PROJECT

MANAGEMENT
PRESENTATION
PRESENTATION ON OFFICE RELOCATION
PRESENTED BY:
• Ankit Mehta 26/058
• Himanshu Sharma 26/066
• Jacob Samuel 26/067
• Jyotsna Gupta 26/069
• Kriti Chitkara 26/071
• Tanya Saluja 26/101
• Tarang Kansal 26/102
• Ayush Singh 26/119
• Kaushal 26/129
• Sanjay Yadav 26/172
 CONTENT

• SCOPE • PROJECT PLANNING

• CPM VS PERT • PROJECT EXECUTION
• REASONS TO RELOCATE
• FEW POINTS TO REMEMBER
• THINGS TO KEEP IN MIND
• PROJECT MONITORING
• PROJECT TIME DURATION
• PROJECT CLOSURE
• PROJECT INITATION
• RISK IN OFFICE RELOCATION • WORK BREAK DOWN STRUCTURE

• MITIGATION STRATEGY • ACTIVITY CHART

• BUDGET • CPM
 SCOPE (RELOCATING OFFICE)
 Inform employees of the upcoming move as early as possible
 Determine the required space needed in the new office
 Select the new office location and negotiate a lease
 Work with your department head in planning the new office
infrastructure
 Update all marketing collateral including the company website ,
brochures , business cardsetc
 Notify customers and vendors about the upcoming relocation
 CPM VS PERT
CPM
• CPM is a statistical technique of
project management that manages
well defined activities of a project.
• A method to control cost and time.
• Activity-oriented
• Repetitive nature
• Non-research projects like civil
construction, ship building etc.
PERT
• PERT is a project management
technique, used to manage uncertain
activities of a project.
• A technique of planning and control of
time.
• Event-oriented
• Non-repetitive nature
• Research and Development Project
 REASONS TO RELOCATE

1. Current Lease is expiring and is costly.

2. Business is expanding or moving as a result of merger/acquisition
3. Business needs to be geographically closer to your customers
4. Current office doesn’t facilitate a desired working practice or increase in
productivity
 THINGS TO KEEP IN MIND

1. Has the relocation move been approved by the

senior management?
2. Are you moving to a smaller/bigger but a better &
cheaper place?
3. What is the time frame for the relocation of the
office?
4. What is the overall budget for the relocation
process?
5. Who are the key stakeholders, both internally &
externally?
6. Who is responsible for delivering the project?
 PROJECT INITIATION
The project focus is that the new office space & location need to be put their paces to ensure
they have everything the business needs. The new office space needs to be inspected to know
what business needs from it which includes :
• Commute Time
• Local Amenities
• Rent Costs
• Accessibility
• Public Transport
• Staff Parking
• IT/Mobile Coverage
• Easy for client visits and vice-versa

Once you’ve taken all of these elements into account, you’ll be in a better, more informed
position to decide whether or not any new office can meet your requirements.
 RISKS IN OFFICE RELOCATION

• Security: The Risk to you data , systems and physical equipment increases.
• Communication: Lack of communication both ( internally & with partners) increases the stress
and overlooking of responsibility would be lost.
• Loss of Customers
• Costing more than Budget
• Staff Recruitment Difficulties
• Insignificant Tax Incentive
• Environmental & Regulatory Concerns
• Difficulty in Inventory management
 BUDGET
• Occupancy costs (such as rent, service charges, taxes, energy, maintenance, etc.)
• Transaction fees (for property agents, lawyers)
• Insurance costs
• Fire plan assessment
• Planning permission fees
• Design and fit out costs
• Environmental assessments
• IT - cabling, and IT equipment relocation fees
• Furniture - the cost of new furniture, delivery and installation
• Disposal costs (of old furniture, computers, rubbish)
• Extra security (during the move)
• Printing costs
• Telecoms - equipment and installation
 MITIGATION STRATEGIES
• Prepare multiple backups of all data before relocating. Better if done on cloud
services.
• Prepare a chain of command, and roll out mails or letters to all stakeholders
associated with the firm.
• Email the existing customers about the relocation and pre-map the new location for
target market.
• Keep contingency budget.
• Get the licensing before hand or make the relocation environmental compliant
before moving.
• Keep minimal extra inventory.
• Marketing costs - new stationery, announcements,
invitations, website update of new address, plus mail
redirection
• Contingency (it is not uncommon to budget an extra 20%
for contingencies and changes)
• Dilapidation costs for your old space (many leases
require you to put your old space back to its original
condition)
• Dilapidation costs for your new space
• Air conditioning, heating and ventilation (check the
condition of the HVAC plant in your new building)
• Energy performance (not only do you have to budget for
electricity and gas, but you also now have to consider
'green' regulations for your new space)
• Temporary storage during the move
 PROJECT PLANNING
To ensure a successful project of relocation, the plan needs to be detailed and every single
component required for the move needs to be identified, discrepancies to be highlighted and due
date/time need to be allocated.

