1.0 Executive Summary
This report is based on the risks and procedures for the office move and contains a risk assessment as well as several recommendations and procedures to make the office move a success. The office move procedure has to include several points such as the following:
A plan which is to be followed to the letter when implemented
A checklist of those tasks which need to be carried out
Final office implementation and discussion of the move.
All these are tackled in this report
2.0 Introduction
Moving is always an important situation be it house, office or to another location or country. So when one decides to move office it is obviously important that all pros and cons are properly evaluated before the actual move is made. It is important to identify all the hazards that exist when such a move is made. One must also assess the importance of the move when confronted with certain issues especially the risk factor.
Discusses the objectives of the report.
3.0 Discussion
3.1 Identify hazards
Examples of issues/hazards
Lifting
Packing cuts/minor injurues
Dust
Moving furniture/heavy equipment
Substances/consumables
There are substantial hazards when moving office and these range from the non transferring of data to other problems such as the destruction of furniture or damaging of goods in transit. There are also other issues such as installation of computer systems, the intrinsic and proper transferring of all data and the making up for the loss of time for the actual move. Obviously a proper plan has to be put in place to ensure that the move is properly implemented and that everything goes according to this plan which has to be checked and rechecked accordingly so that nothing is changed or misinterpreted.
3.2 Assess risk
Probability
A. Very likely
B. Likely
C. Unlikely
D. Highly unlikely
Consequences
1. Fatal
2. Major injury/illness
3. Minor injury/illness
4. Negligible injury/illness
High Risk
High Risk
High Risk
Medium Risk
High Risk
High Risk
Medium Risk
Medium Risk
High Risk
Medium Risk
Medium Risk
Low Risk
Medium Risk
Medium Risk
Low Risk
Low Risk
3.3 Policies and procedures, example:
A properly executable plan is to be drawn up to ensure that all is implemented with the least problems. Safety manual are to be followed as this is also imperative.
4.0 Control Risk – Hierarchy of Control (how to reduce risks)
Give example of hierarchy of control and its application in this instance
Use triangle
The hierarchy of control is important in this case as it indicates who is in command and who is actually carrying out the work.
At the top we have the project/team leader, in the Middle we have the supervisor and at the bottom we have those who implement.
5. Actions for reducing risks – ideas for implementation
Initially, if I were to be responsible for an office move I would come up with a three pronged plan and procedure as follows:
A meeting for all office staff to explain the move and to indentify how this would be carried out
Identifying those persons who will be responsible for the actual move
Drawing up a detailed plan to ensure that all details are in place and that a checklist is drawn up and followed to the letter.
Obviously another important factor in any office move is the drawing up of an inventory of furniture and other objects in relation to the office and which have to be moved. This is essential to ensure that nothing is lost and that everything is moved according to plan.
6. Monitor risks – meeting, communication, etc. Issues to be discussed:
Checklist
No. of injuries
Feedback
Audits
Non-compliance....reports
Inspections
Methods of communication:
Demonstration
Signs
Newsletters
Team Briefings
Supervision
Training Videos
Role play
Action taken by management on repeated hazards and risks
The staff meeting is important as it makes everyone familiar with what is going on or what is going to happen and identifies those persons who wish to take responsibility for the actual move. It goes without saying that those staff members who volunteer to take up some tasks should be identified and these should be given important roles in the whole moving process.
The time frame is another crucial part of the plan as if this is not adhered to, then the whole project can fail and everything will be mis-coordinated or not properly implemented. It is more than important to study the whole move procedure in detail when drawing up the time frame as only then can a realistic time frame be implemented. Each task should be clearly and properly delineated and everything should be listed in as much detail as possible to ensure that nothing goes amiss. If possible, the time frame should be discussed among all staff to ensure that no loopholes are prevalent and that everyone understands the deadline for the implementation of the project.
7. Review risks – meetings, communication, etc
Emails
Posters
Agendas – safety committees
Dialogue
Identification of persons is also crucial for the move to be a success. There are those who will take on a new task with zest while there are others who will simply sit by the wayside and do nothing but criticize or offer opinions which will have no bearing on proceedings (Schmidt 2011). The staff who have knowledge of the current office setup or who are familiar with the office inventory should be coaxed into accepting part if not all of the responsibility for the move and these will act as team leaders for the actual implementation of the project. This also gives a clear sense of ownership to these staff members who will obviously do their utmost to ensure that everything goes according to plan as it will only serve to motivate them more on the job.
8. Recommendations
Action statements resulting from discussion.
Finally, the plan which is to be drawn up for the move should be a detailed and failproof one and should be followed to the letter (Oregon State Bar Association).
Allowances have to be made from problems or difficulties which may arise during the actual move and these should be addressed accordingly in the plan.
This should also include a detailed checklist on every single task to be implemented and should also have a certain level of leeway to ensure that everything is up to scratch and that certain tasks are implemented with the least possible problems. Staff involvement in the plan is also important as valuable advice may be given by those who have knowhow on certain issues.
Correct identification of hazards
A proper plan drawn up to identify all issues
Ensure that all have a selected task to comply with
9. Conclusion
What have you learned from process(the move).
The office move is not something which is to be taken lightly and this is certainly the case when planning ahead for it. After correct identification of hazards, a properly executed plan should be drawn up involving as much participation as possible from all staff in the office. Deadlines should be respected and if the plan is followed, the office move should be a success without too much hitches.
10. Bibliography
Schmidt D; Moving a Business or Office - Where to Start; Retrieved from:
http://moving.about.com/od/preparingforyourmove/a/planofficemove.htm
http://www.ehow.com/how_138837_organize-office-move.html
How to Organize Your Office for a Move; Retrieved from: http://www.ehow.com/how_138837_organize-office-move.html
Oregon State Bar Association; Checklist for Moving Your Office; Retrieved from: http://www.michbar.org/pmrc/articles/0000022.pdf
Office Move Checklist; Retrieved from: http://www.allbusiness.com/operations/facilities-space-planning/3779024-1.html
Appendix
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