Facilities Teams Have a Big Opportunity: Improving Workplace Experience
As businesses across the country look for ways to engage and retain top employees, the topic of workplace experience is increasingly foregrounded. C-suite executives look to workplace experience as an invaluable way to build robust teams; indeed, while employee compensation remains an important factor, employee surveys continue to suggest employee engagement as a major factor in acquiring and retaining the best people. In the war for talent, one way companies can remain competitive is to offer their people a great experience in the workplace.
This is an area where facilities teams, in particular, can make a positive impact on their organization, contributing to long-term success. But what is workplace experience, exactly? And how can facilities teams make the most of this important opportunity?
What is Workplace Experience?
Simply put, workplace experience describes a holistic approach to creating a high-performance environment for employees to do their work. Facilities teams can play a significant role in ensuring happy and productive workplaces, which is a significant factor in retaining employees. (Note: It has been estimated that the cost to replace an employee ranges between 50 to 60 percent of their annual salary, by no means a paltry amount. Employee retention is a real bottom-line concern for virtually all businesses.)
Highly responsive facilities teams enhance their co-workers’ experience and demonstrate that the organization has a real commitment to their people. In doing so, facilities teams can play a major role in reducing turnover rates, along with the associated expenses.
Aligning HR and Facilities Management
One of the key objectives for facilities management teams is to align their goals with the HR department, ensuring a harmonious and proactive approach toward improving workplace experience.
Both departments can make a significant contribution to overall workplace experience. These departments should present a coordinated effort, working toward the same goals, collecting and sharing feedback, and most importantly acting on the feedback they collect.
Navigating Changes
Additionally, facilities management teams can play a pivotal role in helping their organizations (along with their employees) navigate major changes to the workplace. This is a major challenge, as the very nature of workplace experience has changed dramatically in the wake of the COVID-19 pandemic. New trends include hoteling, hotdesking, telecommuting, and various work-from-home models, all of which present potential obstacles to facilities management.
Facilities management teams must be realistic about the perks and strengths of these models while also maintaining an exceptional experience for employees who do return to the traditional workplace setting.
Partnering with Suppliers
Finally, note that the suppliers that facilities teams choose to work with can have an outsized impact on workplace experience. Suppliers often act as an extension of the facilities staff, with suppliers’ front-line employees working directly with the on-site workforce. Friendly, responsive, and efficient service is critical.
Ensure suppliers who are aligned with organizational values and be proactive in measuring and reviewing core customer service metrics.
Working with Corovan for Improved Experience
For decades, Corovan has helped our corporate partners ensure a smooth workplace experience for their employees, particularly when it comes to relocation projects. We’d love to tell you more about our proven methods and next-gen technology, all designed to provide efficiency, precision, and ease. Learn more about partnering with Corovan by contacting us today.
4 Ways to Make Your MAC Program More Efficient
For facilities teams, managing the ongoing daily requests for Moves, Adds, and Changes can be challenging. On the one hand, facilities teams are tasked with controlling costs; on the other hand, their job is to help address the needs of their co-workers. Careful balance is required, and during times of economic uncertainty, the pressure to deliver results while reducing expense can be higher than ever.
An effective MAC program can empower facilities teams to meet organizational objectives and achieve business goals. But what does an effective MAC program actually look like?
High-Performing MAC Programs at a Glance
We would define a high-performing MAC program according to a few basic parameters. Specifically, really robust MAC programs:
- Are optimized to seek continuous improvement.
- Use data and analytics to zero in on areas of opportunity.
- Rely on strategic partners to share advice, ideas, and best practices.
Typically, making your facility’s MAC program more efficient begins with a detailed understanding of and nature of the requests made and the services provided.
4 Ways to Improve Your MAC Program
Here are a few strategies to improve the performance of your facility’s MAC program.
1) Segment and Analyze User Requests
The most high-performing MAC programs closely track their user requests according to several core metrics:
- The type of requests, including ergonomic adjustments, deliveries, reconfigurations, moves, and other categories.
- The costs of each request.
- The department or user making requests.
- The number of requests handled by the team per day.
Management reports can give vital insights into the types and frequency of MAC requests, while cost data can help focus on the most expensive services (or the services most frequently requested).
Facility managers can review the data and often identify unnecessary activity or requests of convenience. Ultimately, your service provider should be able to provide reports on these types of data.
2) Use Fewer Vendors to Increase Efficiency
It’s not uncommon for facilities teams to enlist different suppliers for moving, furniture reconfiguration, and IT relocation. This approach can be unnecessary and time-consuming. (Certainly, it involves more phone calls, more emails, more invoices to process, and more time spent coordinating activities.)
