How do you plan and budget for the relocation costs and timelines?

In my experience it all begins with the business strategy and the reason you are considering a relocation in the first place: are you rightsizing, downsizing, or growing? What advantages do you gain that your current location does not afford you? Remember, the benefits of a move should outweigh the costs, and there are many. (I tried to list them, but I went over the allowable word count, so they got deleted). Making a decision to move should afford you greater flexibility and benefit than your current location and lease do. If it's just the cost of your current lease that you are looking at there are other easier means to achieve a better result.

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I'm scratching my head wondering why a relocation needs to involve the HR department. Sure, if an HR issue is related to a move but otherwise, I see no reason for this. A relocation affects everyone in the organization, most especially your employees, so get them involved early in the process. A phased approach, engaging the entire organization, not just the executive team, will make it a success! Appointing someone with the responsibility for the relocation is the first step. This responsibility tends to fall to some degree on the Finance Manager, Real Estate Manager, Project Manager, Facilities Manager, and Office Manager depending on the size, type and structure of the organization.

Just like lease negotiations are based on a per square foot basis, budgeting for a move can be estimated by the employee head count in your new facility. The variables included in relocation costs are: ? New lease and buildout costs of the physical space. ? New equipment, furnishings, and installation costs. ? Move costs including suppliers’ early termination, disconnection and reconnection fees for phone, internet, cable, utilities, parking, machine leases, cleaning, security, and any other services you employ. ? Accounting for staff hours dedicated to planning the move including packing and unpacking as well as calculating the number of billable hours or sales you will lose.

The benefits of hiring professionals to provide those services you do not already have in-house cannot be underestimated. It is not limited to the moving company. Any relocation begins with the vision. Thus choosing an architect early in the process, (or if it's a smaller organization supplier design teams are well versed to assist) to help you with the design process and the space planning for your new facility should not be overlooked. Without a vision for what you are building where would you be? Other professionals to round out the team, if you do not already have them in-house, would-be IT, along with contractors (don't forget all the trades that make it all happen), and the installers for the furnishings and equipment.

This is great stuff! I'd say, don't just prepare them, have them become part of the process and the solution. So instead of them becoming resentful they have to move get them excited for the adventure they are embarking on and how they will be able to serve their customers so much better!

Oh no, not another questionnaire! Why do we think this solves everything? Communication specifically, listening, all along the way to what your customers, employees and team leads are saying is invaluable. Get creative and design mini opportunities to get direct feedback in the moment, not after the fact! And, why not celebrate milestones along the way? Need ideas, just ask.

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