High level graphical representation of migration dates detailing each service/business unit, its current location, new location and move/"go live" dates.

Developed for the very complex moves, eg operating theatres, emergency departments, and intensive care units. They present, in a very visual format, the changes that the service will implement in order to relocate - eg existing theatres may need to close in order to relocate theatre lights, necessitating the cancellation of theatre "lists".

Individual Move Plans are created for each service which is relocating. The Move Plan documents the lowest level of specific move planning, with assignment of actions, due dates, current status, operational commissioning/ dependencies, pre move activities, move day timetable, current risks/issues and more.

The Workstation Allocation Schedule captures the detail of every staff member and workstation within the service to be moved, eg current building, floor, workstation moving to new building, floor, "go live" date, special seating or desk requirements, building and/or security access levels and more, customised to the specific requirements of the project.

This may be a separate document or be incorporated into the Workstation Allocation Schedule. In either scenario, all detail in respect to every voice or data device to be relocated is recorded.

B&W Consulting are experienced in the design, populating and maintaining of comprehensive inventories. The most comprehensive example to date has been the creation of an inventory for the collections of both the National Library of New Zealand and the Alexander Turnbull Library.

Dependant on the type of service being relocated, detailed Transit Plans are created to determine routes, support staff required, specialist equipment availability (eg life support), lift and/or, traffic management. As an example, hospital moves require detailed Transit and Patient Plans, which include the order of patient moves, acuity and escorts, resourcing of orderlies, and wide communications to ensure other services know that moves are underway.

The Daily Activity Schedules provides the detailed instructions, day by day and sometimes hour by hour for external move company personnel to follow on move day. Where third party suppliers are required for minor works, eg removing and installing fixed FF&E, they are similarly scheduled. The Daily Activity Schedule also plays a vital role in the planning process to enable adequate and appropriate resourcing to be allocated by the move company and to keep the key stakeholders informed of each day's activities.

The Move Instructions are issued along with packing materials, labelling instructions etc. ensuring staff know exactly what they need to do and what someone else will do for them.
 

By its very nature, moving your business creates change. Whether the relocation involves different sites or even different cities, some very formal change management activities will need to take place. Does your organisation have a formal Staff Relocations Policy, how will your customers know when and where you have gone, what about your suppliers ...?

Whether you need assistance in selecting FF&E suppliers and products for your new fitout, creating FF&E Allocation Schedules, managing procurement, commissioning and/or installing new furniture, fittings and equipment, your experienced B&W Relocation Manager can help.

If you are relocating existing FF&E, B&W can create the schedules, check spatial requirements and factor the reuse into the relocation sequence.

Most projects have multiple stakeholders and areas of responsibility that are handed over as tasks are completed. For example the Site Manager of a new area or building will be responsible for construction and some fitout through to official Handover, then someone else will take up the reigns for any operational commissioning post-handover, etc. In situations where there is no overall Project Manager responsible through to go-live, it often falls upon the person managing the move to make the final check that the premises are ready for occupation. B&W can prepare and facilitate Facility Readiness Checklists to provide reassurance to the manager of a service and other client stakeholders, that the area they are moving into is indeed ready to be occupied. Checklists include items such as: installation of all scheduled fixtures and fittings; all FF&E received and in place; safety and security systems operating and communicated; signage, cultural events completed; and more.

New facilities most often contain new technology, for example: building access; security; air conditioning; AV operation; etc. Departments and supporting services are in new locations (mailrooms, staff breakout rooms, conference facilities), carparking may have been reorganised etc. As part of an overall training and orientation program for staff moving into new facilities, a User Guide provides a valuable resource for whoever is facilitating delivery. B&W have created Facility User Guides to provide orientation material for office areas, clinical areas within hospitals and general building services.

From cleaning staff, couriers, fire wardens, emergency response teams, equipment operators, to medical and general staff, B&W will work with business services to develop matrices of who and what orientation/training may be required to ensure a successful and incident free relocation.

Does your project team have a dedicated resource to clear exited areas for handover? Exit activities typically include the disposal; of surplus items to storage (or charity), cleaning and decommissioning. B&W can provide Exit solutions to meet your project timelines.