Project Management for Office Relocation

This document provides an overview of project management techniques and strategies for effectively relocating an office. It includes a PESTLE analysis, work breakdown structure, Gantt chart, risk analysis, and stakeholder management strategy. The document focuses on the project context, rationale, and the various factors that influence the success of an office relocation project. It also discusses the scope of the project, the resources required, and the budget allocated. The subject of the document is project management, and it is relevant for any course or assignment related to project management or office relocation.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project context.............................................................................................................................1
Rationale......................................................................................................................................2
PESTLE analysis.........................................................................................................................3
Work breakdown structure...........................................................................................................5
Gantt chart :..................................................................................................................................5
Risk analysis..............................................................................................................................10
Responsibility, Accountability, Consulted and Informed (RACI) Matrix.................................15
Stakeholder management strategy.............................................................................................16
CONCLUSION..............................................................................................................................18
REFERENCES..............................................................................................................................19

INTRODUCTION
Project management is an effective framework which helps in initiating, formulating,
designing, executing, controlling and modifying the project plan to achieve specific goals and
objectives in a specific period of time. Project management focus on achieving project goals
and achieve all the task within specific constraints (PROJECT MANAGEMENT & ROLE OF A
PROJECT MANAGER, 2019).
Background
Office relocation is referred to as the change in the location of the business organization
in order to carry out business at some other place for higher growth and productivity. The present
report will focus on office reallocation. The company wants to effectively relocate 250 staff from
existing call centre in Metropolis City Centre to a new business park. The project plan will help
in identifying various effective plans to find the best building and help identify the perfect
building by executing the project plan in the best possible way within specific time.
The project will include PESTLE analysis to effectively evaluate the external factors
which affect the efficiency of the business. This study will also prepare a work breakdown
structure to analyse various work components which will be carried out to execute and complete
the project within specific time. This project report will include Gantt charts to do a specific task
in a systematic and effective manner. This study will further critically evaluate the risk
management strategy to identify the risk which can adversely affect the project which affect the
efficiency to carry out the project plan in a systematic and appropriate manner. This study will
also include Responsibility, Accountability, Consulted and Informed (RACI) Matrix for the
project. It will further examine the stakeholder management strategy for key stakeholders of the
project.
MAIN BODY
Project context
The key scope of this project is to develop an innovative plan to effectively relocate the
staff of the company which is situated in Metropolis city. This project management helps in
effectively relocating the staff. This report will effectively relocate the 250 staff from an existing
Metropolis city to a new business park of periphery. This study will allocate the best building to
relocate the business. This helps in identifying an effective scope to gain insight on the particular
subject matter and make new and innovative plan to relocate each staff effectively and
1

efficiently. This study will help in identifying a separate office space for various employees
which includes senior executives, human resource department, finance and payroll team, call
centre operations (Camilleri, 2016).
Project management is useful in structuring the functioning of the project in order to
carry out the project with the highest accuracy and productivity. There are various project
management techniques which includes Hybrid, PRISM, Agile, Waterfall, Critical path method,
integrated project management, Critical chain project management, Prince 2, etc.
The scope of this project is very wide, as it focuses on identifying and innovating new
and advanced building to relocate staff in the office space which leads to effective work
environment and higher operation al efficiency and performance for the workers. Each building
of the new site requires some refurbishment, renovation and redecoration of the building to
effectively to meet the requirements of the business. This study will include effective strategy
and plan to evaluate the project management plan to effectively transfer all equipments and
resources to the new building to attain project goals and objectives with higher efficiency. This
study will be completed in compliance with various strategies and techniques like Prince 2
method and Agile which will help in completing all the task and activities of the project in a
systematic and synchronised manner (What is Project Management?, 2019). The budget of
£50000 has been set to accomplish all the activities within stipulated time and budget to achieve
all the goals and relocate and refurbish building which effectively fit the business requirements.
The project will effectively identify building which leads company to long term
sustainable growth by creating a positive and effective work force environment which leads to
higher performance and productivity.
Rationale
This study will be conducted as it helps in effectively analysing the subject matter to
relocate and refurbish the building to the new place which eventually leads to mitigate the needs,
goals and requirements of the business (Fleming and Koppelman, 2016, December). This
research will help in evaluating the current space and human resource in the organization to
develop and formulate the plan according to the further requirements. This study will be
beneficial to analyse and evaluate the resources which will be required to accomplish the task
and activities in the project management (Netland, 2016).
2

