Project on Office Relocation: Leadership and Planning

This project report details the relocation of a 250-staff office from Metropolis City Centre to a new business park. The project encompasses choosing a building, refurbishment, and the transfer of staff and equipment, all within a 3-month timeframe and a £50,000 budget. The report includes a PESTLE analysis, work breakdown structure, Gantt chart, risk analysis, RACI matrix, and stakeholder management strategy. It outlines the rationale for the proposed plan, project context, and the different phases of the project, from initial planning to the final relocation and maintenance of the new office space. The report also covers defining requirements, selecting an office site, designing the new office layout, construction activities, building communication networks, interior design, and quality review. The project management tools and strategies are applied to ensure the project's success, including efficient planning, risk mitigation, and stakeholder engagement. The report provides a comprehensive overview of the office relocation project, including the specific requirements for the office space (creating appropriate office space for 5 senior executives, 3 separate teams (finance and payroll (10 staff members), human resources (5 staff members) and call centre operations (230 staff members) along with IT infrastructure). The project is focused on leadership and effective management of the office relocation process.

Running head: PROJECT ON OFFICE RELOCATION
Project on Office Relocation
Name of the Student
Name of the University
Author note

1PROJECT ON OFFICE RELOCATION
Table of Contents
1. Introduction..................................................................................................................................2
2. Project context.............................................................................................................................2
3. Rationale for proposed plan and choice of method.....................................................................3
4. PESTLE analysis.........................................................................................................................4
5. Work Breakdown Structure to analyse the project components..................................................7
6. Gantt chart for the project..........................................................................................................11
7. Risk Analysis for the project and identify a Risk Management Strategy..................................14
8. Responsibility, Accountability, Consulted and Informed (RACI) Matrix for the project.........16
9. Stakeholder Management Strategy for the key project stakeholders.........................................18
10. Conclusion...............................................................................................................................19
References......................................................................................................................................21

2PROJECT ON OFFICE RELOCATION
1. Introduction
The project is based on the relocation of a current office space from their current location
to a new center on their periphery. The office comprises of 250 staff and they would change their
existing office by relocating to a different location. The present office is situated in Metropolis
City Centre and they would shift to a business park on their periphery. The office has several
options to shift their present infrastructure and thus relocate to a different site (Gerdenitsch
Korunka and Hertel 2018). The project based on shifting of office would require a huge form of
planning and choosing the most appropriate location. The choosing of the office site and the
entire operations of shifting should be within the proper planning and the appropriate financial
aspects.
Unlike any other project, there should be a proper form of organisation and planning
within the project. The correct form of planning would be successful for the project. After the
decisions for the relocation of the office would be made, the primary task of the office would be
to create a plan for Office Relocation. This can be considered as the most important step that
could be taken for the movement of the office (Harrison and Lock 2017). The discussion in this
project puts major focus over the context of the project. It also puts an emphasis over the
proposed plan for the project and the choice of the most preferable methods that could be used
within the project. Based on the discussions made over the project, it would be highly helpful the
most critical factors that would be necessary for design the strategy based on shifting of an
office.

3PROJECT ON OFFICE RELOCATION
2. Project context
The project discusses about the task of shifting the office from the Metropolis City Centre
to the new business park based within their periphery. The Chief Executive is responsible for
handling each of the aspects based on choosing the proper location to which the office would be
shifted and thus planning the entire infrastructure (Ferris 2015). Based on the analysis over the
various buildings, it has been seen that the potential buildings would require some form of
refurbishments that would be able to fit in the various requirements of the business. The office
comprises of various team members who are designated at several positions. The office also has
a huge IT infrastructure that helps them in dealing with the various business operations. The
different operations in relation to the project on office relocation would be able to define the
several critical factors that would be necessary for relocating the office and the entire list of
equipment.
The project manager would be responsible for choosing the proper building and also plan
for the different infrastructure that would be needed to be implemented within the office. With
the help of the proper plan for office relocation, it would be highly helpful for understanding the
outlining of necessary activities (Robert et al. 2016). Based on the proper outlining of tasks or
activities for the project, it would be highly helpful for specifying the responsibilities for each
person who would help in shifting of the office infrastructure. The project would also outline the
different activities and the proper time of completion for each of the activity meant for the
project.
Before the phase of office relocation, there would be a high need for reassembling of the
plan for relocation. The idea of the project would need to be highly concrete in nature. Each of
the strategies that would be needed should be defined at an earlier stage (Li and Jackson 2015).

