Beyond Relocation: JLL Belgium's Holistic Approach to Project, Move, and Change Management

Project and move management are essential for smooth office relocations or renovations, minimizing disruption and maintaining productivity. By coordinating all aspects, mitigating risks, and ensuring clear communication, these processes address challenges such as business continuity, technology integration, and employee resistance.

Effective strategies involve phased approaches, pre-move testing, and early employee engagement.

While well-executed moves can boost satisfaction, they require careful navigation of logistics, budgets, and ESG concerns. By comprehensively addressing these aspects, effective management reduces disruption and sets the stage for success in the new workspace.

JLL leveraged its real estate expertise to meticulously plan and execute the relocation, addressing unique challenges along the way.

The importance of project and move management

JLL Belux's relocation to M10 demonstrates a comprehensive, step-by-step approach leveraging expertise across multiple business lines. The journey began with the Agency Leasing team's tenant representation services, conducting a thorough "stay-or-go" analysis to determine the best course of action. JLL opted to relocate due to the expiration of our current lease and the need to align our workspace with our strategic objectives, particularly in terms of sustainability (ESG), growth potential, and other key ambitions.

 As Bernard Keppenne, Head of tenant representation JLL Belgium, explained: "It was essential to select a location minimizing our carbon footprint and maximizing connectivity." Once the decision to relocate was made, they led property selection and negotiations, ultimately choosing Montoyer 10 for its sustainability features and prime location in the European district.

Consultancy Services then developed a tailored workplace strategy and initiated change management processes. The project involved a collaborative approach, with stakeholders actively participating in the co-development of the brief and engaging in co-design sessions to ensure the final solution met all requirements and reflected shared vision.

Next, Tétris Design&Build took charge of workplace design, creating innovative layouts, selecting sustainable furniture, and overseeing construction with a focus on circular economy principles. JLL collaborated closely with various supply chain partners while addressing challenges related to certification strategy, opting to establish and implement their own rigorous standards to ensure quality and compliance.

As the physical space took shape, JLL Technologies (JLLT) integrated cutting-edge IT solutions, enabling innovative hybrid meeting rooms and immersive welcome screens.

Throughout the process, Consultancy Services continued to guide change management initiatives, preparing employees for the new work environment, by organizing different workshops with the employees.

Seamless Planning and Execution: The Key to Success

Project Delivery Services (PDS) managed the overall project, coordinating various aspects for seamless execution. Effective coordination among corporate stakeholders was crucial throughout the project, ensuring alignment with company-wide objectives and facilitating informed decision-making at every stage.

Jana De Mulder, Director PDS projects at JLL Belgium, emphasized the importance of teamwork: "The Montoyer 10 project is a real challenge. We had a tight timeline and ambitious sustainability goals. The teamwork was crucial with all the departments involved from Brussels to Lille."

JLL developed a detailed relocation plan accounting for all aspects, including timeline, budget, and resources. The plan integrated sustainability and employee well-being considerations, aligning with the company's commitment to strive towards carbon neutrality on scopes 1 and 2 by 2030.

Stakeholder Collaboration for a Smooth Transition

D. Leclercq, Director Consulting at JLL, explains the significance of effective stakeholder management: "We conducted senior leadership interviews, exhaustive staff surveys, and focus groups to understand the unique needs and aspirations of our employees. Involving employees in the design and decision-making process was essential to empower and engage them."

JLL implemented various actions to engage employees throughout the process, fostering a positive transition experience. The company prioritized change management to prepare employees for the relocation, implementing comprehensive communication strategies to keep staff informed and supported.

This collaborative effort across multiple business lines allowed JLL to deliver a holistic solution tailored to meet its specific needs, from initial decision-making to final implementation. Sebastien Giordano, Country Lead of JLL Belux, summarized the project's significance: "This project goes beyond relocation—it's our blueprint for the future and our mission in action: to create and deliver sustainable value through collaboration and innovation, embodying our vision to shape the future of real estate for a better world."