How hard can opening a new office be?

As some of you may or may not be aware, the new BSRIA North site is now open for business.

For organisations opening a new office or site, it should be a time of great anticipation and excitement as the company sets out a new path, but for many they approach this process with fear and trepidation and for those tasked with the job of making it happen, it can potentially be an extremely stressful period of time.  As Project Manager for the setting up of BSRIA North, I thought I would share with you my experiences – the very good, the sometimes bad and the occasional ugly!

This blog was written by June Davis, Business manager of BSRIA North

I will be sharing my experiences and tips on:

  • Identifying and interpreting the business requirements
  • How to determine the must have’s versus the nice to haves
  • The importance of establishing an internal project team – you can’t do this alone!

BUSINESS NEEDS

When establishing the business needs, spend time with colleagues from across the organisation to listen and understand what they would like to see from a new base – what is it about the current environment that works, what doesn’t work so well and what would improve their working environment if only it were possible!

Everyone one I spoke to was really keen to give me their wish lists and as I started to jot their ideas down, some similarities started to emerge, but for some their thoughts varied significantly.    Prioritise the must haves and rationalise the nice to haves and a vision of your new building will start to emerge.

TIP don’t lose those more obscure requests. Whilst on this occasion I couldn’t deliver a building that had an on-site wind turbine, I was able to deliver on the overhead gantry crane!

TIP:  to fulfil everyone’s requirements you would most likely need to commission a bespoke building, so make sure to manage expectations!

Internal Project Team

You can’t succeed on your own so it is imperative that you establish an internal project team.  Working with business managers from across the organisation proved a valuable source of knowledge and support.  Individual managers were allocated areas of responsibility spanning right across the project and each were tasked with identifying what needed to be done , this formed the basis of a project plan.

Example project areas:

·         Property

·         Fit out

·         Process/Systems

·         Health & Safety

·         Quality

·         Marketing

·         People

 

Ensuring the team communicated regularly weekly meetings were held and if on occasion some colleagues were unable to attend it ensured that we kept abreast of developments – or on occasion the lack of!

Select a property

It seems obvious, but finding the right property in the right location and that meets the detailed specification your colleagues have challenged you with can at times feel like finding a needle in a haystack. This is where the word compromise well and truly comes in to play!  Give yourself a sizeable geography in which to search for property – like you, everyone wants it all, so make sure you keep an open mind and research those properties that at first glance you would dismiss as not meeting your criteria.   What you think you need and what you finally agree is ‘the one’ may well prove to be completely different – it did for us!

TIP The more sites I visited the more ideas I collected as to what could work and might be achieved!

 TIP:  Draw up a short list of buildings and compare them to your must have list – is there a property that is starting to lead the way?

TIP:  Engage one of your project team to come with you to revisit your top properties – they will bring a new perspective to things.

TIPIf possible, establish a good relationship with the previous tenant, in our experience they were really helpful in providing information about the building, how it operated and its history!

The legal process can take quite some time, it was certainly longer than we had anticipated; but don’t underestimate this vital element of the journey. It is critically important that your future building has the correct legal foundations in place, so ensure you seek good advice.

With the legal aspects complete we gained possession of the building and we all got a much-needed motivation boost! The project team visited the site to design the layout and agree what renovations needed to be made.  The vision was taking shape!

Renovations and installations!

Be ready – This is an extremely busy period.  Obtaining quotes, liaising with contractors, arranging building services are just a handful of the tasks at hand. I found that having someone local to the site with good local knowledge is hugely helpful.  Access can be required at various times of the day and sometimes night but with the building not yet fully functional requires a lot of coming and goings to site.   Ensure the alarm systems are serviced and activated and site security implemented.

TIPTake your readings!  Ensure you capture the utility readings on day one and contact the associated providers to inform them you are the new tenants submitting the readings.  This should be a straightforward exercise I can assure you it isn’t, so be warned!

 

For those who may be undertaking a similar process either now or in the future, I wish you every success.  My recommendation is to ensure you appoint the right person to lead the project, a person who loves to do detail, enjoys multi-taking, doesn’t mind getting their hands (very) dirty, and has the patience of a saint and most importantly a good sense of humour!

BSRIA North is proud of what has been achieved and we forward to welcoming you through our doors – please visit us any time!

TRANSFORMATION OF THE OFFICE

 

 

 

 

 

 

 

UK Budget response from Andrew Eastwell, BSRIA Chief Executive

Andrew Eastwell, BSRIA CEO

Andrew Eastwell, BSRIA CEO

In a budget that is so close to an election there was never going to be pain inflicted that would upset the electorate and so measures required to compel anyone to spend money on energy saving was not going to feature in the Chancellor’s speech.   On the contrary, with Labour repeating their pledge to freeze energy prices the likelihood was that taxes on energy would be reduced – and with it the inevitable consequence that payback times on energy saving measures would become longer.

This is indeed what happened where the Chancellor quoted a figure for reduction of national energy costs of £7bn through a £1bn “special protection” aimed mainly at manufacturers with high energy intensity operations, steel mills, paper producers and chemical manufacturers. This package is intended to “protect… from the rising costs of the Renewable Obligation and Feed-in-Tariffs”.

A freezing of the Carbon Price Floor does also have a small benefit to householders – estimated at £15 per year.

One surprise however was a concession given to CHP which now has an exemption from the Carbon Price Floor for electricity generated.  It is aimed mainly at manufacturers using this technology but presumably will benefit other district schemes as well.

The Chancellor indicated that there would not be a reduction in renewable energy investment but since so much of that is driven by private investor money it remains to be seen how they will react to the plain intent to begin to offset the differential between UK energy prices and those in the USA.  Mr Osborne noted industrial energy costs were half the price in the USA compared to UK.

Elsewhere the statements regarding the efforts to increase house building were largely a restatement of previous announcements such as the proposed new garden city at Ebbsfleet and additional housing in Barking and Brent Cross.  What was intriguing was a proposal to give individuals a new “Right to Build” – backed with £150m of finance. The details of that will be interesting indeed as previous ministers with construction responsibilities have been keen to increase the volume of self-build homes.

Overall the budget did have a feel of being “Northern friendly” with reference to earlier consideration of HS2 construction beyond  its current plan, extension of enterprise zone tax breaks for a further three years and £270m to guarantee funding for the Mersey Gateway bridge.

Certainly the construction sector will welcome efforts to move the centre of effort further out from the London basin so that resources locked up in people, land and facilities can be fully exploited without the additional costs of working in the hothouse of the South but a budget designed for green development?  I don’t think so, that will have to wait until unpalatable policies can be applied with four years to go before a vote!

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