This inefficiency is easily resolved by hiring a single supplier who can handle all activities. This reduces management burden, it decreases administrative costs, and it dramatically simplifies the overall MAC workflow.
3) Identify an “Approver”
One problem with many MAC workflows is the absence of a request approval process. Requests make their way from beginning to completion without anyone pausing to ask, “Do we really need to do this?”
If there is no process for charging back departments, the MAC workflow can be like an open checkbook… and it usually falls to the facilities department to pick up the costs.
4) Analyze and Batch Work Requests for Greater Efficiency
Ultimately, the cost per MAC request can be controlled with a little front-end planning and common sense.
Understanding historical data and how many requests can be handled in a day helps oversee this scheduling activity—for example, a two-person team handles 10 to 15 requests or a single person team handles eight to 10 requests.
Scheduling requests by building or department can reduce the time between completing tasks. Alternatively, it might be effective to funnel requests into particular days of the week, or to break out requests requiring two person teams versus those that can be completed by a single person.
Moving and Logistics from Corovan
Ultimately, there are a number of ways to improve MAC workflows, and one of the most critical steps is to find the right supplier. That’s where Corovan comes in. We have decades of experience helping facilities teams with relocation and logistics. To learn more, reach out to Corovan at your convenience.
How to Navigate the National Moving Scene
Planning a long-distance commercial relocation can be challenging for a number of reasons, not least the confusing nature of the national moving scene. The industry is dominated by local residential movers and by Van Line organizations.
These are networks that are created primarily for the purpose of moving people’s homes. It’s a common and potentially costly error to assume that these networks are equipped to handle commercial moves. Major van lines, for example, are focused on helping people cross state lines and make big interstate moves. Most of them have very little aptitude for commercial moves.
Commercial Moving: A Fragmented Industry
If you look more narrowly at commercial relocation, the industry is surprisingly fragmented. Again, it’s made up mostly of local and regional service providers, which typically lack the resources and experience to accommodate relocation projects with a larger scope. Note, too, that commercial relocation is a second business for most moving companies; and that a regional supplier may be great in one market but atrocious in another. Consistency can be hard to come by in the national moving scene.
Indeed, suppliers often exhibit dramatic variation in terms of:
- Expertise
- Experience
- Resources
- Technology
- Project management skill
- Sophistication
Navigating Local Markets Can Be Difficult
At the same time, it can be hard for your business to navigate the national commercial mover landscape on their own, as most national locations lack a local presence to help answer questions or provide assurance. This will force a business to manage their projects from a distance.
Trying to manage a commercial relocation remotely can be inopportune, for more reasons than one. Consider:
- Travel expenses can compound quickly.
- Local markets have their own specific nuances that can be hard to parse.
- Understanding local labor relations can be especially tricky. In any given area, collective bargaining agreements can impact work rules and restrictions, what services the movers can provide, and whether the movers can provide their services at a specific property.
- Also note that local movers may or may not have specific skill sets, such as moving technology, relocating laboratory equipment, or furniture installation. In some markets it may be possible to hire a single moving supplier, while in other markets it is necessary to hire multiple suppliers.
- Even the terminology and methodologies used in different markets can vary, causing confusion or frustration for those simply trying to identify the right relocation partner.
It’s also worth noting that managing a relocation remotely can be quite a bit more time-consuming than managing a local move. Well-established processes for routine projects at home do not apply to remote projects. It can be especially difficult to execute short-notice projects, because of additional process steps, managing new suppliers, juggling multiple suppliers, and other unknowns.
And that’s to say nothing of the time-consuming nature of vetting and selecting suppliers remotely; even with due diligence, it can be hard to truly ascertain a mover’s level of aptitude, to evaluate a moving plan, or to properly assess an estimate.
Corovan is a Leader in Nationwide Moves
For decades, Corovan has been the most trusted name in large-scale commercial moves. We are uniquely equipped to walk clients through their options, to explain moving plans, and to furnish easy-to-understand estimates for clients anywhere in the country. We can also provide guidance for clients looking to better understand the particularities of a given market.
The national moving scene can be confusing, but at Corovan, we offer clarity. To find out more, we welcome you to contact us directly.
The Keys to a Sustainable Office Relocation
Over the past decade, more and more businesses have dedicated themselves to a higher standard of corporate responsibility, specifically pledging to operate with sustainability and ecological-friendliness in mind.
To live up to these commitments, it’s critical for business leaders to keep sustainability top-of-mind during all aspects of business operation, including during office relocation projects.
