detail in the beginning from a
number of perspectives in the will help avoid involve
costly changes or living with a design that does not
work or is not flexible. Another common pitfall is to not
address future trends in the design of your new space.
After all, this will most likely be the space that you will
use for the next decade or more, it will be important to
make sure the design for your space keeps the future
in mind.
A good idea when planning a relocation project is to
involve departments and key staff on the design of the
new space. Including employees at all levels allows
input from those who will be using the building on a
daily basis. IT, security, facilities, construction and
other key departments should review the design as
they may have suggestions for making your space more
efficient and appropriate.
Finally, verify the space with CAD drawings. It only
takes the drawing to be off by a couple of inches, or
a thermostat or fire extinguisher being in the way to
prevent file cabinets and other furniture to be placed
as planned. Physically verifying the space compared to
drawings can prevent issues on move day.
SEVEN DEADLY RELOCATION PITFALLS
© 2013 300 Decisions LLC. All Rights Reserved.
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PITFALLS
Putting together a good strategic plan is the first step,
and then creating the detail plan will be crucial. Some
common mistakes include electrical and data outlet
placements not being coordinated with equipment
requirements such as printers or even refrigerators,
inadequate space for storage and files, no coordination
between design and ongoing facility maintenance – the
list goes on.
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The Devil is in the Details
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SPACE PLANNING
QUICK TIPS:
• Check city codes for mandates in
corridors/exits
• Consult with IT for detail on monitor
heights, jack location, etc., and
incorporate into your design
• Plan for mail, office supplies and
miscellaneous storage
• Make sure you have a plan for visitors
and how they get in
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N DEAD
Don’t forget to address
locale changes that will
impact
the
employees
such as new restaurants,
mass transit, travel times,
childcare, parking and environmental changes. Make
arrangements with local retailers for introductory
discounts or offers given to employees. This could be
a fun event and help employees accept the transition
into the new environment.
It’s a good idea to utilize all communication channels
available, but make sure the message is clear
and unified across the board. Failure to show
employees the advantages and necessity for
the move – such as new services, environment,
comfort, adaptability and flexibility – could
make it harder for them to adjust.
A good communications plan will include an
education element. This is especially vital for
organizations that are downsizing or moving
to a smaller cubicle/office setup. Employees
will need to understand why the change is
being made and need to understand how to
use any equipment and furnishings that are
new or different from the existing space.
Providing training on how to adjust new chairs,
monitor arms or keyboard trays will contribute
to a smoother relocation. Setting up a sample
workstation or ‘mock-up’, including samples
of building colors and finishes, will go a long
way in dispelling rumors and myths and is a
great tool to generate enthusiasm about your
new space.
SEVEN DEADLY RELOCATION PITFALLS
© 2013 300 Decisions LLC. All Rights Reserved.
3
PITFALLS
Communication is one of the most important aspects
when it comes to relocation. Employees need to receive
frequent and clear communication, and should feel
that they are part of the process. In the absence of a
dialog, the workforce will start to make assumptions
and rumors will begin to circulate, creating angst and
disruption. Executives focus on the execution and goals
of the project, but employees will want to know how it
will affect them.
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Avoid the Rumor Mill
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COMMUNICATION
Any changes of address,
updated email signature
formats, new voicemail
messages, business card
changes and notification
to any regulatory agencies
need to be communicated,
too. Time invested in
communication will have
an overall positive impact
on employees reducing the
anxiety and angst often
associated with change.
QUICK TIPS:
• Develop an internal communications
campaign for your employees
• Make sure staff has clear expectations
• Keep morale high; create excitement
around the new space
• Give tours of the new space and
install mock-up furniture samples
• Address the rumor mill; use it to your
advantage
• Communicate clearly and frequently
• Make end users feel like part of the
process
• Provide address and driving directions
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INFORMATION TECHNOLOGY
Your Business is on the Line
Determining what the immovable technology
timeframes are and creating a critical path is vital to
the success of the relocation. Make sure to document
the requirements of IT reconnects/placements and set
up a cable management system standard.
Make sure you have a plan to collect and manage
information for equipment that will be moving,
validating voice/data jack requirements as well as user
applications or other specialty needs.
Determine requirements for obtaining your DDI block
and make sure you have enough lead-time to obtain
and verify your new phone numbers. Phone numbers
have a major impact on your business, so setting up
the new structure and format is essential. It may be
necessary to add additional data trunk capacity and
phone/data services in advance of the switch.
SEVEN DEADLY RELOCATION PITFALLS
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PITFALLS
Can your in-house IT staff support a relocation
project without additional resources? This is an
important question to ask when planning a move.
Hiring technology resources takes the move burden
off in-house staff and allows them to focus on getting
networks and applications up and running as opposed
to trouble shooting why a keyboard won’t work.
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You may have plans in
the future to increase
technology
demands.
Verify in advance of
signing the lease that your
new location will have the
adequate bandwidth capacity
that you will require. Even if your
relocation is flawless, you still face major disruption if
the phones and computers are not working.