The main reason behind conducting this research is to effectively analyse the current
market of the new place where the business has to be relocated for further investigation and
effective implementation of the plan. This research will effectively evaluate the cost allocated
with the each task and activities to reimburse and rebuild the new building for the existing staff.
This study will help in delivering the best possible services to the customers which helps in
effectively relocate the staff to the new place which helps in achieving organizational goals and
objectives (Larson and Gray, 2017). Adoption of various techniques and methods like Prince 2
method and Agile which will help in completing all the task and activities of the project in a
systematic and synchronised manner. These methods are useful in effectively developing the
various project management plan which starts with execution and closure of the project to attain
a common goal of the business with higher efficiency. This study is conducted to determine the
various external factors through PESTLE analysis which helps in effectively determining the
factors which influence the efficiency of the project management plan (Chen, Kang and Lee,
2017).
This project management report will effectively help in determining the resources like
human resource, financial resource, natural resource and operational resource which are to be
used to effectively evaluate the needs and requirement to meet the common goal of the business.
This study will help analyse the risk associated to carry out a particular project plan and to take
necessary measures to mitigate and reduce such risk to meet the goals of the company. It helps in
effectively eliminating the risk which hamper the efficiency of the project. This study will
further evaluate the stakeholders which are involved in the project plan through stakeholders
strategy matrix, so that new idea can be generated through which both stakeholders and company
is benefited for higher growth and success (Binder, 2016).
PESTLE analysis
PESTLE analysis is an effective tool which helps in analysing various external factors
which cannot be controlled by the internal staff or management. These factors influence the
working of the project to meet the end results of the office relocation with higher efficiency
(Joslin and Müller, 2015). Political factors: Political factors like change in government policies, rules and
regulation of the country implicated by the government leads to lower operational
efficiency and influence the working of the organization. Change in taxation policies,
3

regulatory practices, mandatory employee policies, trade and tariff regulation, level of
corruption, etc. largely influence the working of the organization. Economic factors: Economic factors like change in interest rates, inflation rate, currency
exchange rate, unemployment rate, economic growth, disposable income of company,
financing capabilities, availability of effective infrastructure, etc. largely influence the
working of the project management plan (Eskerod and Jepsen, 2016). At the time of
office relocation it results in increase in investment on the property depends on these
factors which effectively helps in improving the business environment to meet the
requirements and goals of the project. In case of increase in unemployment rate and
lower economic growth adversely affect the business plan which leads to lower
performance and productivity (Verzuh, 2015). Social factors: Social factors like change in customer preference, taste, cultural
differences, demographics, gender roles, attitude and behaviour towards health and
safety, power structure, societal norms influence the project plan. Societal norms helps in
understanding the attitude than behaviour of customers. Change in organizational
structure or office relocation influence the behaviour of staff and also issue like mobility
of resources lead to lower operational standards and productivity while relocating and
refurbishing building for the staff. Technological factors:Technological factors like change in various advanced
technology, change in effective construction techniques and advanced office equipments
can help in enhancing the operational performance and productivity of the business. This
eventually helps in delivering high performance to the individual by adapting to new and
innovative technology to complete task and activities of the project in the cost efficient
and timely manner (PESTLE Analysis: Business Environmental Analysis, 2011). Environmental factors: Environmental factors like change in environmental laws,
availability of natural resources, climate and weather conditions, any natural calamity,
etc. largely influence the working of the project management plan which can hamper the
success and completion of the project. Such factors can largely influence the office
relocation project.
 Legal factors: Legal factors associated with office relocation mainly includes change in
various laws, legislations like health and safety, employment law, construction law, etc.
4

