Challenge

Johnsons Project Management was appointed to deliver project move management, space utilisation and relocation services to the University of Greenwich for their restack project. This project consisted of:

Fully inclusive project management services

Space utilisation studies

Detailed filing audits/checks of team bulk and paper storage for all teams relocating, inclusive of a detailed file mapping programme

500 staff relocation over 10 phases

IT Technicians to complete the disconnection/reconnection of IT

IT Porters to pack/unpack the IT

Providing IT and cable management services

Completing regular meetings with key client stakeholders/move champions

Providing specific move guides with all key tasks/information/dates to ensure all pre-move activities are correctly completed by University staff

Completing detailed and full relocation scheduling and timeline baseline for all relocation activity to seamlessly follow

Arranging and supplying pre-printed labels

Ensuring all resources/crates are booked in line with the project requirements

Ensuring regular communication and single point of contact with the client

Facilitating the staff feedback process

Solution

By providing the University with a dedicated Project Manager for the duration of the project, they were onsite to oversee all planning, implementation, space studies and relocation services required. The management of the project included providing over 70 days’ worth of dedicated time with the University involving:

Initial project kick-off meeting and brain-storming session with the University’s main contact/key stakeholders

Advising the University of storage levels to facilitate a declutter programme in reducing current levels in line with allocated team/individual storage space allocations

Creation/building and population of each team’s migration schedule to enable a detailed “desk to desk” move programme to be built for each team/area/phase

Creation and issuing of date specific move-guides for each relocation

Individual Business User Group (BUG) meetings with up to 10 x Business Champions

Create and manage a relocation/logistics Risk and Issues log

Design and implement a labelling strategy

Attending fortnightly meetings with key stakeholders/furniture installation contractors

Developing and managing a robust system for crate deliveries/collections

Managing of our furniture partners to explore the opportunity of value engineering in to the recycling of office furniture (assisting project “Warpitt”)

Management of the physical relocation days

The relocation phase of this project involved the relocation of 500 staff members over 10 phases. For this complex and staggered programme of works, our Project Manager liaised with the University to establish a realistic and secure timetable, providing the University with a fully trained, experienced and consistent team. This allowed for familiarity across the buildings for both our team and the staff at the University. The planning and preparation which went in to this phase of the contract encompassed:

Crate packing workshops for all staff responsible for personal packing

Hosting regular group meetings with approximately 10 x Move Champions as required throughout the planning phases

Developing and executing a process for secure storage transfer

Creating and managing a specific RAG countdown document for the moves in line with The University lead contact

Progress reports and progress meetings with The University lead contact (weekly meetings)

Risk Assessment and Method Statement (RAMS) management for each relocation phase

Booking in all resource for the developed and signed off relocation plan as required

Ensuring all routes are planned in terms of road access/parking with building FM/security/local authority

Actioning go/no go meetings

Helpdesk and post move support the following work day of office relocations

Lessons learnt meetings