Reorganisation of spaces for the Barcelona City Council’s Municipal Institute of Informatics
During the month of November 2020 we carried out the remodelling and relocation of the offices of the Municipal Institute of Informatics of the Barcelona City Council. Due to the current situation derived from the Coronavirus, these facilities needed a reorganization of spaces in order to guarantee interpersonal distance between workers. Thanks to the fact that this department had information systems adapted for teleworking, at no time had they seen their activity stopped, but it was advisable to be able to have the facilities again without any restriction to resume their face-to-face activity. For this reason, they tendered the removal service to move furniture, equipment and belongings according to the pre-designed distribution.
The project in figures:
- 12 days.
- 2,670 movements.
- Surface area of 7,000 m2.
- Floors 2, 3, 4 and 5 of Avenida Diagonal, 220.
- Floors 10, 11 and 12 of Calle Tánger, 98.
Requirements of the transfer
The project contemplated the reorganization of spaces to adapt them to the new regulations, respecting the safety distance, as well as guaranteeing the circulation circuits in and out of the offices. The client had the final plans, but was looking for a moving company that would be able to coordinate the office move and its execution.
The project also required having a person to act as a coordinator for the different agents involved in the move. From the computer team, through the electricians, to the screen assembly equipment. In addition, it was essential that all staff (coordinator, managers, operators and drivers) had proven experience in this type of service.
To all of the above, a final requirement was added; Reduce the execution time of the transfer. Thanks to the experience of 35 years in corporate moves, we were able to study the case in depth, proposing overlapping work teams to offer an insurmountable reduction in the initial time. We thus shortened by 17 days a project planned for a month of execution.
Reduction of the deadline
As we mentioned earlier, in order to reduce the execution time, we were forced to overlap the work of various teams. This is how we achieved simultaneous progress in moving the different floors of the buildings. For this strategy to make sense, simultaneous synchronization was indispensable. Thus, the project coordinator was in constant dialogue with the different managers, to adapt the speed of their tasks to the pre-established deadlines. Whenever necessary, the equipment was distributed so that the most overdue tasks were brought up to date.
Key to success in office relocation
Coordinator: The figure of the coordinator in a corporate transfer is vital, as he or she is the person in charge of making allthe agents involved act in the same direction and multiply their efforts. If this piece fails, it is very likely that we will end up witnessing a chaotic move full of setbacks. To guarantee the success of this project, and due to its complexity, this task was assigned to Manuel López, head of traffic of our company and a key player in the development of our company for years.
Since there was more than one team working simultaneously, it was essential that their work was synchronized day by day. For this reason, several milestones were planned to be achieved during the transfer of the offices. These checkpoints allowed better control of the development of work and the possibility of speeding up those tasks that were partially delayed.
Managers: Team managers are also essential pieces in the correct development of an office move. As team leaders, they are the people in charge of assigning specific tasks to their colleagues and also reporting to the coordinator. Thus, their position not only requires extensive experience in office relocation, but also requires a deep knowledge of the skills of each team member. In addition, its peripheral view of assigned work allows you to identify ways to simplify jobs.
Appropriate means: Finally, it is also important to have the right resources. Thanks to them, we were able to ensure a reduction in effort and greater safety for the transported goods.
An indispensable element for this office relocation has been the roll-tainer trolleys. These metal trolleys with wheels allow a significant number of boxes to be moved with the labour of a single man. In addition, we can equip them with trays, so that they become real mobile shelves. In some cases, trolleys allow us to move large volumes of documentation quickly and in an orderly manner, without using boxes. This results in a double benefit; It improves efficiency and also reduces the impact on the environment.
Roll-tainers are also useful for transporting delicate equipment, as they have metal walls that will protect them from any impact or rubbing during transport. As a complement to these trolleys, it will always be necessary to work with trucks equipped with a lifting platform.
Customer predisposition
The project was led at all times by the IMI’s Quality and Safety Directorate. The proactivity of the people involved has allowed us to adapt to the changes we have encountered along the way. Therefore, it is fair to say that their work has made this transfer in Barcelona’s 22@ carried out in record time a reality.
On-time delivery
Finally, and thanks to the efforts of the entire team, we have been able to deliver the project on time, more than meeting the client’s expectations. In addition, in this transfer we have been able to save more than 60% of cardboard boxes. Thus, we note a point in favor of efficiency and another in favor of the environment.
If you need help in the relocation of your company, contact Mudanzas Control, we have the solution:
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