non- compliance with such laws and legislations affect the plan and in result company
has to impose huge penalties (Uhl and Gollenia, 2016). Compliance and adherence with
various laws and legislations result in smooth functioning of the business.
Work breakdown structure
Work breakdown structure helps in breaking down the project into small components in
order to attain desired results and outcomes. It helps in organizing and managing the activities
and function of the project.
Gantt chart :
Gantt chart is a diagrammatic representation of all the activities to effectively carry out
the particular task. It starts with generation of idea and till closure of the project plan. It helps in
effectively scheduling the project within specific time and cost attached with each activity. It
also helps in evaluating the dependencies on the task. It is beneficial to identify the task which
has been excluded from project timeline.
Task Mode Task Name Duration Start Finish Predecessors Cost
Auto
Scheduled
Generation of new
idea 5 days Mon 20-
05-19
Fri 24-05-
19 $700.00
Auto
Scheduled
Identifying core and
relevant information 2 days Mon 20-
05-19
Tue 21-05-
19 $200.00
Auto
Scheduled
Analysing and
monitoring the
3 days Wed 22-
05-19
Fri 24-05-
19
2 $500.00
5

information
Auto
Scheduled
Analysing the
requirements 6 days Mon 27-
05-19
Mon 03-
06-19 1,2 $600.00
Auto
Scheduled
Identifying the need
of the project 2 days Mon 27-
05-19
Tue 28-05-
19 3 $150.00
Auto
Scheduled
Setting goals and
objectives 2 days Wed 29-
05-19
Thu 30-05-
19 5 $300.00
Auto
Scheduled
Generating new
ideas and insights 2 days Fri 31-05-
19
Mon 03-
06-19 5,6 $150.00
Auto
Scheduled
Formulation of
project plan 3 days Tue 04-06-
19
Thu 06-06-
19 6,7 $1,600.00
Auto
Scheduled
Execution of the
project plan to meet
desired goals
3 days Tue 04-06-
19
Thu 06-06-
19 4,7 $600.00
Auto
Scheduled Controlling the plan 2 days Tue 04-06-
19
Wed 05-
06-19 7 $1,000.00
Auto
Scheduled
Analyzing various
situations 5 days Fri 07-06-
19
Thu 13-06-
19 10 $1,300.00
Auto
Scheduled
Identifying the
requirements of the
building
3 days Fri 07-06-
19
Tue 11-06-
19 8,10 $300.00
Auto
Scheduled
Analyzing structure
of the building 5 days Fri 07-06-
19
Thu 13-06-
19 9 $600.00
Auto
Scheduled
Critically evaluating
the new place to
establish the plan
2 days Wed 12-
06-19
Thu 13-06-
19 12 $400.00
Auto
Scheduled
Preparation of
budget plan 3 days Fri 14-06-
19
Tue 18-06-
19 11,13 $8,000.00
Auto
Scheduled
Identifying cost or
budget of the project 3 days Fri 14-06-
19
Tue 18-06-
19 14 $2,000.00
Auto
Scheduled
Allocating cost to
each activities and
task
3 days Fri 14-06-
19
Tue 18-06-
19 14 $6,000.00
Auto
Scheduled
Identification of
resources and
equipment
4 days Wed 19-
06-19
Mon 24-
06-19 15 $20,000.00
Auto
Scheduled Natural resource 1 day Wed 19-
06-19
Wed 19-
06-19 15,16 $5,000.00
Auto
Scheduled Human resource 1 day Wed 19-
06-19
Wed 19-
06-19 17 $1,000.00
Auto
Scheduled Financial resource 2 days Thu 20-06-
19
Fri 21-06-
19 19,20 $7,000.00
Auto
Scheduled
Operational
resources 1 day Thu 20-06-
19
Thu 20-06-
19 19 $5,000.00
6