4PROJECT ON OFFICE RELOCATION
The project manager would be responsible for assuming each of the activities that would be
required to be completed for the plan of shifting.
3. Rationale for proposed plan and choice of method
The proposed plan for the project is based on the understanding of the project phases of
new relocation of the office. The project discusses about the impacts that would be made over
the infrastructure based on the proper form of planning and execution of the project phases. The
office has a certain requirement for shifting the office to a differently new location based on a
new business park (Pastore 2015). The current office is situated in Metropolis City Centre. Each
of the new infrastructure of the buildings that are being considered as options would be need to
be refurbished in order to fit for the requirements of the business. The situation of the office is
such that they are highly growing in the market.
The project has been given a certain deadline for the start of the project. The project
sponsor has also allocated a budget of £50,000 that would be approved for completion of each of
the steps of the project. This would include the choosing of proper location of the office,
refurbishing the new office, shifting the equipment to the new site and then transferring of staff
to the new location (Durnová 2015). Based on the project for relocating the office, there would
be a considerable form of planning of activities for the shifting of the project to a different
location. The entire project has a requirement to be shifted to a new location and which would be
needed to be completed within a time period of 3 months. The businesses should have the
accessibility to understand the nature of activities that are mostly required for the shifting plan.
Each strategies that would be defined for the relocation plan of the office should be based in
proper order (Goodnight et al. 2015). The business consultants at the office should be able to

5PROJECT ON OFFICE RELOCATION
develop the plan in a scheduled manner and that which would be helpful for expanding of the
strategy.
4. PESTLE analysis
The PESTLE analysis can be defined as a strategic tool used in project management
scenarios. This kind of tool could be used for performing analysis over the external and internal
factors that could put a major impact over the office relation scenario. The abbreviation of
PESTLE are – Political, Economic, Social, Technological, Legal and Environmental.
Political – There can be a transition of the government in the future in the market. The
project manager who would be responsible for contacting and granting of official papers from
the government officials should have to do such activities with proper care (Hsu and Juan 2016).
Other kind of stakeholders who would be involved within the project should be aware of the
different political situations created from pressure groups.
Economic – Different economic factors that need to be considered during the shifting of
the office include – inflation rates, conditions of labour market, taxation rate, exchange rates,
interest rate and consumer disposable income (Nguyen and Notteboom 2016). The efficiency of
the financial markets should be taken in consideration.
Social – The project manager would be responsible for understanding the perspectives of
performing business in the best possible way by understanding the preferences of customers in
the market that they would operate (Liu et al. 2016). Different kind of social factors that would
be included are culture, gender roles, traditions, societal norms and roles, attitude, demographics
and the interests of the people.

6PROJECT ON OFFICE RELOCATION
Technological – The different technological factors that would be needed to be
considered include the empowerment of partners of the supply chain. The authorities within the
office should also be able to determine the protection of intellectual property rights and patents
(Remøy and JM van der Voordt 2014). The transfer of technological infrastructure and issues
based on licensing would also be needed to be considered.
Legal – The legal factors that need to be considered during the shift of the office include
– time consumed by the business cases in court. The laws based on data protection during the
shifting period would also be considered (Bodin Danielsson et al. 2014). The health and safety
laws meant for the labours would also be need to be considered for the safety and ensuring that
health of each labour would be covered under an insurance plan.
Environmental –Some factors that need to be highly be considered during the relocation
of the office are – considering the impacts that would be made by extreme weather conditions
and customer activism (Hongisto et al. 2016). The factor of waste management of the items
made during the shift would also be considered as an important component.

