Project Charter And Stakeholder Identification
Project Charter and Stakeholder Identification
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Project Charter and Stakeholder Identification
The Office Relocation Project
The XYZ company has recently decided to move the office to an entirely new location where it will be easy to access as compared to its old location. Previously the office of the company was on a 2nd floor of a congested building where it was hard for the customers to visit. They also wanted to expand their operations as they formed a new department where technical training will be provided to the new employees. This is the reason why this project is initiated and Mr. John is given the responsibility to lead the project team and perform the project successfully. This project will be very helpful to enhance the productivity of the employees and improve the performance of the company (Attwood, 1996).
The idea of this project was proposed by Mr. Stewart who is the current Managing Director of the currently. From the past few months the organization was facing multiple issues related to the accessibility of procurements, unavailability of clients because of location and no separate area for training (Harrison & Lock, 2017). Due to this reason, the top management conducted many meetings and in the end decided to shift to a better commercial place with the relocation of entire office. Immediately with no time wasted, Mr. John was assigned the role of project manager for this project which should take least time required.
Following are the goals that must be met with the completion of the Office relocation project.
The foremost goal is to associate all the departments of the XYZ’s company at one commercial place by shifting the I.T department, Administration department, HR department and the Logistics department to one place.
To introduce a proper and separate training room for the newly hired employees in the new locality.
To manage the tasks and activities of the relocation and shifting effectively within the time frame provided to the project team.
To maintain a balance in the virtual move and physical move of the office without affecting the office work and performance of the company.
To apply the appropriate and reasonable costs to the movement of the office e.g. cost of transportation, painting cost, interior management cost and carpeting cost etc.
To explore the potential risks and address them in an effective way.
For the Office relocation project, detailed planning and effective management is needed to shift all the departments of XYZ Company into one building in a way that it does not affect the performance of the ongoing operations in the company. To ensure that the new location for the office is more appropriate and well-organized having enough room for changes in the future. The new office must be well-structured with proper setup for different departments and should be entirely furnished and carpeted.
There are certain limitations and constraints that are linked with the execution of this project. These constraints consist of the time management issues as the working environment and operations cannot be withhold for a much longer period of time in the process of office movement. Another limitation includes the costs involved with the whole movement process including transportation, carpeting and painting of the new office (Behren,Puhe & Chlond, 2018). There are chances of some other costs included that might be experienced later once the project gets started. Reliability and availability of contractors might also become a hurdle in the completion of the project successfully (Husnain, 1980). Risks are also involved in the successful movement of all the office supplies and heavy machinery and equipment without damaging them and accommodating them in the new place.
List of activities involved in Project
Following are the brief details of the activities that will take place in this project.
Exploring new site for relocation
Design the structure for the new site
Assessing the site in relation to the design and capacity
Discussion with consultants
Project Team building
Approaching Contractors and Vendors
Communicating with departments
Fixing wiring and basic utilities in the new place
Carpeting and Furnishing
Packing equipment in old site
Movement of machinery and equipment
Clean up of old office
Organization and setup
Arranging training room in new office
Purchasing furniture for training room
Setting the interior
Informing the stakeholders
The office relocation consists of certain key milestones which are mentioned below.
The first milestone will be achieved when the contractors for movement, painting and carpeting will be hired as this task is a bit difficult as compared to other activities. Once this millstone is achieved, it will become easy to follow the other activities and will officially begin the process of office relocation.
Second Milestone includes the essential I.T utilities and services in the new office. Basic wiring will be done there so that the I.T department of the company do not face any problem in operating there after the movement.
After the wiring procedure, painting of the new office and carpeting will be done and space will be managed for all the departments including the new room for training. This milestone will allow the office to shift.
All the office equipment, machinery and supplies will be moved to the new location of the office.
Office location is complete.
Mr. John will undertake this project by leading with a team of for members.
Project Manager: Mr. John
Project Team members: Stephanie White, Helen Collins, Tony Welch, Emma Tse,
Project Key Stakeholders
The key stakeholders in this office relocation project are the following entities.
The top management includes the Managing Director, Chief Executive and General Manager of the XYZ company. Employees are also the concerned stakeholders in the project as they are the integral part of the company that represents different departments of the company which are to be moved (Rolfo, 2018). Contractors and Vendors are the external stakeholders without whom the project will not be completed. Project Team are one of the key stakeholders as they need to be informed on every step to execute the project. Consultants say is also important in the project and customers’ needs to be informed too.
The project will comprise of different costs linked with every step and phase of the project. As the XYZ has around 150 employees therefore the cost charged for each computer system movement is $200 per employee. Their cabins are also included with additional boxes that are 80 in number for office equipment which needs to be shifted carefully. The painters and vendors hired for the cost of $12 per hour for the service and the cost of the paints are $300. Carrier Trucks will be hired for the movement and transportation for $1200. The interior will be organized and managed in the new office along with the wiring for the cost of $800.The furniture comprises of 160 chairs, 50 tables, 5 conference tables, 50 conference chairs and 5 projectors. So, the total estimated cost of the entire project will become $4000. The budget of $4,500 will be given to project team bear the costs within this budget as the $500 are extra, this amount be reserved for the additional charges to buy more furniture if needed.
Below is the Stakeholder Analysis formed for the identification and understanding the key stakeholders of this project.
Name of Stakeholder
Role and Responsibilities
Strategy for Engagement
Hires project team
Consulting with other stakeholders
Approving important changes
Monthly round table meetings, weekly status reports and important phone calls
Preparation in movement
Corporation and coordination
Assessment of project
Following instructions from top management
Monitor the activities
Assist in relocation
Weekly meetings, official emails, official calls and feedback
Lead the project
Planning, managing and controlling
Monitor and control the scope of project
Make sure the goals meet
Perform the activities of the project
Daily stand up meetings, weekly meetings, official phone calls, feedback, prepare weekly status reports
Provision of required resources needed for the project
Perform tasks they are paid for.
Handles movement through transportation, painting and carpeting.
Reporting to project team
Implementation of required activities
Meetings, calls and visits
Informing issues to top management regarding the project
Approving vendors and contractors
Consulting effective strategies
Facilitate the project team
Assistance in Project
Guiding top management
Round table conferences on weekly basis, official emails, daily coordination
No contribution in project process
Contact employees regarding any complaints
On phone calls and emails, visits
Examples of Failed Projects due to Stakeholder Issues
The reason for the failure was the lack of stakeholders follow up after the launch of the product.
They failed to properly engage the customers in their project. Customers are the key stakeholders of any project and they were unable to assess customer requirements.
This project failed due to lack of transparency from the stakeholders’ side.
Attwood, D. A. (1996). The office relocation sourcebook: A guide to managing staff throughout the move (Vol. 1). John Wiley & Sons.
Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach. Routledge.
Husain, M. S. (1980). Office relocation in Hamburg: the City-Nord project. Geography: Journal of the Geographical Association, 65(2), 131.
Rolfö, L. V. (2018). Relocation to an activity-based flexible office–Design processes and outcomes. Applied ergonomics, 73, 141-150.
Behren, S., Puhe, M., & Chlond, B. (2018). Office relocation and changes in travel behavior: Capturing the effects including the adaptation phase. Transportation Research Procedia, 32, 573-584.
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