A move coordinator is usually a hard-working employee who is willing to take responsibility for others and make sure things get done no matter what. Maybe that’s why you got picked to do it. You’re exactly the kind of person needed to coordinate a successful business move.
The problem is, no one else gets what is involved in coordinating a move. It can all seem easy to them.
Because coordinating a move is a complex, time-consuming, and fast-moving process, a coordinator can try to do more than can or should be done. When the move is over, and everyone is happy and well-rested, but the coordinator is stressed-out and exhausted, and their regular work has suffered, then the move was not really successful.
I think there is a better way to move a business than driving a good employee crazy during a moving project.
If you are the move coordinator, here’s what you can do to make your move a success and not go crazy doing it.
Start with a clear understanding with your boss. Agreement is needed on two things. First, you need time to get things done, Unless your job is coordinating moves for your company, you can’t do your regular job and add move coordination on top of it without going crazy. Agree to adjust other responsibilities so you can focus on the move plan. Second, you need the authority to get things done. If a boss is not involved in the planning process and then gets involved later it can mess up a great move plan. It is important that everyone understands your company needs one point person for move coordination–and you’re it.
Start the process as soon as you can. Time works in your favor for planning and coordinating people. There are a lot of decisions to be made and details to be addressed. For a 5 to 25 person move 2 weeks is a minimum, 2 to 6 months is great. For a 25-75 person move, 3 to 12 months is great. For a 75 to 300 person move, 6 to 18 months is great. I started working with a client on a 150-employee move in downtown Seattle two years before the target move date. It gave us the time to work at a steady pace.
Pull your team together early. IT, department heads, administrators need to be involved. They need to be people who will get things done, work as a team, and put in the time needed to prepare.
Contract good providers to do the work so you don’t have to. Other people and companies make a living doing relocations, whether it’s moving, furniture, computers, data, or equipment. Get them involved so they can get you what you need. Having a competent team on your side makes your job much easier.
Find out what each vendor needs from you and get it for them. It’s not an endless list of things to do (it only seems like it.) If you do your part you can expect them to do theirs. If they have what they need they can carry the weight of getting their tasks done.
Focus on the essentials of coordinating the move. Screen out the non-essentials. Moving isn’t the best time to re-organize. If something can be done before or after the moving project, it should be.
Stick with a realistic goal. It isn’t perfection. Your goal is to get people to another location and get them working normally again. If that gets done, you succeeded.
Agree on a schedule so everyone can fit into it. This might be the most overlooked but easiest ways to get everyone working together without much effort. Read my mini article on scheduling, the key to everything.