Project teams planning a facility relocation have plenty to do. Fortunately, stakeholders are well placed to take on select tasks aimed at making the move a smooth and positive experience for users. Delegating activities to facility relocation project stakeholders not only helps to preserve the project team’s time for more strategic activities, but it also drives project participant engagement.
Consider delegating these six tasks during your next facility move.
1 – Inventory and pack personal and group workspaces
It’s useful to have facility occupants inventory, label, and pack the items in their individual and group work areas, rather than assigning those activities to a moving services vendor. Using project guidelines for labeling standardization (building names, floor numbers, etc.) and box size and weight maximums, stakeholders can help to ensure personal and group items are ready to go when the move day arrives.
2 – Coordinate relocation of department-specific equipment
Delegate the decommissioning, packing, and recommissioning of group work area machinery to stakeholders when possible. This empowers groups to coordinate the needs for specialized equipment and to proactively identify operational requirements for critical items, such as necessary utility connections and minimum dimensions for doors and hallways to ensure machinery will fit into the intended space. The project team can connect outside relocation vendors with designated group contacts and internal subject matter experts to confirm any remaining installation details.
3 – Act as move champions
Minimize resistance to and questions about the move by recruiting stakeholders to be move champions for their respective departments. Provide volunteers with details on the move day’s activity schedule, for example, or with training on how to use the new facility’s card key system. These individuals can be the initial contact for users’ questions and provide baseline support, help the project team disseminate information to their specific groups, and pass along high-priority requests or concerns during the move process.
Definition Box: What’s a Move Champion?
A move champion is a volunteer stakeholder who serves as the go-to contact within a department to answer questions, provide updates, and streamline communication during a relocation.
4 – Develop orientation materials for their groups
Well-crafted orientation packets can help everyone settle into their new work areas much more quickly. Because stakeholders are likely closer to their department’s day-to-day workflows and individual personalities than anyone on the project team, consider tasking them with creating team-specific orientation materials for their new spaces. This may include conference room locations and details on how to reserve them, where to find shared storage and supply areas, and even information on local amenities and commuting options.
5 – Collect and forward feedback from coworkers on the new space
Most project teams use one or more surveys soon after move-in to solicit input from users involved in the relocation. However, information and requests may also come in during the unpacking and commissioning stage that you want to capture before they’re forgotten or they become a sore point for the new occupants. Frontline managers and other designated stakeholders can collect feedback during the move and initial post-move phases to provide the project team with insights into any requests for adjustments or other follow-up help. This keeps project coordinators in tune with the level of demand for support while also demonstrating responsiveness to user needs.
6 – Plan the post-relocation party
Moves can be exhausting mentally, even if users aren’t responsible for tasks that are demanding physically. Enjoying some down time with colleagues is a good way to boost morale and reenergize everyone once the relocation is complete. Stakeholders, being part of the user base themselves, can take the lead on planning the post-move celebrations or team-building activities. Working through a committee format ensures the party’s activities and schedule align across different departments and work areas and gives users an opportunity to come together as a larger group, decompress, and commemorate their accomplishments.
Recap
Delegating key relocation tasks to stakeholders makes facility moves smoother, more inclusive, and more efficient. From packing workspaces to collecting feedback and planning the party, empowered stakeholders contribute directly to project success and user satisfaction.
FAQ
What is the benefit of stakeholder involvement in facility moves?
Involving stakeholders increases user buy-in, ensures task accuracy, and reduces the burden on the central project team.
How do you train move champions?
Provide them with move-day timelines, FAQs, and basic knowledge of the new facility’s systems (like card access or IT setups).
What types of equipment coordination should be delegated?
Department-specific machinery, specialty furniture, and tools that require particular handling or installation.
How soon should feedback collection begin after a move?
Begin during unpacking and continue through the first few weeks post-move to catch immediate concerns and usage patterns.
Why have stakeholders plan the celebration?
They understand team culture and can organize an event that resonates, helping reinforce positive sentiment around the relocation.
PMAlliance, Inc uses a team of highly experienced and certified professionals to provide project management consulting, project management training and project portfolio management.