Department interviews

Once the decision to move has been taken, staff briefings are held to explain the reasoning behind the move and the company’s future strategy. These briefings may cover the Why and Where but they rarely deal with the inevitable How and When questions.

The Relocation Company visits each department manager affected by the change to ascertain current and future staffing levels, filing requirements, identify equipment to be moved, discuss the space plan and seating preferences and examine departmental dependencies. This information is used to plot suitable locations for each department on the floor plan. After the plan is approved we revisit them to plot staff, equipment and filing locations.

We actively encourage departments to contact us with any questions or concerns they may have, which we either answer directly or obtain the answer from the relevant management team. Over the years this ‘hands on’ approach has proved extremely successful as it provides an information focal point and includes everyone in the change process instead of them being passive bystanders.

Move Database

Following the department interviews we use the Move Database to store current and projected headcount information for each department. Staff names, locations and phone numbers are also entered together with any departmental equipment to be moved, such as network printers, faxes, photocopiers. This information is then plotted into each department’s layout, along with any hot desk requirements, to ensure the allocated space is suitable for their needs.

Move information

Approximately 2-4 weeks before the move date we issue a comprehensive three part information sheet to each department. The first part provides general information about who to contact, which companies are packing departmental filing and computer equipment and how to pack and label their personal crates. The second is a detailed timeline advising when labels and crates are being delivered and collected, who is responsible for what and when – contractor or individual. Also included are details on events planned on Day 1 in the new office; such as Health and Safety briefings, equipment training, etc. The final part contains general and department specific floor plans. The general plan shows the building layout and the location of each department, rest rooms, coffee shop and communal equipment, while the department plan shows seating and local equipment positions.

Presentations

An essential part of any change is communicating what is happening and when. Rumours about change spread rapidly through a company affecting every employee, even those who may not be directly involved. Apart from including your staff in the move, through our Departmental Interviews and Move Information Sheets, we can also provide either a specific seminar about the move or a more comprehensive one that includes, for example, information provided by the client regarding travel arrangements, building layout and local shops.

Part of your solution – not part of your problem