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Technology is the lifeblood of all businesses. Very
detailed planning will be critical for the extensive tasks
involved in a relocation. Best practices include the
creation of an IT relocation team supported by outside
resources. It is essential IT be incorporated into every
element of the project at every step.
RELOCATI
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QUICK TIPS:
• Stock print/copy areas with paper
before day one
• Train employees how to use new
phone systems and copier equipment
• Provide instructions on how to map
new printers
• Have a backup plan if systems go
down and a way to communicate the
plan
• Hire extra IT staff to plan the
technology switchover
• Notify other locations/offices as to how
the relocation will impact them
• Obtain replacement insurance on
equipment that is moving
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FACILITIES
Planning for small things like coffee, paper and vending
machines before the move will help minimize stress and
complaints on Day One. If you think it might possibly
be time to change vendors, complete your proposal/
award process well in advance of your move so you
can have service stop and start dates established to
coincide with your move.
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Have office signage in place before you move – for
workstations and offices, as well as common area and
conference rooms. If you’ll be ordering new signage,
lead times can be long, so plan accordingly. Have
everything named/labeled in advance of the move, and
have a plan for updating changes.
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Be sure you understand the services and protocols of
your new building. Take time before your move to meet
key members of your building management team – the
building manager, head of security, chief engineer and
service request intake staff. Find out what the standard
hours are for HVAC and lighting – and how to extend
services and what the costs will be. Obtain or develop
building security procedures for employees, visitors
and deliveries including a process for accessing the
building after normal business hours.
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PITFALLS
A common pitfall organizations often run into is failing
to address services. Where will your water and vending
machines go, and how will they be maintained? What
about mail services and janitorial? Having a plan in
place on the first day will help things move smoothly
and empower your staff to get things done without
having to ask questions.
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We Think We’re Ready!
RELOCATI
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QUICK TIPS:
• Install coat hangers or hooks and
don’t forget visitor closets
• Test systems like standby generator
and power backup
• Plan the distribution of new access
ID cards, or programming of existing
cards
• Plan waste basket / recycling
programs for desks/building
• Address parking options/requirements
in advance of move
• Stock pantries and bathrooms prior to
the move
• Provide a working set of keys for
desks and file cabinets
• Publish a facilities manual for health
and safety and workplace protocols
• Develop emergency plans for the new
space
• Make sure you are in the new building
directory
SEVEN DEADLY RELOCATION PITFALLS
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CONNECT WITH US:
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Develop a detailed logistical plan that clearly shows
the move activities every step of the way. You don’t
want your movers, construction and furniture vendors
fighting over the elevators and loading docks.
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The easiest way to increase risk and mistakes is to make
last minute changes prior to your move. Complicate
that without having a backup plan, and you’re flying
blind. Make sure you’re well equipped and have the
proper recourses during your move. It’s a good idea to
bring in IT/telecom, facilities and move management
specialists to augment your staff and to quickly get
your organization back up and running. Eliminate any
chaos – the day people move in is the day you’ll be
judged.
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QUICK TIPS:
• Have a backup plan if the elevator
stops working
• Protect artwork and other fragile
items prior to move
• Protect building finishes during
construction/furniture/move activities
• Use moving crates instead of boxes
• Create a color-coded labeling system
to make the move more efficient
• Book elevators and docks well in
advance
• Survey staff after move to get their
feedback
• Setup a check-out process to ensure
no confidential items are left behind.
SEVEN DEADLY RELOCATION PITFALLS
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PITFALLS
Failure to create an efficient and manageable way to
capture move metrics is a common pitfall. It’s a good
idea to develop metrics, evaluate and measure to
maintain quality control throughout the move process.
Keep on top of change orders and review the move
costs to make sure the relocation is staying on budget.
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The End Game
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MOVE
Make sure you create a plan early on to clean out your
old space. What’s happening with your old furniture?
Many organizations choose to sell, refurbish or recycle
old equipment – or donate to local schools or charitable
organizations. You can also hire a company to come
in and collect items and resell them. This can include
office furniture, network/telecom gear, cabling and
other items not making the move.
Include a plan for the clean up of your old space and
have a plan for rubbish. You may want to consult with
your mover to see if they offer clean up services. You
may need to hire a clean up crew or talk to the owner/
new tenant of the old space to see what their plans are.
You may be able to avoid some costs if you plan far
enough in advance.
QUICK TIPS:
responsibility for leaving space
• Coordinate decommissioning/removal
schedule with building management
• Coordinate the repair of any damages
• Arrange for any signage that needs to
come down
• Remove everything from space and
arrange for cleaning
• Complete a walkthrough with building
management to ensure you have met
lease obligations
• Take a video or photographs of the
space for record purposes
SEVEN DEADLY RELOCATION PITFALLS
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• Obtain lease documents to determine
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7
PITFALLS
The last thing on your mind during your planning
process is the decommissioning of your old space.
Once you’ve moved what goes to the new office, what
will happen with the stuff that didn’t move?
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I Thought We Were Done
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DECOMISSIONING