Office Relocation Project

This project management case study examines the relocation of ABC Company's office from West End to Central London. It covers project initiation, team management, PRINCE2 methodology, risk management, and project success evaluation.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK...............................................................................................................................................1
Project initiation document..........................................................................................................1
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management is considered as method of organising activities in such manner so that
requirements of task can be met (Tenera and Luís Carneiro, 2014). Present study is based on
ABC Company; entity is planning to move office from West end to central London. In the
existing location enterprise is unable to generate sales and current rent is too high that increases
cost of business as well. The main objective of shifting from one place to other is to generate
high revenues and increasing its number of consumers. Current assignment will prepare project
initiation documents for this task. Furthermore, role of project manager will be explained.
Report will justify project methodology and will prepare project plan for this office moving
project.
TASK
Project initiation document
Title of project To move office from West End of London to
central London
Business case ABC company is planning to move office
premises from West End of London to Central
London. The main agenda of moving to other
location is to generate more revenues. ABC is
working in furniture manufacturing industry, in
central London there are many corporate
clients that buy manufactured furniture. Thus,
moving to other location can increase
profitability of enterprise to great extent
(Schwindt and Zimmermann, 2015).
Purpose  To generate revenues
 To attract new corporate clients
Estimated budget Estimated budget for this moving office project
is £ 10000.
Explanation for estimated budget ABC is planning to move to other place in
order to generate more revenues and attract
more consumers towards the brand. For that
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entity has estimated that it will complete the
entire relocation project within £11200.
Planning cost- £500
Buying new property- £5000
Space design and furnishing cost-£2000
Telecom expenditures- £1500
Miscellaneous expenses- £1000
Property solicitor and agent fees- £1200
Project sponsor Board of director
Project manager Mr. John
Characteristics and Role of project manager
Project manager (PM) is most important person in the project. Individual is responsible
for overall success or failure of the Task. Role of project manager in this moving of office
proposal are described as below:
 Communicator: Project manager plays the role of communicator, individual is
responsible to circulating information so that all team members can understand mission
of this proposal. Leader needs to have negotiation skill so that person can become able to
accomplish this relocation project successfully (Lappe and Spang, 2014).
 Integrity: This is another essential characteristic of project manager; individual has to
ensure using correct words and actions. Person has to follow ethical practices so that no
issues take place. In the current relocation of office proposal, manager has to set values
and have to reward such team members those who maintain integrity significantly (Pinto,
2014).
 Monitor/ Problem solver: PM needs to have problem solving skills; issue may take
place any time. In such condition it is very important for the manager that to find out root
cause of problem and find out best solution so that project can get accomplish within
specified period of time. By handling issues significantly and taking brave decision
officer can get positive results. Individual has to monitor activities time to time so that
issues can be identified timely and can be resolved (Turner and Ledwith, 2018).
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 Task delegation: It is another most important characteristic of PM, individual has to
allot work to all team members as per their capabilities and qualification. By this way
they will be able to perform well and will be able to contribute well in accomplishing the
organisational goal of ABC Company. PM needs to be able to judge skills of each team
members so that task can be assigned to them accordingly (Gemünden, 2015).
 Empathy: Project manager is responsible for showing empathy towards team members.
Many times work of all executives gets affected due to several reasons. In such condition
PM has to ensure showing empathy rather than sympathy so that all people can handle
such troubles effectively. Empathetic gestures enhance confidence of the person and
motivate them to work well.
 Motivator: Project manager is the most important person, individual has to motivate
team members by giving them reward and recognition (Pitsis and et.al., 2014). This can
help in making them happy. This is beneficial in making people positive and loyal
towards the firm, by this way they will contribute well in accomplishing goal of business
unit.
 Team development skill and organiser: Project manager has to behave life leader and
have to form a strong team (Nusslein and et.al., 2016). This can help in increasing
coordination among all employees and they all will work together in order to get positive
outcome. Project officer has to understand capabilities and style of working of each
individual that may help in finishing it on time with required quality. Individual has to
organise activities smoothly and in systematic manner.
 Risk management: PM has duty to manage risk and minimise consequences of these
constrains. Individual has to make contingency plan so that issues can be avoided and
benefits can be strengthen (Rolstadås and et.al., 2014).
