When’s the best time to look at our move?
As soon as you know it might happen, because it normally saves money to do that. We shouldn’t get too much into detail that is likely to change, because to do so wastes time and money. But we should think the process through to identify the likely issues and tasks. This will get the move on an efficient footing from the outset. Major moves benefit from a strategic review at least 12 months’ from target move date; if you have the opportunity, you’d be daft not to use it. RIS can help you with this – see ‘kick-start a move’.
What is ‘move management’?
In its purest sense, move management is the management of an entire move project from inception to completion. However, sometimes the term ‘move management’ is used in a more limited way to refer to signing off the space plan, preparing for the physical move (eg labelling and packing) and managing the transfer from A to B. Some removal firms appear to have reclassified their foremen or sales estimators as ‘move managers’.
What makes moves work?
How long have you got?! Firstly, determine that nothing will be left to chance and make sure everyone is committed. Make sure everything is crystal clear – what the real requirements are, tasks, responsibilities – and that plans are achievable. Flush out the issues early so that your budget is controlled.
What should we do about space planning?
If this is not part of a design or fit-out brief, or if you don’t have an in-house facility, it can be procured separately. The brief for space planning needs determining at an early stage.
Does RIS offer FM services?
No, though obviously most moves throw up facilities issues that need to be resolved, and the experience of other clients’ projects is invaluable to the whole project. Actually, many of RIS’ customers are very experienced facilities managers.
What do we do about IT planning?
Obviously, no move will be successful without the close coordination of the IT design (including infrastructure and fit-out) and data transfer with the physical relocation of equipment. If you don’t have sufficient IT expertise in-house, it can be procured separately. Early discussions in this regard are critical.
Does RIS have preferred contractors?
No. All work is competitively bid, unless you already have a contract in place or there are other good reasons to single source. RIS will manage contractors on your behalf, as client representative, which includes managing their budgets, and contractors will then submit invoices to you for payment of the agreed sums.
We’re not moving any furniture – doesn’t that make things easier?
It should make things easier for the space planner and the remover. But ‘new’ often means ‘change’ – so we need to map out any differences in the way in which people are going to work before getting too carried away. And then we need to decide what you’re going to do with your redundant furniture.
We’re only moving locally – doesn’t that make things easier?
It may do, but we need to go through the same steps whether you’re moving next door, across town or to a different county. In fact, most moves are local. Obviously, the further you go the greater the HR issues you will face if you are moving people – and we might need a bigger implementation team too.
How do we choose a good removals contractor?
Like everything else, buying must be supremely efficient (it very often isn’t). The process should reflect the scope of the requirement, and the starting point is to determine that – in writing. You normally need quotations, or tenders, from 2-6 companies that are all judged as being capable of doing the work. Too many quotations wastes everyone’s time and money – especially yours (or your organisation’s). Analysis of proposals should be appropriately thorough, and there should be an audit trail showing how the final decision was reached. RIS can help you with this – see specifications and tenders.
How will RIS work with you?
One of the prerequisites for success is good teamwork. You expect a move expert to know more about moving than you, but this knowledge needs to be combined with the particular needs of an organisation – its imperatives, people and the specifics of a project. Take a museum, for example: the curators and conservators know far more about the specifics of their collections than any outsider ever will; the experience RIS provides will take their requirements on board and add in all the other necessary ingredients to make the move work.
How soon should RIS be involved?
As soon as you are ready to look at the move. But bear in mind that expert knowledge is a tremendous benefit at an early stage, not least because an efficient planned approach can be determined. At the other extreme, whilst moves have been successfully managed at short notice, once a project has been planned and is imminent the benefits of expert knowledge are reduced and, sometimes, this can result in fire fighting.