Cartus eLearning

Successful Group Move Management

Upcoming eLearning series

Year-End Planning

Wednesday, September 16th

HostSue Latina-Cohen

VP Global Performance Solutions and Consulting, Cartus

PresentersLina Paskevicius & Sarah DeHayes

Managers, Cartus Consulting

Agenda

• What Constitutes a Group Move?

• What Makes a Group Move Different?

• Group Move Transition Timeline

• Common Challenges

• Key Attributes of a Successful Group Move

• Action Plan

What Constitutes a Group Move?

Typically when a Company is faced with a:

• Merger and/or acquisition

• Facility closure or expansion

• Workforce consolidation

What Makes a Group Move Different?

For the employee:• Involves a “move or quit” decision

• Seldom involves a promotion

• Many employees will not have previous relocation experience

• Involves entire family

For the employer:• Often a one-time event

• Existing relocation policies are seldom adequate for issues encountered in a Group Move situation

• Labor laws and regulatory bodies

• Announcement planning / communications

• Employee needs assessment survey

• Group Move policy guidelines and briefings

• Cultural awareness and self-assessment

• Destination area orientations / familiarization visits

• Education workshops

• Initiation of relocation services

• Policy counselling• Relocation expense

management / reporting• Marketing / home sale

assistance• Home finding assistance• Household goods move• Spouse career assistance

EmployeeRelocation

EmployeeDecision

MoveDecision

MoveAnnouncement

• Rationale for transition• Retention / attrition

goals• Initial cost estimates• Immigration planning• Relocation program /

policy development• Communications strategy• Manager briefings• Destination information

support tools (e.g., Virtual Resource Center)

0-60 Days 60-120 Days 120-150 Days

Typical Group Move Timeline

Pre-Decision: Employee Support

ServicesEmployee RelocationStrategic Planning and

Programme Design

Strategic Planning and

Program Design

Pre-Decision: Employee SupportServices

Employee Relocation

Typical Transitional Challenges

• Defined goals

• Retention

• Employee productivity

• Cost control and budgeting

• Internal experience

• Middle managers

Planning the Announcement

Key components of the message:

• Goals of the move

• How the location was chosen

• Role the impacted employees will play

• Support plan to help employees make decision

• Timeline

Assumptions to Avoid

Business as Usual

• Short distance/address change

• Few are impacted

• Current relocation policy

• Already familiar with the area

Potential Minefields

Lack of Planning

• Attitude• No budget• Haste• No transition plan

Potential Minefields

Lack of Communication

• Few details• Assumptions of employees’ needs• Leaks• Gossip• Lack of company vision

Case Study #1

Situation: Consolidation of two HQ due to corporate merger

Job roles impacted: All job roles and levels impacted; relocation and severance offered; 300 employees asked to move

Challenge: Indecision on the part of the Company; higher cost of living in new location; flat to declining market in old location; employee distrust of Company

Approach:• Project and budget planning

• Policy development/briefings• High-level management briefing• Pre-decision area tours/destination area orientations • On-site resource center

Result: Measured success by ensuring adequate support program and tools provided to employees in pre-decision phase; retention rate 25%

Potential Minefields

Ineffective Policies and Procedures

• Understanding employees’ needs• Timing of release of relocation policy• Lack of information relative to new location• Cost of living challenges

Cross-Border Considerations

Key aspects may include:

• Types of relocation

• Compensation package structure

• Pension and benefits

• Immigration planning

• Tax and legal requirements

Case Study #2 Situation: Relocation of plant operations into corporatelocation (Latin America to Northern US)

Job roles impacted: R&D, ancillary functions and quality control; over 150 employees impacted

Challenge: Cultural and language barriers; higher cost of living in new location; distrust of Company due to start-up of manufacturing site in Latin America 18 months prior.

Approach:• Onsite at time of announcement to provide preliminary

destination overview• Cultural and language training• Project and budget planning• Employee needs assessment• Policy development/policy briefings• Destination area orientations pre-decision area tours (with

Spanish-speaking agents)• Educational sessions conducted in Spanish

Result: More than 35% accepted the move

Key Attributes of a Successful Group Move

• Extensive advance planning

• Flexibility

• Communications

• Coordinated multi-functional team approach

• Timing

• Supportive policies

• Regular reviews, evaluations and adjustments

Case Study #3

Situation: Firm decides to relocate operations functions out of New York and London after 9/11

Job roles impacted: Back Office Ops and IT functions; 419 jobs affected; 80 key employees asked to relocate; volunteers also eligible to relocate

Challenges: Security considerations, cross-border move, cultural barriers, critical business implications.

Approach:• Group Move intranet site design• FAQs• Resource center• Manager briefings• Group policy/program sessions• Destination area briefings• Culturally appropriate communications materials

Result: Over 80% acceptance rate

How to Measure Success

• External expertise• Budget• Location• Attrition• Key talent retention• Long-Term ROI

Invest to meet your Strategic Goals

Group Move Action Plan

Key Steps• Identify/Assemble cross-functional team• Develop Strategic Plan

Announcement/CommunicationsBudgetPolicy

• Pre-Decision Activities (Needs Assessment, Policy Briefing, Destination Orientation, Pre-Decision Trips)

Cartus eLearning

andandUpcoming eLearning series

Year-End Planning

Wednesday, September 16th

For more information on Cartus Consulting’sGroup Move Management, please contact

groupmoves@cartus.com

To view this eLearning again or to share it with a colleague, please visit

www.cartusmoves.com\eLearningwebinars

Thank you for your participation.