Composition and management of teams
A project cannot be completed without strong team members. People works together in
order to achieve a common goal. In the existing proposal of moving office in Central London is
the big task and for accomplishing it efficiently PM is required to compose and manage team
well. In order to form a strong team, management is required to identify number of people
require in project and skill that needs to have within them (Floricel and et.al., 2014). Individual
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has to recruit people by considering actual vision of ABC firm and accordingly they have hire
people in this proposal.
Team members Role Skills/ Knowledge
Project manager PM is responsible for making
plan, organising activities,
monitoring all tasks and
controlling over activities.
Communication skill
Leading/ managing abilities
Monitoring capabilities
Finance executive Individual is responsible for
allocating funds and keeping
record of all financial
transactions. This supports in
controlling over unnecessary
expenditures and managing
flow of cash well (The
Advantages of the PRINCE2
Methodology, 2016).
Technical skill
Good knowledge of
accounting standards
Designer Person must be able to
perform designing and
architecture work in new
office so that new premises
can be utilised properly.
Designing skills
Technical executive Technical executive is
responsible for performing
technical task such as IT
installation, completing
electric work etc.
Technical skill
Labour They are responsible for
relocation of furniture and
other equipments (5 Ways To
Measure Project Success,
2015)
Knowledge of same work
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Project manager in this moving office project needs to have excellent analytical and
organising skills. Apart from this, it is also essential to have technically sound so that all the task
can be performed and managed well. There are many people those who work together in this
relocation proposal thus, it is essential that they all work together and perform their work
significantly. In order to manage all team members well, PM has to clarify the role and
responsibility of all team members (Project Monitoring and Control, 2018). Individual has to
make them understand what they are supposed to perform and for what they are accountable.
This can support in minimising issues and managing all tasks significantly. One they all are
allotted their role then individual has to set individual goal and have to make them aware with
organisational vision. This can help in managing team members well and aligning their work.
PM has to monitor progress and performance of each person. Furthermore, team management
can be done by PM of ABC Company by motivating people by giving intrinsic and extrinsic
rewards. This can boost people and can support in making them loyal. In addition, giving timely
training and raising their skills is the way that can assist in managing human resources well
(Tenera and Luís Carneiro, 2014).
Project methodology
Choosing correct methodology is essential for completing a project successfully. Prince
2methodology is considered as essential and most effective tool that emphasis on clear division
of activities into manageable stages. This is the best way to schedule activities and complete it
within specified period of time. Prince 2 methodology is the most effective process based
approach that concentrates on controlling over entire proposal and meeting the actual goal (Pitsis
and et.al., 2014). It emphasises more on clear planning. There are seven major principals of
these methods:
 Project must be justifying business objectives. The entire project plan must have realistic
benefits and cost assessment. In the preset project of moving office from one place to
other PM has to ensure that this relocation gives necessary benefit to ABC Company and
help in increasing its revenues (Nusslein and et.al., 2016).
 Team members have to improve their knowledge from every stage; they have to learn
new things that can support them in their future work.
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 Most essential principle of price 2 methodology is that each team members must be clear
with their role and responsibilities. PM has to make all aware with their duties and all
have to perform it well in order to accomplish the project objective.
 Project managers have to break entire task into manageable sub activities, proper
planning in each phase can help in minimising issues (Floricel and et.al., 2014).
 Board members cannot closely monitor each activity thus; they have set some necessary
baseline requirements such as cost, time, quality, scope etc. so that PM can manage the
entire proposal accordingly. If there is any kind of issue then project manager has full
power to make changes in existing plan in order to bring it back on track.
 Quality is the most essential part of project; PM has to take support of quality
measurement tools can have to ensure quality of work. Deliverables are needed to be
checked timely, this can support in meeting the actual goal (The Advantages of the
PRINCE2 Methodology, 2016).
 It can be tailored for meeting the requirements.
Use of prince 2 methodologies in this moving office project has supported PM in
analysing improvement areas and making necessary changes time to time so that this project
can be completed within specified period. Shifting office is not an easy task and PM has to
make changes many times according to each situation (Rolstadås and et.al., 2014). This
prince2methodology aids in identifying flaws and making corrections so that overall
organisational goal can be obtained.
