This is a case study from • Project Management Reid, R. Dan; Sanders, Nada R.. O

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This is a case study from • Project Management

Reid, R. Dan; Sanders, Nada R.. Operations Management: An Integrated Approach, 6th Edition. Wiley. Kindle Edition.

Case: The Research Office Moves Jeannette, the senior administrative assistant, has just When the packing supplies arrive, Jeannette distributes learned that she is in charge of the upcoming move of them to each individual so that packing can be done. It the research office at Southwest University. She has normally takes a week to sort and distribute supplies. coordinated several such moves before and immedi Individuals pack their office items and tag their office ately begins organizing her thoughts. Determining what furniture that is to be moved. They are expected to needs to be done, when it needs to be done, and who complete their packing in two weeks. needs to do it are critical to a successful move. From Afer ordering the furniture, Jeannette makes arrange- past moves, Jeannette knows the first step is having the ments for the movers to move the items, the telecom- management team allocate the offices available to the munications office to move or install telephones, and different departments. She knows that each depart- computer services to provide Internet hookups. The mov ment manager fights for the best office of the politics, Jeannette expects this activity to take single day. The phone installers demand two weeks notice three weeks. space. Bec ause ers require three weeks notice but move the items in a but complete the work in one day. The computer services After the management team finalizes departmental technicians require four weeks notice and complete the allocations, each department manager allocates office hookups in one day. The final activity is moving day. All space to individuals within the department. This is also three of these groups-the movers, the phone installers, quite political and typically takes two weeks. Individuals and the computer technicians-are there on the same often take the office space allocations personally, and date to minimize office disruption and minimize the time each manager needs time to smooth any ruffled feath- the office is unable to provide customer service. ers. The allocation decisions are returned to Jeannette I past moves, Jeannette has had trouble making so that she can develop an overall layout for the move. sure that everything flows smoothly. She believes that She normally does this in about four weeks. During the there must be a method available to help her manage first week of this phase, Jeannette sends each individ- this office move. ual a printout of the floor space he or she will have and (a) Why are office allocations so difficult? What fac- requests that individuals determine how the furniture is tors must be considered when planning an office to be arranged. Individuals inform her of any additiona ayout? or replacement office furniture needs. They indicate (b) Offer Jeannette a method for monitoring the office where phone jacks and computer hookups should be. move. Explain why this method or approach would Each individual requests the packing supplies needed be reasonable. to pack up his or her office items. These requests are (c) How long should it take from the day the decision returned in three weeks. is made to move until the move is completed? When Jeannette receives the individual requests,Employees only work Monday through Friday. All she consolidates the requests to form lists of packingof Jeannettes activity time estimates assume a five- supplies and furniture. She orders the supplies from the day work week. university-approved supplier, and the supplies arrive in (d) What are the critical activities for the timely com- two weeks. She chooses among three approved office pletion of this office move? furniture suppliers and selects and orders the office (e) What recommendations could you make to Jean- furniture, which is scheduled to arrive in six weeks. nette to make this easier in the future?

Explanation / Answer

a) Office allocations are difficult as when the department heads and individuals move to a new building, all of them want the best locations. It becomes difficult to satisfy everyone and some or the other would feel discriminated against since all locations would not be prime.   

While planning an office layout, the important factors to take into account are the locations of computer plug-in jacks, internet connections and placement of office table. These three aspects are the most critical ones for an individual to work and be comfortable. In overall layout, the entrance, exit and waiting lounge should be designated to minimize disturbances and hindrances in routine work of the office.

b) Jeannette can monitor the office move by creating an excel chart and listing the various tasks she has taken i.e. Various departments and the time line given to them for movement, packing material supplier, movers, telephone line shifters, internet connection company and furniture supplier. Against each category she should mention the dates of intimation and the deadline for it. She can thereafter monitor the progress on a day to basis and also enquire the progress in between for assurance that the deadline would be met. This method is reasonable as she has all the tasks and deadlines in one sheet in front of her which she can monitor and follow up for progress.

c) The whole exercise of office movement including new office space allocations, packing, ordering of new furniture, movement and setting up of telephones, computers and internet connection should be completed in the 16 th week as per Jeannette's time line.

d) The main critical activities internally are the allocation of office space and their acceptance by various departments and individuals. While externally the critical elements are timely arrival of ordered furniture and effective co-ordination to ensure the movers, telephone and internet installers and computer technicians are available on the same day to minimize disruption of routine office work.  

e) Although Jeannette has planned the office move well and is well organized, the time line of 15-16 weeks seems long. She would be advised to shorten this time line for most tasks. For internal activity like decision on office space allocation and packing of files, documents, stationary etc. need not take the time line she has marked. These can be done in a much shorter time. She can also reduce furniture delivery time line by choosing supplier with the shortest lead time.

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