7PROJECT ON OFFICE RELOCATION
5. Work Breakdown Structure to analyse the project components
Office Relocation Project
Start Project Initial Project Planning
Planning
Budgeting
Scheduling
Procurement
management
Quality management
Completion of the phase
Defining requirements
New office location
Customer analysis
Physical office structure
Staffing plan
Completion of the phase
Selection of Office Site
Contract or lease
Facility access
Notifying of previous
owner
Completion of phase
Design of new office
Architectural drawings
Interior design
Communication
requirements
Security system
Build out of constructional
activities
Planning permission
Bid process
Utilities planning
Interior and exterior
construction
Completion of phase
Build out of
communication networks
Bid process
Cabling layout
Completion of phase
Interior design
Painting
Flooring
Furnishing
Completion of phase
Quality review
Code compliance
Completion of phase
Work over existing
location
Shifting to new location
Maintenance of new office
End project
(Figure 1: The WBS for the Project)
(Source: Created by author)

8PROJECT ON OFFICE RELOCATION
Outline Number Task Name
0 Office Relocation Project
1 Start Project
2 Initial Project Planning
2.1 Planning
2.2 Budgeting
2.3 Scheduling
2.4 Procurement management
2.5 Quality management
2.6 Completion of the phase
3 Defining requirements
3.1 New office location
3.2 Customer analysis
3.3 Physical office structure
3.4 Staffing plan
3.5 Completion of the phase
4 Selection of Office Site

9PROJECT ON OFFICE RELOCATION
4.1 Contract or lease
4.2 Facility access
4.3 Notifying of previous owner
4.4 Completion of phase
5 Design of new office
5.1 Architectural drawings
5.2 Interior design
5.3 Communication requirements
5.4 Security system
6 Build out of constructional activities
6.1 Planning permission
6.2 Bid process
6.3 Utilities planning
6.4 Interior and exterior construction
6.5 Completion of phase

10PROJECT ON OFFICE RELOCATION
7 Build out of communication networks
7.1 Bid process
7.2 Cabling layout
7.3 Completion of phase
8 Interior design
8.1 Painting
8.2 Flooring
8.3 Furnishing
8.4 Completion of phase
9 Quality review
9.1 Code compliance
9.2 Completion of phase
10 Work over existing location
11 Shifting to new location

11PROJECT ON OFFICE RELOCATION
12 Maintenance of new office
13 End project
6. Gantt chart for the project
The office relocation project would be planned as per the proper form of planning. The
different activities that are included within the Gantt chart are described as follows:

12PROJECT ON OFFICE RELOCATION
ID Outline
Number
Task
Mode
Task Name Duration Start Finish
0 0 Office Relocation Project 90 days Sat 18-05-19 Fri 20-09-19
1 1 Start Project 0 days Sat 18-05-19 Sat 18-05-19
2 2 Initial Project Planning 7 days Mon 20-05-19 Tue 28-05-19
3 2.1 Planning 1 day Mon 20-05-19 Mon 20-05-19
4 2.2 Budgeting 1 day Tue 21-05-19 Tue 21-05-19
5 2.3 Scheduling 1 day Wed 22-05-19 Wed 22-05-19
6 2.4 Procurement
management
1 day Thu 23-05-19 Thu 23-05-19
7 2.5 Quality management 3 days Fri 24-05-19 Tue 28-05-19
8 2.6 Completion of the phase0 days Tue 28-05-19 Tue 28-05-19
9 3 Defining requirements 4 days Wed 29-05-19 Mon 03-06-19
10 3.1 New offi ce location 1 day Wed 29-05-19 Wed 29-05-19
11 3.2 Customer analysis 1 day Thu 30-05-19 Thu 30-05-19
12 3.3 Physical offi ce structure 1 day Fri 31-05-19 Fri 31-05-19
13 3.4 Staffi ng plan 1 day Mon 03-06-19 Mon 03-06-19
14 3.5 Completion of the phase0 days Mon 03-06-19 Mon 03-06-19
15 4 Selection of Offi ce Site 2 days Tue 04-06-19 Wed 05-06-19
16 4.1 Contract or lease 1 day Tue 04-06-19 Tue 04-06-19
17 4.2 Facility access 1 day Wed 05-06-19 Wed 05-06-19
18 4.3 Notifying of previous
owner
0 days Wed 05-06-19 Wed 05-06-19
19 4.4 Completion of phase 0 days Wed 05-06-19 Wed 05-06-19
20 5 Design of new office 8 days Thu 06-06-19 Mon 17-06-19
21 5.1 Architectural drawings 7 days Thu 06-06-19 Fri 14-06-19
22 5.2 Interior design 2 days Thu 06-06-19 Fri 07-06-19
23 5.3 Communication
requirements
1 day Mon 17-06-19 Mon 17-06-19
24 5.4 Security system 0 days Mon 17-06-19 Mon 17-06-19
25 6 Build out of constructional
activities
11 days Tue 18-06-19 Tue 02-07-19
26 6.1 Planning permission 1 day Tue 18-06-19 Tue 18-06-19
27 6.2 Bid process 3 days Wed 19-06-19 Fri 21-06-19
28 6.3 Utilities planning 2 days Mon 24-06-19 Tue 25-06-19
29 6.4 Interior and exterior
construction
5 days Wed 26-06-19 Tue 02-07-19
30 6.5 Completion of phase 0 days Tue 02-07-19 Tue 02-07-19
31 7 Build out of
communication networks
5 days Tue 02-07-19 Tue 09-07-19
32 7.1 Bid process 0 days Tue 02-07-19 Tue 02-07-19
33 7.2 Cabling layout 5 days Wed 03-07-19 Tue 09-07-19
34 7.3 Completion of phase 0 days Tue 09-07-19 Tue 09-07-19
35 8 Interior design 10 days Wed 10-07-19 Tue 23-07-19
36 8.1 Painting 3 days Wed 10-07-19 Fri 12-07-19
37 8.2 Flooring 3 days Mon 15-07-19 Wed 17-07-19
38 8.3 Furnishing 4 days Thu 18-07-19 Tue 23-07-19
39 8.4 Completion of phase 0 days Tue 23-07-19 Tue 23-07-19
40 9 Quality review 4 days Wed 24-07-19 Mon 29-07-19
41 9.1 Code compliance 4 days Wed 24-07-19 Mon 29-07-19
42 9.2 Completion of phase 0 days Mon 29-07-19 Mon 29-07-19
43 10 Work over existing location16 days Tue 30-07-19 Tue 20-08-19
44 11 Shifting to new location 15 days Wed 21-08-19 Tue 10-09-19
45 12 Maintenance of new offi ce 8 days Wed 11-09-19 Fri 20-09-19
46 13 End project 0 days Fri 20-09-19 Fri 20-09-19
18-05
Project Manager
Project Sponsor
Project Manager
28-05
Project Manager
Architect team
03-06
Owner,Project Sponsor
Project Manager
05-06
05-06
Architect team
Architect team
Project Manager
17-06
Owner
Project Manager
Architect team
02-07
02-07
Technical team
09-07
Architect team
Architect team
Architect team
23-07
Technical team
29-07
Project Manager
Architect team
20-09
F S S M T W T F S S M T W T F S S M T
22 Apr '19 13 May '19 03 Jun '19 24 Jun '19 15 Jul '19 05 Aug '19 26 Aug '19 16 Sep '19 07 Oct '19
(Figure 2: The Gantt chart for the Project)
(Source: Created by author)

13PROJECT ON OFFICE RELOCATION
1. Initial Project Planning –In this phase, the different activities based on budgeting,
scheduling of activities based on a project plan, management of procurement and quality
management would also be defined within the sector.
2. Defining requirements – After the completion of the previous phase, there would be a
proper defining of new requirements for the new office (Coradi, Heinzen and Boutellier 2015).
The different constraints would be defined and the staffing plan would also be need to be
determined.
3. Selection of Office site – The project manager would be responsible for choosing the
most appropriate location for shifting the existing office (Thamhain 2014). In this phase, the
project manager would also define the facilities access agreement based on the shifting of the
new office.
4. Design of New Office – As the office has a requirement for the implementation of IT
infrastructure within the office, they would also be responsible for ensuring that the
communication strategies and security system would also be properly planned and executed.
5. Build out of Constructional activities – In this phase, the permission would be sought
based on the planning activities (Rolfö, Eklund and Jahncke 2018). The vendor would be
properly selected and contracts would be signed among them.
6. Building out of communication networks – Based on the implementation needs of IT
infrastructure, the company would also contract different communication vendors and choose the
best possible options among them.
7. Interior design – After a quick review of the vendor meant for performing the interior
designs, the work would be initiated.

