PLANNING MEETINGS
The foundation of the relocation planning process is the move planning meetings. We meet regularly with the Move Team, decision-makers and global service providers as well as Move Captains, representatives of each business unit. We manage these meetings from start to finish. Critical tasks involved are creating meeting agendas, fostering and facilitating dialog, imparting expertise, providing notes and tracking critical follow-up tasks.
mapping
Mapping is the process of determining who and what is moving and to where it is moving. Significant time and attention is spent in the discovery phase. 3-R (Reduce, Reuse and Recycle) programs and incorporated to make sure files and materials are appropriately downsized where applicable. Finally all belongings and equipment are mapped to their final destination.
Blackman & Forsyth documents every staff and their belongings, all technology related equiptment, file cabinets and all storage and common rooms to ensure thorough planning prior to the move and to ensure safe and accurate delivery during the move
PROJECT LAUNCH
At the inception of all projects we help establish the project scope, set timetables and identify critical tasks. These tasks and timetables are then set into a Responsibility Matrix. We also develop a Master Resource List so that everyone working on the project knows whom the players are and how to get in touch with them.
communication
Throughout your move process Blackman & Forsyth will guide all move-related communications, both internal and external. It is our job to facilitate interactive communication and to manage overall energy and goodwill to reduce stress and encourage positive assimilation into the new work environment.
We help create comprehensive, personalized Relocation Kits for each client. Additional internal and external information tools (eg. Newsletters, Change of Address Notices, Welcome Packets) may also be employed to facilitate successful change management.
We coordinate with origin and destination building management(s) to comply with building parameters for the move, schedule windows both before and post move, including vacating the origin building as needed.
Accurate documentation is fundamental to a successful move. Blackman & Forsyth uses proven tools to streamline vital information for clear delivery of all items moving to the new work environment.
vendor interface
Blackman & Forsyth is the key point of contact for all vendor information and communication. Initially we help you determine which potential vendors are needed to supplement your move team. We will develop a Request for Proposal (RFP) for all relocation services needed and propose proven industry leaders for each service needed. Blackman & Forsyth will conduct job-walks, analyze all proposals and make selection recommendations.
After additional vendors are hired and join the move team, Blackman & Forsyth serves as the principal interface for communication and scheduling.
MIGRATION SCHEDULE
An essential key to a successful move is ensuring that all of the players are following a clear schedule and responding quickly when changes are needed.
Blackman & Forsyth will craft a Migration Schedule that details all the move activities for your entire move window. The Migration Schedule has a clear sequencing order and accountability component.
It is our job to communicate this schedule to all parties involved in the move.
ONSITE MOVE SUPERVISION
Blackman & Forsyth Site Supervision personnel are staffed at both the origin and destination buildings throughout the entire move window. Our Site Supervisors achieve clearly stated project goals by assuring compliance with the Migration Schedule, effectively communicating with all of the move team vendors and troubleshooting when, and if, necessary. The origin Site Supervisor ensures that all move areas are vacated while the destination Site Supervisor ensures that all content and equipment are received into the new location precisely.
POST MOVE
Our job is not done when the physical move is complete. The post move process is critical to ensuring a smooth transition into new office space.
Blackman & Forsyth staffs on-site issue management for employees during their first day in their new seat. During this time, we implement help desk and fine-tune procedures to expedite and resolve any issues arising after the move.
