|
Concluding that one building is much the same as the next
A good relocation and fit-out
manager should be keen to carry out detailed surveys of the short-listed buildings. These will typically include a mechanical and electrical survey; looking at the building’s services, a building survey; looking at the
fabric of the premises, a structural survey and specialist assessments of lifts, IT services, telecoms and environmental issues such as mains water supplies and drainage.
Each of these surveys will identify issues that
will have a bearing on the selection. They will also help with the negotiation process, as each defect in any survey will have a potential financial implication; much as it does when buying a house. A good commercial agent should
be able to negotiate a reduction in rent or price, or get things put right as part of the deal.
Each selected building will have its own unique characteristics; some will be relevant to the business, some not. There will
be some which are indispensable, such as the way the offices will accommodate the right number of people with the potential for expansion, or the right services for the company such as security, power back up or energy efficiency.
[Back]
Allowing the Comms Room to be an afterthought
The Comms Room is among the most important
features of the modern office. It’s strategic location is vital; it’s relationship with power supplies, it’s security, size and environment must be carefully evaluated. Relocating the Comms Room after occupation
is a task that you would be wise to avoid, not only is it highly likely to cause major disruption, it will also prove to be very costly.
The ever-increasing demand for network servers to be secure and protected and the
fact that the mainframe has not yet disappeared from office life completely mean that special facilities are still needed to house IT hardware.
At a very early stage the manager’s IT team will need to assess whether you need
specialist facilities and should take into account the size and location of the Comms Room as well as the need to provide adequate cooling
and fire protection. The provision of a UPS (un-interruptible power supply) or an emergency generator may also affect their plans as they too must be considered in detail from the outset.
[Back]
An accurate budget is critical
Most business relocations are performed without any budget at
all. Inexperienced move managers will get some quotes for furniture moving, a new telephone system perhaps and will then let their general contractor or architect control the most expensive item - the interior fit-out.
Costs escalate and can frequently run way over the initial estimates. This is madness. An experienced relocation move manager would tell you that you simply MUST have a comprehensive budget that includes ALL costs associated with
business relocation. If you don't know what to expect, you can permanently scar your business with cost overruns.
Many businesses decide not to move at all once they see the entire cost of the project. Imagine not
knowing these costs in advance! A budget also helps you make better decisions about selecting suppliers & contractors, considering options, minimizing cost overruns, and keeping people honest. A detailed budget is mandatory.
Moving without a budget is suicide.
[Back]
Pretending you can manage the entire project yourself with occasional help from someone in Administration
In the battle to optimise productivity and retain talented people the working environment faces the glare of the spotlight like never before. Companies which recognise the importance of using skilled professionals
will gain a critical advantage over those which do not. The best advice is to always take advice!
Taking advice however from ill-informed people or less experienced companies can also lead to problems. Ensure that the
advisors are the best you can afford with a proven track record of delivering the services you require.
[Back]
Don’t assume that all fit-out contractors are the same
The starting point for selecting
the right one is to make sure of comparing `apples with apples’. A good fit-out manager should have established links with all the key disciplines; workplace consultancy, design, IT, construction, project management,
furniture supply & funding as well as post contract support and facilities management.
Also consider whether the relationship will work between your fit-out contractor and the in-house team as they will be working
closely together over many weeks or months. Analyse their track record and performance, look for experience of the type of project in the industry sector, and study their technical skills and knowledge.
A good fit-out and
refurbishment manager will be able to find out quickly which contractors are most suitable for the project; whether the project is too big or too small for them; and will check whether they specialise in high or low value
contracts and whether they can easily service the project from wherever they are based. They will also make sure that they use language you understand and do not merely communicate in industry jargon. Most importantly, do they
seem as though they really want the project? Are they committed? Will they do whatever it takes to deliver the brief on time and within budget?
The fit-out will involve significant costs and the implications of the chosen
fit-out contractor failing to complete on time, or at all, could be substantial. The fit-out manager should check them out thoroughly to ensure that they have the right level of financial stability, an exemplary health and safety
record and sophisticated insurance cover to survive in the frequently turbulent commercial property sector. The best managers will visit contractors’ completed projects, telephone or meet their clients or even visit their
own offices to ensure due diligence.
The fit-out manager should also ensure that the selected fit-out contractor really does have the ability to implement the brief and achieve the objectives. He will ask for confirmation
that `what you see is what you get’. In other words, the people you meet during the selection process are the people you will work with throughout and not just "front men".
[Back]
Don’t assume that the Landlord is unlikely to have any house rules
The implications of not being fully conversant with the Landlord’s house rules can have
serious implications on the project timescale and costs especially in the case of multi-let buildings. For example, the fit-out
contractor may be obliged to only work outside normal business hours, may not be permitted to use the lifts for bringing in materials or furniture and may have restrictions on delivery times and noisy working.
The best advice is for the fit-out manager to meet with the Landlord or their
representatives to fully understand any rules and regulations that may affect the programme. This should be done prior to signing any lease.
[Back]
Avoiding taking any responsibility for health and safety matters and hoping that the Health & Safety
Executive (HSE) will not interfere
Day-to-day responsibility for site safety should be handled by the fit-out contractor.
In addition to their appointed site manager and project manager, they should also
employ an in-house health and safety expert who will assume overall responsibility
for compliance. The fit-out manager should also retain the services of a specialist
independent safety consultant who will be responsible
for site inspections, legislation updates and general health and safety advisory services. (A CDM co-ordinator)
The Health and Safety Executive (HSE) sets extremely high standards for all construction sites as they are
potentially very hazardous and dangerous. From the outset of the project until its completion both the tenant and the fit-out contractor will need to fully comply with the HSE’s Construction (Design and Management)
Regulations 1994. These regulations not only cover the way in which the site runs, but also the way the design team works together to create a project that does not put people at risk during the build process and after
completion.
This starts with the preparation of a full health and safety plan which will cover every aspect of the project and highlight potential risk areas and dangers. It will also highlight the responsibility as the
employer. The HSE is concerned not only with the safety of the construction workers, but also anyone else who has access to the site including the staff and other third parties. The onsite trained safety personnel, employed by
the fit-out contractor, will be responsible for the induction of everyone new to the site and their welfare whilst they are on the premises. In the event of an accident or tragedy, it is not only the fit-out contractor who will
be brought to trial, it could also be the new tenant!
[Back]
|