Auto
Scheduled
Advanced
technology and
machinery
2 days Fri 21-06-
19
Mon 24-
06-19 22 $2,000.00
Auto
Scheduled
Making resources
available to
complete task
4 days Tue 25-06-
19
Fri 28-06-
19 18,22 $2,200.00
Auto
Scheduled
Making resources
available for
renovation and
refurbishment
4 days Tue 25-06-
19
Fri 28-06-
19 23,21 $1,000.00
Auto
Scheduled
Identifying
resources for further
success of the plan
2 days Tue 25-06-
19
Wed 26-
06-19 23 $1,200.00
Auto
Scheduled
Assigning
responsibilities 3 days Mon 01-
07-19
Wed 03-
07-19 24 $1,200.00
Auto
Scheduled
Roles assigned
according to their
skills and knowledge
3 days Mon 01-
07-19
Wed 03-
07-19 26,25 $1,200.00
Auto
Scheduled
Identification of
various risk 4 days Thu 04-07-
19
Tue 09-07-
19 27 $1,000.00
Auto
Scheduled
Analysis of external
risk factors 2 days Thu 04-07-
19
Fri 05-07-
19 27,28 $500.00
Auto
Scheduled
Analysis of internal
risk factors 2 days Mon 08-
07-19
Tue 09-07-
19 30 $500.00
Auto
Scheduled
Analysis of the new
building 4 days Wed 10-
07-19
Mon 15-
07-19 29 $3,900.00
Auto
Scheduled
Monitoring project
plan 2 days Wed 10-
07-19
Thu 11-07-
19 29 $1,000.00
Auto
Scheduled
Comparing actual
result with budget 2 days Fri 12-07-
19
Mon 15-
07-19 33 $600.00
Auto
Scheduled
Controlling
deviation in project
plan
1 day Wed 10-
07-19
Wed 10-
07-19 31 $700.00
Auto
Scheduled
Taking necessary
action to control
deviation
1 day Thu 11-07-
19
Thu 11-07-
19 35 $1,600.00
Auto
Scheduled
Transferring of
office staff to the
new building
3 days Tue 16-07-
19
Thu 18-07-
19 30,36,32 $500.00
Auto
Scheduled
Taking feedback
and reviews from
staff
3 days Tue 16-07-
19
Thu 18-07-
19 36 $500.00
Auto
Scheduled
Closure of the
project 1 day Fri 19-07-
19
Fri 19-07-
19 38 $1,000.00
7

8

Critical path:
Critical path is a sequence of project task and activities which effectively determine the
help in effectively identify the shortest route to complete the project in the cost efficient and
timely manner by completing all critical task. This path highlights core actions which must be
taken into consideration for effective competition of the project.
Risk analysis
It is an effective process of identifying and analysing the various risk factors which can
adversely affect the operational efficiency of the project. This matrix is useful in finding
9

effective solution to the problem in order to mitigate the risk. This is also applied in respect of
undertaking the aspects in right manner which further carries the following such as:
Risk
descriptio
n
Likelih
ood
Impac
t
Severit
y
Responsibil
ities
Mitigation
action
Contingent
action
Progres
s on
action
Lack of
financial
resources
Low The
impact
will
be
very
high.
Non-
availab
ility of
the
finance
will
lead to
postpo
ne of
task
and
activiti
es
which
adverse
ly
affect
the
success
of the
project.
As
finance
is the
major
priority
Finance
department
and project
manager
will be
responsible
to manage
the finances
and reserves
of the
company to
refurbish the
new
building.
Budget
should be
prepared to
assign cost
to each
activity for
smooth
functioning
of the
project
plan. The
manageme
nt of the
organizatio
n must
maintain
reserves to
mitigate
such risk.
Availing
loan
facilities
and
advances
must be
adopted in
case of
financial
incapability
(Beringer,
Jonas and
Kock,
2013).
This
issue
will be
resolved
within 5
days.
10

to
assemb
le the
factors
which
require
to
accomp
lish the
project.
Natural
disaster
Low The
impact
will
be
very
high
which
advers
ely
affect
the
office
buildi
ng,
resour
ces
and
equip
ments.
Natural
disaster
will
have
severe
impact
on the
infrastr
ucture
of the
buildin
g and
leads to
huge
amount
of loss
for the
compa
ny.
Project
management
team and
architecture
will be
responsible
to manage
such sudden
impacts. In
this case
business
tactics is
also useful
in
assembling
the crises
which arises
due to
natural
calamites.
The
manageme
nt team
must
formulate
proper plan
and
maintain
certain
reserves to
mitigate
such
sudden risk
calamity.
They
should use
proper
resources
to mitigate
or lower
such risk.
Different
tool should
be used to
forecast
such future
happening
of
calamities.
This helps
in protecting
the
resources
and building
(Laudon,
and Laudon,
2015).
This
issue
will be
resolved
within
20 days.
11

