These are only a few questions that need to be answered in regard to every person who will relocate from Point A to Point B when an organization moves. Without this collection of data – referred to here as the move matrix, but sometimes called a move database or move grid – any move would quickly become a disaster.
Typically, a move matrix tracks far more information than simply employee names and location numbers. It’s used for more than making sure everyone got to the right spot. It can contain anywhere from twenty-five to hundreds of data points per person, depending on the specific needs of the organization and the impact of its relocation.
IT/Telecom teams use the data to ensure each person gets the right type and quantity of voice/data ports, and to verify that everyone’s equipment made it from Point A to Point B. The furniture installers use the data for ergonomic accommodations – like work surface height or monitor arm location.
The relocation team uses the data to establish a scope of work for the physical move bid process, and to develop move sequencing or logistic plans to guide the team on Move Day. The data is also used to develop move plans, and to print move labels and signage for each employee.
These are just a few uses of the myriad points of data that need to be collected and tracked in a move matrix – no matter how small the move may be. Of course, once the data is collected, some of it
may will change. Check back for a future post about the importance of documenting, inputting and communicating changes to the move matrix.
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.