Tips on your project removal

Many parties are involved in a company removal. These include the management, the works council, the employees and the trade unions. It is wise to inform them in time.

Project plan

Draw up a project plan in which all agreements, facilities and coordinators are recorded. The actual removal scenario is another document. The removal project plan includes all relevant information and responsibilities of the project team. The project team is best made up of representatives from different departments. Think of facility management, finance, marketing, HR and technical service. The chairman of the team should focus in particular on the processes. Less on the content.

The activities of the project team include the following:

• gathering and collecting information;
• requesting and comparing quotations from third parties involved, such as energy suppliers, real estate specialists, project agencies, lessor, suppliers of office supplies, etc.;
• negotiating terms and contracts;
• communication concerning the move;
• requesting a zoning plan from the 'short list';
• informing the management about the progress.

The project team reports to the management, from which it receives frameworks, such as:

• inventory of existing office space, equipment and employees;
• type of space that suits the company;
• specification per department of the space required in the coming years (15 m2 office space per person, depending on the line of business);
• draw up a document with the minimum requirements and 'nice to have' of the new office;
• identify location areas with a list of possible locations;
• special features such as security, storage or location;
• moving budget versus budget for the purchase of new furniture;
• establish the removal scenario.

Removal budget

In order to determine a realistic budget, you can approach the removal company for a free budget indication. The removal company must be informed about which items are to be moved by what date.

Communication

A removal must be communicated internally and externally. A removal usually has an impact on the travel time of the employees. Make a timely inventory of the objections of the employees and who will and won't come to the new location. There will have to be an arrangement for employees who do not come. New staff may have to be recruited.

Provide periodic updates on all the ins and outs of the move. This can be done via a newsletter, the intranet or a separate website. Also make sure that the employees have a contact person where they can go with all their ideas, questions and comments. The information about the move must also be communicated externally. A checklist for office removals includes the most important parties and action points.

ICT

Before the actual removal takes place, the new office will have to be completely ready for use. The entire ICT facility must be ready for use and extensively tested for a smooth transition. In practice, this is often a challenge because the removal already places an extra burden on the ICT department.

Removal scenario

It is customary that an experienced project mover draws up the draft scenario for the move. This is achieved on the basis of:

• requirements and wishes of the organization;
• possibilities and processes at the removal company;
• internal processes and preconditions of the internal organization.

The final scenario provides a roadmap for all those involved in the removal process. The preparation usually takes place four to six weeks prior to the move. The above tips will help you get your business removal off to a smooth start and reduce the risk of errors, failure costs and delays.