Selecting your in-house and professional teams

This includes both internal stakeholders within your organisation and external specialists who will guide you through the process. Taking the time to carefully select this team and clearly define their roles can make all the difference in achieving a successful outcome.

Every office move or redesign needs an internal champion. This is typically a senior-level employee who has the authority to make decisions, manage budgets, and serve as the primary point of contact for the project.

When selecting your project coordinator, look for someone with previous experience managing complex initiatives. They should be organised, detail-oriented, and able to communicate effectively with colleagues at all levels of the organisation. This role requires a significant time commitment, so it's important to choose someone who can dedicate the necessary bandwidth without letting their regular responsibilities slip. The project coordinator will be responsible for:

• Developing the project brief and goals. Often called the “employers requirements”
• Selecting and managing external consultants
• Overseeing budgets and timelines
• Making key decisions and escalating issues as needed
• Communicating progress to senior management and the wider organisation

Depending on the size and scope of your project, the coordinator role can be a full-time job. It is essential to give this person the support and resources they need to be successful. This includes providing them with decision making authority, access to necessary information, and a direct line of communication to company leadership.

In addition to the project coordinator, you'll need to assemble a cross-functional team of internal stakeholders to provide input and expertise throughout the process.

The exact makeup of your internal team will depend on your company's size, structure, and unique needs. The goal is to bring together a group of subject matter experts who can provide strategic guidance and ensure the project delivers maximum value to the organisation. This group should include representatives from:

Human Resources

Your HR team can provide valuable insights into headcount projections, workforce demographics, and cultural considerations that will impact the office design. They can also help manage communication with employees and ensure the project aligns with your overall people strategy.

IT

Technology is the backbone of the modern workplace. Your IT team will need to be heavily involved in the planning process to ensure the new office can support your company's current and future technology needs. This includes everything from network infrastructure and equipment to audiovisual capabilities and cybersecurity protocols.

Finance

The finance department will play a key role in developing and managing the project budget. They can help create project budgets, secure the necessary funding, and monitor expenses throughout the process to keep things on track.

Operations

Your operations team can provide insights into how your company currently uses space and where improvements can be made. Focusing on issues like workflow, collaboration, and productivity.

Marketing

If you're planning to use your new office as a branding opportunity, involve your marketing team early on. They can help ensure the design aligns with your company's visual identity and messaging.

Facilities

Your facilities team will be key partners in both the planning and execution phases. They can provide valuable information about your current space utilisation and maintenance costs, as well as oversee the logistics of the move itself. It is the facilities team who will be required to care for the office long term, hence it makes sense to involve them early.

Relocating or renovating an office is a complex undertaking with many moving parts. Having the right team in place from the start can help ensure a smooth and successful process.

By investing time upfront to carefully select your in-house project coordinator and internal stakeholders, you'll lay the foundation for effective decision-making and communication throughout the project lifecycle. And by partnering with experienced external consultants, like Office Principles, you can tap into valuable expertise and resources to help you navigate the challenges and opportunities of your new space.

Remember, your office is more than just a place to work – it's a reflection of your company culture and values. By assembling a strong project team, you can create a space that not only meets your functional needs but also inspires and motivates your employees for years to come.