14PROJECT ON OFFICE RELOCATION
8. Quality Review – The quality of office infrastructure would be properly be checked
with the as per the codes of compliance (Mignone et al. 2016). An occupancy certificate would
also be gained from the officials in order to shift over the new location.
9. Work over the existing Location – In this phase, the different packing materials
would be procured. The site of the existing company would also be need to be cleaned before
handover of the office to the owners.
10. Shifting to new location – The new location would be cleaned and each of the
materials would be brought to the new office. The brought materials would be unpacked and they
would be kept safely.
11. Maintenance of new office – In the final phase, the different services based on
housekeeping, insurance and sanitation services would be performed. The payments to different
stakeholders and other labours would be made in this phase.
7. Risk Analysis for the project and identify a Risk Management Strategy
The process of risk analysis can be defined as the process of identification and analysis
over the various kind of potential risks. These risks could negatively impact the different forms
of initiatives based on the key business objectives (Shi et al. 2015). Different analysis over the
risks based on critical projects such as the relocation of the office could be helpful for mitigation
or avoiding of the risks.
The different areas of risks based on the discussed scenario of office relocation include:
1. Planning and Management – A lack of proper management and planning would be
needed to be made for the relocation project (Mihai, Marincea and Ekenberg 2015). Without
such kind of planning initiatives, the movement of office infrastructure might fail.

15PROJECT ON OFFICE RELOCATION
2. Security of data and other assets – During the shift of the office, there might be a
high risk based on securing the systems, data and other physical assets of the company.
3. Communication factors – Lack of proper communication between the team members
could be considered to be detrimental for the movement of the office.
4. Quality of work – The project manager should properly determine each of the factors
that are in relation to shift of the office. Determining each of the factors based on quality would
be essential in order to bring out the best form of outputs for the project.
5. Technical glitches – The factors of internet downtime could directly impact the
productivity of the business and thus lead to poor form of revenue generation.
The risk management strategy would be highly helpful for bringing in various forms of
improvements in removing the risk scenarios. Some of the vital scenarios based on the
management of risks include the use of following steps (Salling and Leleur 2015). These are –
conducting a risk assessment survey, identification of risks, analysis over the risks, development
of the risk management plan, implementation of the risks management plan and monitoring over
the risks.
Some of the strategies based on risk management of the project are described as follows:
1. The project manager should hold accountability for managing each of the factors based
on designing and management of the project plan.
2. During the relocation of the office, the officials within the office would have to decide
over the security measures in order to secure the important assets of the organisation.

16PROJECT ON OFFICE RELOCATION
3. A clear form of communication policy should be set up in order to update the team
members over the development aspects of the project.
4. The project manager should also be responsible for ensuring that each of the quality
measures based on relocation of the office would be kept under control.
5. The technological aspects based on relocation of the office should be previously
thought and planned successfully (Wohlers and Hertel 2017). The cloud based technology could
be used within the office in order to store the data of the office. This would also help in securing
the data of the client.
8. Responsibility, Accountability, Consulted and Informed (RACI) Matrix for the project
ROLES
Project Sponsor
Owners
Project
Manager
Architecture
team
Technical team
Quality
assurance team
Housekeeping
team
Labours
Deliverable or Task Status
Initial Project Planning
Initial project planning A R A R I C
Detailing of project goals and objectives R C I A
Selection of Office site
Design of New Office C I R I
Build out of Constructional activities I A C R A
Interior design
Quality Review A I R C
Work over the existing Location I C R A A
Shifting to new location
Cleaning of the company premises I R A C
Packing of materials C A R R A
Maintenance of new office
Housekeeping services and cleanup I R A C
Sponsor Project Team Other Resources
(Figure 3: The RACI chart for the given project)