Non-
availability
of
resources
Mediu
m
The
impact
will
be
moder
ate to
high.
It
fluctu
ates
depen
ds
upon
the
busine
ss
situati
on or
the
work
allotm
ent.
Unavai
lability
of
resourc
es will
affect
the
operati
onal
efficien
cy,
perfor
mance
and
product
ivity of
the
plan.
This
hamper
s to
comple
te task
in and
affect
the
office
renovat
ion and
refurbis
hment.
Human
resource
department
and project
manager
will be
responsible
to mange
such risk.
Critical
evaluation
of the
resources
required to
complete
each task
and
manageme
nt must
keep a
proper
track to
make
goods
available
on a timely
manner
without
any delay.
Effective
training
must be
given and
use of
various
technology
helps in
tracking in
the
resources
for smooth
functioning
of the
business. In
such case,
innovation
in exiting
technology
is also
useful in
securing the
expenses
which arises
through
adapting
advances
technology.
This
issue
will be
resolved
within
10 days
time.
12

Ineffective
communic
ation and
coordinati
on
Mediu
m
The
impact
will
be
moder
ate to
high.
Ineffect
ive
commu
nicatio
n and
coordin
ation
betwee
n
membe
rs will
affect
the
operati
onal
efficien
cy of
the
busines
s. It
also
results
in
bringin
g
barriers
betwee
n the
membe
rs
regardi
Project
manager
will be
responsible
to manage
such risk.
The project
manager
must focus
on building
strong
network
and
organizatio
n structure
to transmit
informatio
n
effectively
(Kerzner,
and
Kerzner,
2017).
The
managemen
t team must
focus on
assigning
roles and
responsibilit
ies to
maintain
effective
coordination
within each
members of
the
organization
. Use of
proper
communicat
ion channel
and
communicat
ion
technology
helps in
reducing
such risk.
This
issue
will be
resolved
within 5
days.
13

ng
sharing
the
ideas
and
proble
ms
with
each
other. Agile method of project management: Agile method is an effective process which helps
in developing various activities and task to effectively analyse the project life cycle. This
methodology helps in effectively complete the task in a systematic manner. This method
helps in breaking down the structure of the project and focus on delivering high quality
development of project management plan to effectively achieve goal of the company.
This method helps in minimizing the risk and helps improve the quality of the plan for
higher efficiency (Mavi and Standing, 2018).
 Prince 2 method of project management: Prince 2 method helps project manger and
team to effectively develop a process for office relocation. An effective structure has
been developed for each activity to increase the efficiency of the office relocation and
achieve set goals and objectives. This methodology help in coordinating and scheduling
each activity to formulate plan and monitor the performance (BENEFITS OF PRINCE2
METHODOLOGY FOR ORGANIZATIONS, 2017).
 Probability and impact matrix: It is an impelling tool for the project unit as it is useful
in prioritizing the activity and also identify the various risk factors. It helps in easy
management of the risk by ranking them on the basis of the severeness.
Responsibility, Accountability, Consulted and Informed (RACI) Matrix
The RACI matrix is an effective way to show the participation of various participants to
complete the desired task for the particular project plan. This helps in developing a structure to
assign roles and responsibilities to carry out a particular task. The RACI matrix for office
relocation can be classified as under:
14