This is easier said than done. Anyone who has ever moved house, let alone an office, knows that the experience can be stressful, and it’s all too easy to throw environmental convictions out the window. But with the right planning and a strategic execution, it’s more than possible for companies to move office spaces while upholding their sustainability goals.
Relocating Your Office, Prioritizing Sustainability
There are a few key considerations to keep in mind:
Upfront Planning
The main consideration during your upfront planning process is to minimize the need for new furniture purchases whenever possible. New furniture involves substantial manufacturing, packaging, and transportation, all of which have a severe impact on the environment. Plan to reuse existing furniture instead of purchasing new, or else purchase used or remanufactured furniture. Finally, take advantage of refurbishment and cleaning services to improve the condition of your existing furniture.
Pre-Move Purge and Recycling
Transporting any unnecessary supplies or equipment is going to increase unnecessary emissions (to say nothing of costs). Make sure you purge and clean house before the move. Take care to properly destroy confidential and/or trade secret business information, including physical documents as well as information stored on old hard drives. (Think HR information, business plans, financial statements, and client lists). Send physical documents through the shredder, then recycle.
Hire the Right Mover
It’s also important to hire a mover that can boast a modern, fuel-efficient fleet. Newer diesel vehicles produce substantially less emission; by contrast, poorly capitalized movers operate older fleets and usually exhibit substandard vehicle maintenance.
As you scout out the right mover, it may be worth asking:
- Does their fleet comply with California Air Resources Board (CARB) diesel regulations?
- Does the mover utilize subcontractors with old, poorly maintained vehicles?
Create an Efficient Relocation Plan
You’ll also want to create a moving plan that limits emissions and curbs your overall environmental impact. There are a few specific elements of this:
- Create an efficient/condensed relocation schedule. Your goal is to minimize emissions related to transportation. Engineer a schedule that avoids unnecessary trips to and from your offices, trying to limit the number of box deliveries and pickups.
- Plan to use reusable packing materials. Opt for plastic moving crates and reusable carts instead of cardboard cartons. Hire a mover who uses reusable building protection material, too.
- Minimize your post-move activity. A sign of a well organized move is minimal punch-list and post-move activity. Ask your mover to help develop an inventory control system for the move, which helps identify errors or problems before the conclusion of the move. In turn, this helps limit post move follow up, and also makes for fewer headaches when your team members report to the new office. (Ask Corovan about our Corotrak system, which sets a high bar for inventory management.)
Decommission the Old Office
Finally, keep sustainability in mind as you decommission your former workspace. Planning a successful decommission can be as time intensive as planning the move itself, as you’ll need to identify and work with donation/charitable reuse/recycling organizations to keep old stuff out of the landfill. And, to further control emissions, try to work with decommission partners who are in close proximity to your facilities.
Choose Corovan for Your Sustainable Office Relocation
To ensure an environmentally responsible move, choosing the right relocation partner is key. At Corovan, we have decades of experience providing comprehensive move planning, storage, and logistics services, and we offer up-to-date technologies that can keep sustainability goals front and center.
Ready to learn more? Contact Corovan whenever you’re ready to chat.
How to Evaluate Commercial Moving Estimates
Relocations, whether residential or commercial, are unpredictable by their very nature; it’s impossible to know exactly what a moving day is going to look like, nor to plan for every contingency.
With that said, it’s totally reasonable to expect your moving company to provide you with an estimate, giving you some ballpark expectations about what the process will look like, how long it will take, and how much it will cost.
Not All Estimates are Created Equal
It’s crucial to understand that estimating errors can have real consequences, leading to logistical nightmares, lost productivity, or simply an inflated budget. Equally crucial is understanding that not all estimates are created equal, particularly where commercial relocation is concerned. After all, moving a business is a totally different process from moving a home, and for many moving companies, corporate relocation is at most a secondary concern. As such, the bulk of movers out there simply don’t have experience providing estimates for commercial moves.
At Corovan, commercial relocation is our foremost priority. We have developed proven procedural steps to help us identify problems before they happen, meaning we can furnish our clients with robust and reliable estimates while ensuring the smoothest possible moving day experience. Consider just a few of the things that make Corovan different:
- We’ve been in business for more than 70 years.
- We move more than 300,000 office employees annually.
- We have developed standardized estimating technology.
- We track estimating accuracy, continually fine-tuning our efforts.
- Every estimate we provide undergoes a detailed operational review.
Simply put, most movers have no such safeguards in place, which places their corporate clients in greater peril.
