Moving executives’ offices often involves a few more elements than a typical relocation project. Your senior team likely has different support infrastructure, a need for specific amenities and resources, and potentially lower tolerance for disruption to their group dynamic. If you’re planning an executive office move, consider these five elements that can help ensure project success when planning executive office relocation projects.
1 – Determine how long the executive team can be separated before planning their moves.
Despite travel schedules and other commitments that may frequently have them out of the office, many executives prefer to have their offices located near their senior colleagues. While developing the initial project schedule, consult with the executive group to understand if and for how long they’re willing to have members distributed in different locations. This early discussion will likely influence your final project schedule.
2 – Ask if the senior team shares administrative support.
Your executive team members might have their own administrative assistants or staff liaisons, or they may share a pool of support personnel to serve their administrative needs. Even if you think you know how support services are allocated for the senior group, it’s still wise to inquire about their administrative structure. A relocation plan that separates senior staff from the people who orchestrate their calendars, greet guests, and act as gatekeepers when they don’t want to be disturbed could create some very unhappy customers. Be mindful of these connections before formalizing the move schedule.
3 – Look for office space that’s near—but not directly next to—primary traffic areas.
Most executives want to be easily accessible, not only to employees but also to guests. But finding the balance between privacy and accessibility can be a challenge. Your senior team likely hosts groups of influential visitors from time to time, such as investors or the media. This means that a location near the conference rooms would be convenient. However, few executives want an office that opens into a high-traffic corridor, as is often the case around busy meeting areas. As you plot out the various office options, be mindful of executives’ need to be near resources without being bombarded by noise and activity.
4 – Evaluate whether offices need additional insulation against sound transfer.
Due to the highly sensitive nature of discussions that often happen in senior leadership offices, it’s prudent to take measures to prevent those conversations from traveling beyond executives’ four walls into nearby hallways, cubicle areas, or gathering spots. Most executives recognize that it’s difficult to make an office completely soundproof, but incurring some additional cost to confidently carry on discussions knowing they have a reasonable amount of privacy may be worth it. Work through this evaluation early, to ensure you’re able to secure the necessary budget for any sound masking or insulation work that needs to be done.
5 – Find out if executives desire a secondary entry point.
Sometimes senior leaders want to enter or exit somewhere other than the main lobby. If the organization is a focus of local news stories, for example, being able to arrive without drawing attention is a real benefit. The ability to quietly leave for lunch with a representative from a potential acquisition target can make the difference between starting unwanted rumors and keeping the firm’s strategy under wraps. The solution may be as simple as locating the executive team near a rear staircase that leads directly to an attached parking garage, for example, or a side entrance that can’t be seen from the street. Before finalizing the location, talk with an expert to understand if emergency egress or other concerns would make the chosen secondary access point unworkable.
PMAlliance, Inc offers project management consulting, projectmanagement training and project portfolio management services.