Project management plan
Task Name Duration Start Finish Predecessors
Pre-planning 22 days Thu 10/18/18 Fri 11/16/18
senior management
approval 5 days Thu 10/18/18 Wed 10/24/18
assign internal manager for
coordinating office relocation 7 days Thu 10/25/18 Fri 11/2/18 2
review lease document 2 days Mon 11/5/18 Tue 11/6/18 3
define requirements of
relocations 3 days Wed 11/7/18 Fri 11/9/18 3,4
estimate budget 5 days Mon 11/12/18 Fri 11/16/18 5
selection of new office 35 days Mon 11/19/18 Fri 1/4/19
property consultant 2 days Mon 11/19/18 Tue 11/20/18 6
deal with property agent 2 days Wed 11/21/18 Thu 11/22/18 8
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shortlisted business space 3 days Fri 11/23/18 Tue 11/27/18 8,9,4
cost analysis 10 days Wed 11/28/18 Tue 12/11/18 10,8
final selection of best
location 2 days Wed 12/12/18 Thu 12/13/18 11
Lease documentation 6 days Fri 12/14/18 Fri 12/21/18 12
solicitor approval 8 days Mon 12/24/18 Wed 1/2/19 13
lease sign 2 days Thu 1/3/19 Fri 1/4/19 14,13
space design and furnishing 35 days Mon 1/7/19 Fri 2/22/19
interior design 15 days Mon 1/7/19 Fri 1/25/19 15
start renovation 10 days Mon 1/28/19 Fri 2/8/19 17
set-up weekly progress 8 days Mon 2/11/19 Wed 2/20/19 18
arrange site visit 2 days Thu 2/21/19 Fri 2/22/19 19
IT and telecoms
requirements 17 days Mon 2/25/19 Tue 3/19/19
arrange hardware software 3 days Mon 2/25/19 Wed 2/27/19 20
installation of equipments 14 days Thu 2/28/19 Tue 3/19/19 22,17
Physical relocation 9 days Wed 3/20/19 Mon 4/1/19
confirm relocation date 5 days Wed 3/20/19 Tue 3/26/19 23
interview removal company 2 days Wed 3/27/19 Thu 3/28/19 25
set move date 1 day Fri 3/29/19 Fri 3/29/19 26,25
communication with
stakeholders 1 day Mon 4/1/19 Mon 4/1/19 27
final set up 18 days Tue 4/2/19 Thu 4/25/19
take inventory in new office 8 days Tue 4/2/19 Thu 4/11/19 28
start working by allocating
work to staff 8 days Fri 4/12/19 Tue 4/23/19 30
end of project 2 days Wed 4/24/19 Thu 4/25/19 31
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Major risk
There are many risk associated with this moving office project, these are described as
below:
Risk Description Probability Impact
Human resource risk It is possible that
shifting or relocation
creates issue among
existing employees
and they leave their
job (Gemünden,
Low High
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2015).
Financial risk Relocation of ABC
office may increase
financial burden on
business unit and it is
possible that it goes
over budget.
High High
Technical risk During shifting new
installation will be
required, at that time
technical issues might
take place that may
affect entire project
badly (Turner and
Ledwith, 2018).
moderate moderate
Scope risk ABC is planning to
generate more sales
by shifting office but
it may be possible
that in new place it
fails to attract buyers
and loose existing
consumers as well.
Moderate High
Scheduling risk Improper scheduling
or sub division can
create issue and
project will not get
completed on time.
Moderate Moderate
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Measures to control monitor the risk and quality
Risk management plan is helpful tool that supports PM in managing constrain and
minimising its adverse effects (Schwindt and Zimmermann, 2015). There are various methods to
control and monitor these risks.
Risk reassessment
It is the process that can be implemented by PM of moving office project, in this
technique individual can first identify risk that may affect the overall success of this project.
Once issues are being identified then manager can find out best solution to deal with it. Next step
is to evaluate the current risk. In this stage individual can evaluate the consequences of this
constrain; this will help in identifying severity of such problems (5 Ways To Measure Project
Success, 2015). Furthermore, PM can evaluate the risk management plan and can ensure to what
extent existing plan is able to handle such consequences.
