You may have read about the move matrix and why you need one when planning a business relocation. This matrix, however, is only as good as the data you put into it. “Garbage in, garbage out,” as they say. This post helps with the collection of such data and where you can easily source the information.
First off, you’ll need to select the “tool” you’re going to use to collect and track your data. The most commonly accessible option is probably Microsoft Excel. This is not a plug for Excel, any program will work – just make sure whatever program you choose is accessible to your team and each member knows how to use it.
Once you have your collection/tracking program, you need to start populating it with data. Most organizations have an employee database system – like Oracle, SAP or PeopleSoft – which can be used to auto-populate many of the data points needed for a solid move matrix. Work with your HR and/or accounting/payroll department to get an Excel download of information like employee name, ID number, department name, title, etc., and merge into your move matrix.
Of course, there’s likely to be a number of data points you and the move team will need that may not be tracked in your employee database – like email address, current location number, computer type, number of monitors, work space type (office, workstation, etc.). You may be able to get some of the information from other departments such as facilities and IT/telecom. However, they may need to be manually entered by your various departmental move coordinators.
Before providing the move matrix to the move coordinators, it’s advisable to lock data fields that have been pre-populated to prevent accidental keystrokes or deletions in those fields. It is also important that all data fields be formatted in the same manner. This can present a challenge when you have 20 different people (move coordinators) entering data. Fortunately, Excel auto-formatting will help with this task, as will validation tables and drop-down menus.
Stay tuned for a future post where we’ll discuss the importance of entering and tracking changes to your data after it comes back from the move coordinators. Are you still unclear about how to handle your move? Download our free Business Relocation 101 infographic to help get you started.
Helen Dennis is the President and co-founder of 300 Decisions, a strategic, full-service business relocation management company specializing in helping organizations transition into new work environments without disrupting business operations.