Relocation of a service

Client: City of Montreal

Location: Montreal, Canada

Project scope: Relocation of a department of 150 employees

Overview: Faced with health risks to employees, the City of Montreal requested the relocation of an entire department involving 150 employees to another building. This urgent project had to respect a limited budget, typical of the public sector. Thanks to my knowledge of the teams, I was able to identify the pain points in the current workspace and target communications to secure employee buy-in for the change.

Objectives:

• Relocate a department of 150 employees quickly while ensuring continuity of services to citizens.

• Collect employees’ needs and integrate them into the relocation process.

• Develop an effective communication plan to keep employees informed and engaged.

Process:

• Needs assessment: Created an assessment form, completed with five key employees from each subdivision. This allowed me to identify specific needs and potential blind spots. The results were presented to each manager to gather feedback and validate that their divisions were properly represented.

• Presentation of needs: Summarized each division’s needs in a presentation for the department director to obtain approval and support for the relocation.

• Budget alignment: Met with the service responsible for budget allocation to present the situation and ensure the proposed office space met the department’s requirements.

• Communication plan:Developed a communication plan for the department director, including an open channel for employees to contact me with any specific questions.

• Preparation for the relocation: Coordinated tasks within the administrative team, including packing boxes, shredding documents, and other logistical preparations up until the week of the move.

Results:

• Successful relocation: The move was completed within the allotted timeframe, with minimal disruption to services provided to citizens.

• Continuity of services: Employees were able to maintain the same level of service throughout the relocation, ensuring citizen satisfaction.

• Employee engagement: Targeted communications and the opportunity to ask questions helped foster employee buy-in for the change.

Conclusion:The successful relocation of 150 employees for the City of Montreal demonstrates the value of a proactive change-management approach. Through careful assessment of employee needs, effective budget alignment, and clear communication, the project was completed without disrupting public services. This case also highlights the importance of planning and employee engagement in relocation projects, especially in the public sector.