Risk manager has to implement effective risk control process and have to take
appropriate action so that such issues can be avoided. PM is responsible for monitoring and
controlling over constrains. This is the process that aid in finding the potential risk and
monitoring residual risks. Controlling process help manager of this project in finding solution to
manage such dangers and encourage stakeholders to give optimise response towards such
constrains (Project Monitoring and Control, 2018). During planning process PM identify risks
and prepare risk register, accordingly individual prepare contingency plan so that project can
deal with such issues efficiently. Risk response owner has to create risk report and have to take
necessary decision in order to minimise adverse effects of such problems.
In present study PM of office moving project performs qualitative risk analysis process;
by this way individual prioritise risks and take necessary action to resolve such issues. In order to
monitor entire project, manager has to review each activity and have to measure it against set
criteria (Floricel and et.al., 2014). Individual has to ensure whether project has become able to
meet cost, quality and time parameters or not.
Quality control measurements
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By applying quality control tools PM of office moving project can be able to ensure the
quality. Updating quality baseline and reviewing quality time to time is the process that ca
support PM of this project in controlling over quality risk. Cause analysis is the tool that is
applied for the project in order to manage quality aspects (Tenera and Luís Carneiro, 2014).
Control schedule and control cost
By applying earned value management PM of relocation office project can calculate cost
performance index and schedule performance index. This will help in measuring cost and
defining the success rate. This will be beneficial in controlling over cost and monitoring entire
project (Nusslein and et.al., 2016).
Evaluate project success and failure
It is essential to evaluate the actual success/ failure rate of the project plan. In the existing
project of relocation of ABC office from one place to other has been successful. Evaluation can
be done on various parameters:
Scheduling: The actual finishing date of this task was assumed 24th April2019 and it has been
completed near to that date (The Advantages of the PRINCE2 Methodology, 2016). That means
scheduling was proper and PM has lead this proposal successfully.
Quality: That is another evaluation parameter, the existing project has meet standard and have
been successfully shifted to other location as per set quality plan.
Cost: The relocation of ABC project has been completed within set budget.PM has controlled
over entire process and has minimised unnecessary cost (Project Monitoring and Control, 2018).
This has helped in accomplishing it within set budget.
Scope: The main agenda of this relocation was o generate more sales and attract new corporate
customers. By shifting to central London ABC has become able to make connection with many
other corporate clients that has helped the firm in boosting sales (Nusslein and et.al., 2016).
From the delivery of the project, PM has learned many things. Individual has developed
understanding about such kind of shifting projects. I have developed my team management skills
and have improved my knowledge about team working. Earlier to that I was not having good
knowledge of technologies but this project has raised my technical knowledge as well.
CONCLUSION
From the above study it can be concluded that in order to accomplish project successfully,
PM is required to schedule task properly and have to control over each activity properly.
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Effective scheduling and proper monitoring supports in meeting the quality standards and
completing the task within set budget. Prince 2 methodology is helpful in making continuous
improvement in project plan and meting the overall goal of organisation.
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REFERENCES
Books and Journals
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definition of project success, knowledge sharing, and special issues of project
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Nusslein, K., Parkash Dhankher, O., Xing, B., Smith-Doerr, L., Sacco, T., Maathuis, F., Pareek,
A., Vara Prasad, P.V., Botha Stellenbosch, A.M., Foyer, C.H. and Kunert, K., 2016.
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complexity: theory and practice in project management. International Journal of Project
Management. 32(8). pp.1285-1290.
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success through analysis of project management approach. International journal of
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Schwindt, C. and Zimmermann, J., 2015. Handbook on Project Management and Scheduling
Vol. 1. Cham: Springer International Publishing.
Tenera, A. M. B. R. and Luís Carneiro, P., 2014. A Lean Six Sigma (LSS) project management
improvement model. SELECTED PAPERS FROM THE 27TH IPMA (INTERNATIONAL
PROJECT MANAGEMENT ASSOCIATION). pp.912-920.
Turner, R. and Ledwith, A., 2018. Project Management in Small to Medium‐Sized Enterprises:
Fitting the Practices to the Needs of the Firm to Deliver Benefit. Journal of Small
Business Management. 56(3). pp.475-493.
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