Case studies
European HQ and Clinical Trials Supply Facility
SECTOR
Medical Devices
SPECIALISM
Property & Workplace
FOCUS
Business Relocation and Workplace Modernisation
OVERVIEW
This global pharmaceuticals, medical devices, and aesthetics business had enjoyed significant increases in its size, revenues, and staffing but was experiencing several acute problems in terms of its primary UK business premises.
Configured as a ‘50-50’ building, an industrial unit which had already been converted into an offices-warehouse facility, and located in an industrial park, it did not project the desired image for the organisation.
The office configuration did not facilitate dynamic and collaborative working, had become severely overcrowded, and was unable to accommodate imminent and significant additional headcount arising from further business expansion.
To facilitate the business decision to bring Clinical Trials Supplies in-house, to increase service levels and reduce operating costs, a new specialist unit was required.
The decision had already been taken to establish a new European headquarters in a location and building which would provide sufficient capacity for current staffing and projected headcount growth, in a more desirable location. We were tasked with leading the project, from its inception through to its completion, including full responsibility for creating and managing Capex and Opex budgets.
VISIBILTY
The project, and the key point of contact, was officially communicated across the organisation to raise awareness from the outset.
Recruitment plans were requested from all Business Units and department Heads as a means of estimating the future space requirements; one of the core criteria for the initial property search.
Lease durations, obligations, and exit options for the existing premises were assessed and used to identify key milestone dates for the project.
VALUE
Phase I of the new European HQ (57,000 sq.ft and 176-person capacity), befitting a blue-chip business in a highly regarded industry, opened on time, on budget, with all services fully functional, and with zero business days downtime.
Feedback from the regional Board, staff, and external parties was overwhelmingly positive.
Due to the ongoing and rapid increases in headcount we were asked to immediately launch Phase II of the project and subsequently managed the design and fit out of an additional 16,000 sq.ft(42-person capacity) of high-quality workplace in the same style.
As part of lease negotiations we secured a significant rent-free period and first choice of car parking allocations.
73,000 sq.ft
Modern agile workplace
Exceptional
Rent-free period
Zero
Days business downtime
EFFECTIVENESS
To establish engagement, collaboration, and understanding we selected and led the project team comprising stakeholders from Finance, senior leadership from operating companies and Business Units, IT, an external architect, services engineers, and a property agent. This was followed by defining a detailed project programme and key roles/responsibilities.
Property search and selection comprised an initial search, preliminary evaluations, and shortlisting. Presentations to the regional Board included a commercial real estate market overview, the shortlisted properties advantages and disadvantages, budget forecasts, and led to the initial approval to proceed.
Lease negotiations (term; break clauses; rent-free; Cat A modifications; Cat B fit out; structural strengthening, dilapidations; parking allocation; catering and subsidies; services and service charges; opening hours; security; external signage; first options for additional space), led to a recommendation to Board and its further approval to proceed.
Working closely with the property agent, and as the first propspective tennant, we ‘unlocked’ and secured prime real estate which had been dormant for several years on a prestigious commercial business park, negotiated Heads of Terms, and ultimately a signed lease agreement for the selected premises.
Working as-one with the architect we created design concepts to inspire the organisation and to catalyse agile working. Initial initial floor plans and space allocations were created, which changed more than 100 times during the project due to constantly-evolving headcount forecasts, to aid planning and budget formation.
Our recommendations led to regional Board approval for a modern agile working environment to facilitate increased collaboration and a new professional real estate image for the business.
We created, led, and managed the formal evaluation, negotiation, contractor selection, and execution of multiple works packages including structural strengthening, specialist fit out, services modifications, sliding-folding walls, high density document storage, security, decoration, specialist joinery, furniture, blinds, window film, meeting room booking systems, office printers, artwork, and relocation (including business-critical IT and telephony hardware).
We issued comprehensive communications to staff throughout the project to build interest and overcame strong objections regarding new ways of working including moving from personal printers to a secure and semi-centralised printing solution and the use of an online real-time meeting room booking system.
Relocation of the entire business took place over a three day extended weekend with all departments being provided with the means to work productively.
The new HQ opened on-time at 8am on the Monday morning. Guided induction tours, Welcome Packs including new policies and ‘how-to’ documents, were provided to all staff to ensure understanding and rapid adoption of new ways of working from Day One.