The plan must contain the following :

1. Actual date of move

2. Documents for shifting from current office to the new office (old lease to a future lease)
3. Discussion with Third Party Logistics partner
4. Estimated movement time & completion date for all aspects of the project
5. Team building & allocation of tasks
6. Beginning & Ending of shifting phase
7. Buffer time required by Logistics partner is fractioned in the plan
8. Clients, Suppliers, External Providers to be informed about the relocation decision/process/dates
9. Buying of new furniture, letter heads, stationary, printers & photocopiers
10. Hiring of interior designer
11. Buffer time required by Logistics partner is fractioned in the plan
12. Clients, Suppliers, External Providers to be informed about the relocation decision/process/dates
13. Commencing of new office operations.
 PROJECT EXECUTION
1. You should reserve elevators and loading docks for moving day and inventory everything you had
planned to bring along.
2. A good rule of the thumb is to plan to move any non-essential items first, then bigger-essential
items/documents.
3. Label all boxes before the move. Audit your building keys and store them safely.
4. Arrange for the storage or disposal of old files.
5. Look into updated or new contracts for internet, utilities, office supplies and other equipment like printers
6. Order updated stationery, business cards and checks, plus any new office furniture/decor which was
planned.
7. Assign moving supervisors from each department who can look over more specific needs.
8. Schedule and prepare an agenda for an employee moving meeting. Finalize a new seating plan or layout.
9. Schedule post-move training for safety procedures. Distribute access cards and keys to your employees
for easy access.
10.Verify your moving insurance, set security procedures and make sure you can access the new location.
 FEW IMPORTANT POINTS TO REMEMBER

1. Any valuable/fragile items to be packed separately and a special delivery is arranged for.
2. Label of boxes & office equipments to be done as per the floor plan.
3. In case there is an period of overlap the respected staff is communicated as per the plan.
4. If there are any damages in the old office, they need to repaired before handing over the
keys to the owner or the office building.
 PROJECT MONITORING & CONTROLLING

1. Make a note of everyone that needs to be informed about the relocation address through
emails & messages.
2. Key clients to be informed about the relocation by contacting personally on phone and
invite them to the new office
3. Constant check with the utilities provider & ensure they are delivering vital infrastructure
changes according to the plan.
4. Power backups are in working conditions.
5. Constant check on network coverage, telecom equipment and internet services are
working good enough.
 PROJECT CLOSURE
1. Make sure the project manager has carried out a full inspection of the new office.
2. Make sure the staff have all the required equipment in working condition and the
resources are in running condition.
3. Incase of new IT/Telecom installation, the equipment is tested before handing over to the
staff & proper demo is given.
4. If there are any infrastructural issues, then get them checked immediately by the building
administration.
5. Fire Exit drills & Emergency exit plans are available to the office staff.
6. Set up a Lost & Found room to facilitate if there are items/belongings which might have
got misplaced during shifting.
WORK BREAKDOWN STRUCTURE
ACTIVITY CHART