The Relocation Process

THE MARIS METHODOLOGY:

THE 9-PHASE LIFECYCLE

We break the complexity down into logical stages.

Phase 1: Strategic Brief

Everything starts with clarity. Consolidate insights from audits and leadership objectives to define the “Why.”

Output: A signed-off brief defining success metrics (e.g., financial savings, culture change, or ESG targets).

Phase 2: Feasibility & Search

Vision meets viability. Work with commercial agents to test market options.

Action: Conduct Test Fits (layout sketches) on shortlisted buildings to ensure they actually fit your headcount before you negotiate.

Phase 3: Commercial Structuring

Negotiate terms and secure the site.

Action: Finalise Heads of Terms (HoTs) and seek Board approval to proceed. This is the pivot point from planning to commitment.

Phase 4: Concept Design

Collaborative briefing sessions shape the zoning and look-and-feel.

Focus: Functionality and user experience, not just aesthetics.

Phase 5: Technical Design & Approvals

The concept becomes construction ready.

Detail: Finalise M&E (Mechanical and Electrical), fire safety, and acoustic planning. Submit “Licence to Alter” applications to the landlord.

Phase 6: Pre-Construction Mobilisation.

Action: Confirm lead times for furniture and materials. Finalise health and safety protocols (CDM).

Phase 7: On-Site Delivery

Fit-out begins.

Rhythm: Weekly progress meetings to track against the critical path. Quality control happens throughout, not just at the end.

Phase 8: Relocation & Occupation

The physical move.

Logistics: Tightly coordinated IT migration and crate moves, often done over a weekend to minimise downtime.

Phase 9: Post-Occupancy

Refinement.

Action: Review energy use and staff satisfaction 3 months in. Fine-tune the space based on real-world usage.

THE CFO’S CORNER:

CONTROLLING THE PROGRAMME

Programme drift is the enemy of budget. A delay in Phase 5 (Approvals) will inflate costs in Phase 7 (Delivery) due to overtime requirements.

Common Bottlenecks to watch:

• Decision Paralysis: Delays in signing off the layout will push back material ordering.
• Landlord Delays: Lack of alignment on “Licence to Alter” can cause weeks of delay. Manage this by involving the landlord’s surveyor during the design phase, not after.
• Scope Creep: Late requests (e.g., “Can we add a shower?”) during construction cost exponentially more than if included in Phase 4.

MARIS TOOLS:

PROGRAMME OWNERSHIP

Ultimately, someone must own the timeline.

The Question:

Who is aligning procurement with design?

Who is aligning the lease with the fit-out?

The Fix:

Whether it is an internal Project Manager or an external partner, ensure there is one single point of truth for the schedule.