PROJECT MANAGEMENT IN AN OFFICE RELOCATION PROJECT

Project management in an Office Relocation Project

Dorothy Battle

Project Stakeholders

Columbia Southern University

December 7, 2021

Introduction

Documenting project requirements can be one of the most complex components of a project’s planning stage. Identifying the stakeholders also forms part of planning for any project requirements. In this assignment, I will be focusing on a business relocation project and the involved stakeholders. The term “stakeholder” refers to any individual, group, or organization that has a stake in the project’s result and may mobilize resources to do so. One must first identify all of the project stakeholders before involving them. After that, perform an in-depth analysis to classify them accordingly.

It is essential to do stakeholder analysis to complete a project like an office relocation successfully. It aids in identifying all of the project’s crucial stakeholders. It is possible to divide stakeholders into primary and secondary categories. The project has the most positive or negative influence on the primary stakeholders. Secondary stakeholders are those whose interests are not directly affected by the project.

Stakeholders in an office relocation project

When relocating an office, some people may be affected in the process. By so doing, it may bring advantages or disadvantages. Additionally, the type of relocation may differ. A relocation may involve small moves within the same office, across the town, or the country. The small actions of relocation within the office may have very minimal impact compared to moving across town or the government. However, just like in many office relocation projects, the following parties or stakeholders will be involved: employees, clients, suppliers, and the moving business itself, as well as the project sponsors.

Ranking of the stakeholders

The table shown below indicates those stakeholders that will be affected by the office relocation project arranged in the order of importance

Importance level

Stakeholders

Level 1

Clients and customers

Level 2

Employees

Level 3

vendors

Level 4

Moving company

Level 5

Project sponsors

Table 1: Stakeholder ranking

Employees are the most apparent stakeholders affected in such a project. However, clients are the most important to consider. Clients form the core support of any firm or company; therefore, there will be a need to consider the clients before relocating.

The employees come second. There will need to consider, how will the relocation affect the employees. These are people who work in the company, from the Chief executive officer to juniors such as janitors. Just like the clients, a question about the employees should be answered, how will the relocation affect the employees. Also, not to forget the vendors who are the suppliers to the business. They will also be affected. They will either have to travel long distances to deliver their suppliers, and where this is not possible, there will be a need to get new suppliers.

In addition, there will need to consider the moving company. Several factors will need to be put in place before settling for a given moving company. What are their charges for the task, how competent are they, and their track records? It will be better to involve a economically feasible company while providing the best services.

Last but not least, the project sponsors are also important. These are those people that are responsible for sponsoring the project. A project cannot be successful without sponsors. It would also be unprofessional to start any project without considering who will support it. Relocation is not so financially demanding, and therefore the business owners will be the project’s sponsors.

Resource Management Plan and RACI

A RACI chart, or RACI matrix, is a sort of responsibility allocation matrix (RAM) in project management. When used in the real world, it’s just a simple table or spreadsheet listing all of the project’s stakeholders and their level of involvement in each activity. Roles and responsibilities can be assigned to these roles once specified, and work can commence. The acronym RACI stands for;

R (responsible) – a stakeholder will be accountable to complete the task assigned to them.

An (responsible) – a responsible person delegates the work and is the one to review the job done.

C (consulted) – these will give an insight into the future.

I (informed) – these only need to be updated on the progress of the project rather than details of every deliverable.

The project managers will use this RACI chart to ensure that every stakeholder is classified as responsible, accountable, consulted, or informed for the corresponding task. This will ensure that all the tasks are partaken by the required person and at the right time.

Project deliverable

Project manager

Moving company

vendors

Project sponsor

Business strategist

Relocation from point A to B

Payment for the services

Delivery of products

Identification of relocating location

Table 2: RACI matrix table

Communication management plan

Task

purpose

medium

audience

Kickoff meeting

Commence the project and state the objectives and goals.

In-person meeting (face to face)

Employees, project sponsors,

Communication to the clients

Inform the clients of the relocation of the business.

Emails and public announcements

Project managers, clients.

Moving negotiations

Hold negotiations with the moving company

In-person

Project manager, moving company manager

Communication of progress

Communicate to the stakeholders to inform them of the progress of the project

Emails

Employees, project managers, vendors, and project sponsors

Table 3: communication plan

The communication plan will highlight and detail the communication needs and expectations during the project. It may include the type of communication technologies to be used and the formats of communications to be used as well. Majorly, communication will be the responsibility of the project manager. They communicate well with almost all the stakeholders involved.

Stakeholder management pan

The stakeholder management strategy describes the approach and actions that will improve support and limit the negative consequences of stakeholders during the life of the project. The business will have to compensate the employees in salary increments if the company relocates to a distant location from the current one. This is because it is assumed that the employees will have to travel longer distances than before. Additionally, the business will have to compensate those employees who cannot relocate to avoid a bridge of contracts. Additionally, the vendor also will have to be considered. Does the business retain its initial vendors and suppliers? If not, what is the cost of getting and availability of getting new vendors on the new location?

Resource acquisition plan

Resource planning involves understanding the project’s scope and identifying the resources that are needed to complete the project. In our case, human resource is a significant concern. The business will have to put in measures to retain the human resource. Some employees don’t relocate with the company, so the industry will have to advertise for the qualifications required and the new workplace location. The new site will discuss any additional resources needed since the business will be moving everything they have and may not need any new resources.

Stakeholder Engagement Monitoring and Control Plan.

In addition, the Stakeholder Engagement Monitoring and Control Plan monitor is critical. It keeps tabs on the relationships between the people involved in the project to improve its productivity and effectiveness. Therefore, the stakeholders will be provided with feedback on the project’s current development. There will be a weekly update on the steps made by the business. Through that, it will be easy to engage and update them on the current state of the project

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