5 Vital Steps for Onboarding a VIP Relocation in Italy

When a VIP employee is relocated to Italy, expectations are high. If there was ever a time to get it right instead of making it right, it is during a high-profile move within the company. It is crucial that this high-level employee can dedicate themselves to their new position as soon as possible. Therefore, their relocation process needs to be managed with meticulous attention to detail, understanding that any part of the relocation, no matter how small, could negatively impact the process. Such issues may be very challenging to undo or get back on track.

Considering how important it is to get the relocation of a VIP employee to Italy right from the beginning, I have put together five vital steps to ensure success. These steps have proven to be very successful in VIP relocations that I have managed and came about through honest and constructive dialogue with various HR managers I have interacted with during such relocations. Remember, if there was ever a time you need to be a partner to HR rather than just a vendor, it is when you relocate a VIP employee. As a partner, you are not meant to have all the solutions. Instead, you guide your client, and together you work on finding the best solutions for them. In today’s world, the same-old, same-old just does not cut it anymore, so take yourself out of the role of vendor and into the elevated role of a trusted partner for your clients.

As a partner, you can assist your client in crafting a VIP relocation by addressing several key aspects that are typically not included in standard employee relocations:

1. Personalized Service: Provide highly customized relocation plans that cater to the specific needs and preferences of the VIP. This includes arranging luxury accommodations, private transportation, and concierge services to manage every detail of the move seamlessly.
2. Security and Privacy: Implement enhanced security measures to ensure the safety and privacy of the VIP and their family. This includes secure transportation, confidentiality agreements, and potentially private security teams.
3. Comprehensive Family Support: Offer extensive support for the entire family, including assistance with finding elite schools, spousal job placement services, cultural assimilation programs, and personalized tours of the new city to help them settle in comfortably.
4. High-End Housing Options: Secure premium real estate options, whether renting or purchasing high-end homes in exclusive neighborhoods. Provide support with temporary luxury housing and offer assistance with interior design and the safe transportation of high-value possessions.
5. Expedited and Flexible Timelines: Accommodate the VIP’s demanding schedule by offering flexible and expedited timelines. Ensure that the transition is smooth and does not interfere with their professional responsibilities, handling last-minute changes and providing 24/7 support.

These factors ensure that VIP relocations are managed with a higher level of care and attention to detail, reflecting the unique status and needs of the individuals involved.

Now, let’s look at my five vital steps for specifically onboarding a VIP relocation in Italy:

1. Relocation Package

From the start, the VIP employee needs to know what their relocation package will include and what it will not. A slim, low-cost package will most definitely not be sufficient for a high-level employee relocating with high expectations. It could cause the employee to feel unsupported by the company, souring their enthusiasm for the new assignment even before they set foot in Italy. Therefore, to avoid any misunderstandings, each aspect of the relocation package needs to be examined carefully. Clear lines should be drawn regarding what it includes and what extra services may be needed, and these services should be approved or declined accordingly.

2. Who’s Who

Unless the relocation is managed by a one-stop provider, which is highly unlikely, part of providing white-glove service to a VIP employee is sitting with them face to face and, without overwhelming them, explaining who each service provider is and what they do and do not do. This way, if the assignee has any questions, they will know who to reach out to for the right answer. If they do not fully understand the role each provider plays, they could waste time and get frustrated if they address their tax questions to the immigration provider, for example, if this is not their area of expertise.

3. Immigration Timelines

Another important aspect that needs to be explained is who is responsible for submitting a non-EU work permit application in Italy or who will assist an EU citizen with their Italian residency application. Providing estimates of current processing times will help a VIP employee better understand when they can expect to be fully operational in Italy. Should there be any major impact on the estimated processing times outlined to the assignee, which can happen in Italy for various reasons, the assignee should be updated as soon as possible by the immigration provider.

4. Real Estate

A crucial aspect related to a home search in Italy is that a landlord will pay considerably more in taxes if they rent to a company instead of directly to a person. This is very important to consider because, given that many landlords in Italy prefer person-to-person contracts, this could seriously impact the choice of properties for the VIP employee, especially in major cities if the company has a strict policy of only signing corporate contracts. Internal policies related to this are often related to tax issues, and the employee needs to be made aware of this by HR. This can be challenging for a service provider to explain without being seen as inflexible and possibly an impediment to the employee’s home search.

5. Household Goods Shipment

Having a non-EU shipment of household goods released from Italian customs can be challenging if the VIP employee has not yet been registered as a resident in Italy. Given that these bureaucratic processes can take time, this is another aspect of the relocation that needs to be fully explained to the employee as it will more than likely affect when they can move into the property they have chosen. If customs duties and/or storage costs will be incurred, it is advisable to explain to the employee how these will be handled and if, in the meantime, a furniture rental service would be made available to the employee.

When it comes to a successful VIP relocation, I cannot emphasize enough the importance of taking care of each detail, no matter how minute. Leaving things to chance, especially regarding relocations that from the beginning have the bar set very high, will more than likely cause issues that could have been avoided if the above five steps had been followed, updated, and modified as needed.

Ultimately, the successful relocation of a VIP employee hinges on meticulous planning, clear communication, and proactive problem-solving. By adhering to these five vital steps and maintaining an open, collaborative relationship with the employee and HR, you can ensure a smooth transition that meets the high expectations set by such a significant move. Every detail matters in this process, and by treating each aspect with the importance it deserves, you can turn a potentially stressful experience into a positive and seamless journey for the VIP employee. This not only strengthens their confidence in the company but also sets the stage for their professional success in their new role.

With over thirty years of experience as a Global Mobility Expert and Expat Coach in Italy, I specialize in ensuring smooth transitions for both individual and corporate clients adapting to life in Italy. My comprehensive services include immigration and relocation assistance, Italian citizenship acquisition, spousal support, personalized coaching, and entrepreneur mentoring. I am dedicated to providing successful and fulfilling expatriate experiences in Italy.

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