The Real Cost of Estimate Errors
This matters a great deal, as estimating mistakes can result in significant problems for your business. For example, the results of an estimating error can include:
- Missed deadlines
- Unplanned downtime
- Damage to facilities and client assets
- Impaired ability to serve clients
- Cost overruns
What’s more, estimating mistakes typically don’t become evident until after the move has started. All too often, moving representatives create faulty or misleading estimates, while the company’s operational personnel lack the information and expertise needed to identify the problem before the move begins. The issues become apparent only after the relocation has begun, and by that point it’s impossible to do anything about it.
Properly Assessing Estimates
When it comes to sizing up commercial relocation estimates, there are a couple of general guidelines to keep in mind.
Understand the Background of the Estimator
First, make sure you do your due diligence about the relocation company providing the estimate. Some things to consider:
- Do they offer other services, including residential moves? Is commercial relocation their main focus, or a secondary business?
- Can they provide you with a high-level explanation of their estimating process?
- Does the company do anything to track and assess their estimates for accuracy?
Don’t simply assume that, just because someone has moving experience, that makes them a skilled and accurate estimator, especially with regard to more complicated corporate moves. Be prepared to ask specific questions about the estimate you’re provided (e.g., How many computers did you count? What path of travel will be used to access the building?).
Quantify and Compare Proposals
Additionally, make sure you collect multiple estimates and compare them quantitatively. Some data points to consider include:
- Amount of packing material
- Total person hours needed to complete the project
- Number of truckloads they estimated for the project
- Staffing for each day of the move
This process could help you identify a problem bid and give you peace of mind when selecting the best vendor for your corporate relocation.
Get an Estimate from Corovan
Ready to receive an estimate that’s backed by decades of knowledge and experience? We’re happy to help. Contact Corovan whenever you’re ready to get started.
Planning a Lab Move? Size Up the New Space.
Moving is always challenging, whether you’re packing up your office or relocating an entire company.
Moving a laboratory can be especially challenging, requiring extra attention to the details. That’s because labs must conform to specific parameters to ensure the safety, accuracy, and performance of the equipment. And those parameters can look radically different from one lab to the next.
Before you start packing your lab supplies, it’s important to spend some time assessing the new space. Completing a careful study of your new facilities can help to ensure a smoother, more expedient relocation.
It’s All About Planning
The first thing to keep in mind with any laboratory relocation? It’s never too soon to plan. Indeed, you’ll want to visit the new space as early in the process as you can.
A few general guidelines for your relocation planning process include:
- Start planning months in advance of the relocation, if at all possible. Whatever time you invest in planning can pay off huge dividends when you move and unpack.
- It’s critical to develop a thorough, detailed inventory of all the tools and equipment you’ll be moving. Include dimensions, service requirements, and calibration settings.
- Tour the new space with your lab manager and architect. If you notice any potential issues, try to address them sooner rather than later. If you need to buy new equipment to accommodate the new facility, there could be a long lead time for you to contend with. Don’t wait until the last minute!
- Work with your lab manager to review any areas of the new space that involve shared equipment. These are the areas where it can be most challenging to ensure the setup meets everyone’s specific needs.
- Also ensure all utility and electrical connections are compatible with the incoming equipment.
Details Matter When Planning a Lab Move
Finally, remember that even things that seem trivial at first could ultimately impact ongoing research efforts. Be meticulous in sizing up the new space and cataloging any potential issues.
Certainly, you’ll want move planners who will pay attention to every last detail, ultimately earning the trust of the lab manager. Specifically, move planners should scrutinize:
- Plumbing, electrical, and mechanical infrastructure.
- The future location of shared laboratory equipment.
- Specifications, dimensions, and capabilities of any new equipment.
- Planning bench space and needs to accommodate bench-top equipment.
Choose Corovan for Your Laboratory Relocation
Remember, mistakes can be costly. Maintaining the integrity of active research is a key to success. Something like not reviewing the dimensions of a new freezer could make the difference between a successful transition or losing years of research. That’s why having the right move planners tour the new space and monitor every last detail is so essential.
Planning a lab move?
At Corovan, we have decades of experience providing comprehensive move planning, storage, and logistics services. We’ve worked with some of the largest enterprises in the country, helping them coordinate transitions into new facilities and larger campuses. We are especially passionate about helping laboratories maintain the integrity of their research even in the midst of a relocation.
We’d love to tell you more about the services and experience we bring to the table, and about the ways in which we can work with you when planning your lab move to ensure your new lab space is move-in ready once the big day comes. Contact Corovan whenever you’re ready to chat.