How to Implement Move Management Software

By Dave Clifton
Content Strategy Specialist
SpaceIQ

Whether you’re coordinating one big move to a new facility or managing a workforce that’s in a constant state of motion, move management software is a smart investment. Implementing move management software isn’t as easy as you might think. To make this investment worthwhile and to commute its benefits to moves big and small, facility managers need to properly implement and execute the software and its many features.

Move management involves a lot more than connecting dots between people and desks. It’s about telling them how to get there in the most frictionless way possible. Software closes the gaps that are inherent in the relocation process—but only if deployed and managed right.

If you’re up against a big move or want to bring fluidity to agile office operations, consider these five phases as you implement move management software.

Phase I: Determine demand

How often will you rely on move management software and in what capacity? Your needs will dictate your expectations for software, which influences the features you need. Here’s what to consider:

• How often will your employees move?
• What’s the scope of the move (permanent vs. temporary)?
• How complex is the move (ex. IT considerations)?
• Are you moving individuals or groups?

There’s a big difference between a one-time, company-wide move from one facility to another and the everyday relocations that occur in a coworking space. The software you choose needs to reflect your expectations and provide viable solutions in the capacity you need them.

Phase II: Identify stakeholders

Broad need for move management software is one thing; the needs of stakeholders is another. For individuals with a hand in planning or executing a move, software needs to afford them a level of communication, control, and transparency, so they can do their job.

• Facility managers who oversee the move planning process
• Departmental heads who are responsible for executing the move
• IT and facilities staff who coordinate support services for moving staff
• Individual employees who need to follow directions during a move

Understand the role of every person in a move and use that to determine which features and capabilities are move management software must-haves. Also, consider the level of interaction each stakeholder has. Individual employees likely won’t interact with move management software other than to receive instructions from it or submit inquiries to leadership. Conversely, departmental heads likely need broad access to coordinate their teams and collaborate with facility managers. Know the needs of your stakeholders before heading into the software selection process.

Phase III: Software selection

What is move management software? It’s what facilitates your move, from the planning and coordinating, to execution and oversight. Learning how to select move management software involves vetting the gamut of options available to you. Aspects to consider include:

• Price and costing structure (one-time, recurring, user-based)
• Features available and your need for those features
• Integrations with other software and applications
• Capabilities regarding usership (accessibility, permissions, controls)

Narrow your software options from every possible platform to a select few that meet your criteria for the above variables. Then, demo and test these few viable options to determine what works best in a practical sense. Test everything—even features you might not need right now. The software you choose should support your approach to coordinating moves from start to finish.

Phase IV: Integrate and deploy

Once you’ve chosen the software for your move management initiatives, take time to integrate it before you deploy it. Manage different stakeholder interactions and establish the processes and features conducive to the types of moves you’ll oversee.

• Integrate necessary apps and software (communication and collaboration)
• Set permissions and provide access to essential features and preferences
• Establish protocols for use and a system for utilizing the software
• Do a test run of different types of moves to ensure the system works

Always keep the chief objective in mind: frictionless moves. Use move management software to map the entire move process, fill gaps, and support stakeholders at every level. Each person involved in a move should be able to rely on move management software to do what’s expected of them and to support their part in facilitating a smooth relocation—whether it’s an entire office or a single employee.

Phase V: Explore opportunities

As you set up and deploy software, consider a few vital move management tips. First, don’t discount features you might not immediately need—they could play a role in future moves. Second, maximize automation opportunities to streamline different facets of a move. Finally, don’t neglect data and its role in process improvement. These tips represent opportunities for your business to not only maximize move management software, but also embrace new forms of agility.

At the end of these five phases, ask if you’re getting the full breadth of benefits offered by move management software. It should facilitate frictionless moves big and small, and cover all the essential needs of employees from start-to-finish. Above all, it should deliver oversight and transparency to those managing the moves, from facility managers to departmental heads.

The great part about following this roadmap to deployment is that once the system is out there, it’s out there! Managers can rely on a well-designed, well-executed system for moves and not waste time, energy, or funds to reinvent the wheel each time there’s a need for relocation. Good execution is the gift that keeps on giving in agile offices.

Keep reading: Move Management Checklist