A good Move Matrix is critical to the success of your relocation project, and a Move Matrix is only as good as the data it contains. The employee data tracked in the Move Matrix is dynamic – meaning, it changes a lot – like, every day. People change positions and departments, new people get hired and people leave.
As soon as you pull employee data from the system (SAP, Oracle, etc.), it becomes stagnant. The changes that are happening in the system are NOT automatically happening in your Move Matrix. This creates the need to develop a data change management process to help ensure your data stays current.
The best approach to keeping your data accurate is to work closely with your Human Resources Department, as well as your Move Liaisons or Coordinators. Usually asking for weekly updates on employee changes from BOTH of these sources will keep your data accurate throughout your planning process.
Of course, there’s one other type of data change you’ll need to be prepared for – changes to where people will sit in the new space. In spite of everyone agreeing that there will NOT be any changes in seating less than 30 days (or whatever timeframe your team chooses) before the move, there will be. The date is often referred to as a “freeze date.” The freeze date is typically determined by IT and Telecom due to the negative impact that last minute changes can have to their work. A few methods of minimizing last minute changes to seating plans is to require high-level approval for such requests – like at the CEO or CFO level.
The requested changes are often quite necessary due to staffing changes, but when accommodating the requested changes puts some aspect of a well-planned move at risk, consider suggesting that the person be moved to the originally planned location, but that they be shifted to the newly requested location on Day One following the move. Sometimes, that’s a much easier request to manage AFTER the initial move.
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.