 Responsibilities: At the time of office relocation each individual in the team must be
assigned roles and responsibilities according to the skills, knowledge and attitude of the
individual. Every individual must generate new ideas which helps in renovating and
refurbishing the office building effectively on a timely manner (Hillson, 2017). Accountability: At the time of office relocation the task assigned to each individual is
accountable at the time of the completion of the project. The person who has completed
the task must be accountable to answer the head of the department for effective results
and outcomes. Consulted: At the time of office relocation the plan must be first consulted with the
stakeholders of the company for higher efficiency, transparency and accountability of
each activities.
 Informed: At the time of office relocation all relevant information must be provided to
the head on a timely manner and also take feedback regularly of the task for higher
results and outcomes of the project. It helps in effective decision making and higher
productivity of the project.
Stakeholder management strategy
This matrix is helpful in evaluating and analysing the level of participation in stakeholder
engagement. This study is useful in analysing the various stakeholders of the project. This can be
categorized into various types of stakeholder management matrix:
 Power interest matrix: It helps in categorizing stakeholders on the basis of power and
interest of office relocation (3 Types of Stakeholder Matrix, 2019). Power is the capacity
of the stakeholders to alter or halt the project. On the other hand, interest is the
overlapping between the project objective and stakeholder.
 Stakeholder analysis matrix: This is useful in designing an economic programme in
order to attain desired outcomes. Stakeholders of the company at the time of office
relocation are analysed and evaluated on the basis of financial and business interest,
beliefs, knowledge, demographics, communication, moral and ethical behaviour, political
opinion and values, etc.
 Stakeholder engagement matrix: This matrix also helps in handling the activities
during the execution of the project. This is based on certain categories which includes
neutral, unaware, resistant, supportive and leading.
15

Stakeholders Impact Project involvement Interest shown
in project
Blocking the
project
Managing
Directors
High Managing directors
handle the overall
activities of the
company at the time of
office relocation and
they are responsible to
carry out the operations
and manage the affairs
of the company on daily
basis. If they take any
projects there
involvement in projects
are the basic necessity as
through their guidelines
and support the lower
team mangers carry the
future activities to
implement their orders
(Mok, Shen and Yang,
2015).
As if they take the
post of managing
directors and are
responsible to
commit all the
work, they also
have to show
interest on that
project and takes
initiate to
completable the
work within the
allotted time.
Through their
support and
vision, it
motivated the
leaders to achieve
the goals.
As they play the
role as CEO in the
company and are
liable to take all
important
decision, if they
find that any
project is going in
wrong directors
they have the full
liability to cancel
the project.
Investors High Investors can be persons,
individual or group or
companies who invest
their funds in the
company for more
benefits and also secured
their funds for
maintaining trust in the
They can show
the interest in the
company
background and
their working
criteria as there
funds are invested
in the company
As they have no
major right to
block the project,
they can simple
take their funds
from the projects
and take out their
interest in that
16

company. If there funds
are involved, they also
have the full right to
review the project and
working of the
organisation.
(Tantalo and
Priem, 2016).
projects.
Assistant
managers
Medium They play an effective
role in the company, as
the order passed by the
managing directors are
further transformed and
planned in effective
way to achieve goal in
the organisation. As the
mangers have to mange
the overall internal
activities at the time of
office relocation and
then provide report to
the directors regarding
their work commitment
(Schnackenberg and
Tomlinson, 2016).
As they are
responsible for
effective
planning, so they
have to show and
also mange the
projects with full
detailed study if
any crises occurs
in achieving
targets.
If they not
planned the
projects in right
way, MD had
right to block the
project and he is
liable to
compensate it for
losses incurred.
Accountant Low The responsibility of
account is to manage all
the financial activities of
the company at the time
of office relocation and
examining the income
and expenses occurred
As due to proper
accounts prepared
by accountants, it
helps companies
to analyse the
company
structure and also
As if the accounts
not presenting the
proper financial
statement, it
results in blocking
the running
projects.
17

during the financial year
and also due to their
strategy it helps
companies to invest in
the project.
interests to be
maintained at
different projects.
CONCLUSION
From the above report it can be concluded that to planned a proper and authentic project
report is only successful it they are presented in different and understandable way. There are
various roles of employees working in the organisation to establish the project report. As project
are only achieved if they are planned, analysed and examined in effective way and also it is
representing some results which are positive to achieve some goal. This study helps in analysing
various risk factors while carrying out the project. It also analyses Gantt chart, RACI matrix and
stakeholders strategy for effective completion of the task on a timely manner.
18

REFERENCES
Books and journals
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