17PROJECT ON OFFICE RELOCATION
(Source: Created by author)
The RACI chart can be defined as a matrix based on the purpose of assigning of
responsibilities and roles to each of the stakeholders involved within the project. With the help of
the RACI chart, it would be highly helpful for determining the responsibilities of the
stakeholders. The milestone or decision of the project would be determined by focusing over the
matrix (Esteban et al. 2016). The above figure helps in detailing out the roles of each of the
members who would be related to each of the tasks meant for the project. The proper mapping of
each of the responsibilities in the RACI chart would help in elimination of any kind of confusion
within the project scenario.
The project sponsor team would be responsible for preparing the initial planning for the
project. The project team would also be considered with each of the activities meant for the
project. The project team comprise of the project manager who would be responsible for
handling each of the quality aspects of the project (Liang, Peng and Shen 2016). They would
ensure that each of the project activities would be working in proper order and that each of the
necessities would be met as per proper form of planning.
The architectural team would be responsible for planning for designing the entire aspect
of the office. They would plan and design the entire framework based on the interior and exterior
of the office. The technical team involved with the planning works over the project would also
be responsible for handling the works over the project (Carrasco, Ochiai and Okazaki 2016).
They would thus ensure that there is no disturbance in the workplace scenario during the entire
process of shifting of employees and equipment to the new office.

18PROJECT ON OFFICE RELOCATION
The other resources who would be involved are quality assurance team, housekeeping
team and labours. The quality assurance team would prepare a checklist and thus ensure that
each of the items that have been transferred from the existing office would have been kept
properly after the operations of shifting. The housekeeping team would ensure that each of the
necessities of the office are met and that each of the equipment are kept in proper manner.
9. Stakeholder Management Strategy for the key project stakeholders
The stakeholder management strategy that would be defined for the stakeholders
involved within the project are:
1. Project Manager – The project manager would be responsible for handling each of
the aspects in relation to the project (Luwanda and Stevens 2015). They would design the entire
plan based on designing and aligning each of the activities that would be related to project
development.
2. Project Sponsor – They would design the financial plan for the project. They would
ensure that that the project does not exceed the original planned budget for the project.
3. Owners – The owners would propose the plan for the relocation of the project. They
should ensure that the project managers and other team involved within the project would
understand the requirement and thus would present the task in a proper manner.
4. Architect team – They would design the architectural plan for the entire office
building. This plan would include the design for the interior and exterior part of the office (Rothe
and Heywood 2015). They would hence design specific solutions for providing the best form of
output.

19PROJECT ON OFFICE RELOCATION
5. Technical team – This team would ensure that each of the equipment and other
materials would be kept in proper order. In order to ensure that each of kind of work over the
project would be performed accordingly, they would ensure that the IT infrastructure of the
company would be shifted to the cloud platform. This would further help in ensuring that the
work culture would not be affected.
6. Quality assurance team – Based on the completion of the project, the quality
assurance team would ensure that each of the criteria of the project would be completely met
(Bigonnesse, Beaulieu and Garon 2014). They should also ensure that the each of the planned
activities have been completed within the proper time frames and with proper care.
10. Conclusion
Based on the discussion over the project and the various techniques used for the office
relocation project, it could be concluded that the various techniques based on the use of project
management aspects should be taken in consideration. The most important priority of the project
is based on designing a proper plan for the office relocation. The discussion in this research
focuses over the use of different planning techniques that would be helpful for the owners of the
company to decide over the best possible factors. The discussion in this report discusses about
the PESTLE analysis for the entire project. The WBS defined for the project helps in
understanding about the different phases of the project based on shifting of the office to a
different location. This list also puts focus over the major tasks that are undertaken by the project
team in order to complete the needs of the project.
The Gantt chart also helps in understanding about the brief of the task schedules that
would be needed for the project. Based on understanding of the entire activities of the project,

20PROJECT ON OFFICE RELOCATION
the different risks have been identified for the present scenario. The project manager should be
able to understand each of the scenarios of risk and thus take several mitigation strategies for
mitigating the risks that might incur over the project. Based on understanding over the
stakeholders, the RACI matrix for the project would be determined. This kind of planning also
helps in the determination of the strategy meant for stakeholder management based on the key
stakeholders involved within the project. Hence, with the help of a proper planning and
procedure, it would be helpful for the successful relocation of the office.

21PROJECT ON OFFICE RELOCATION
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