Project location & overview:

Greyfriars Project Management were appointed to manage the Great Yarmouth Building Rationalisation project for Great Yarmouth Borough Council, which focused on optimising and repurposing existing office spaces to enhance operational efficiency and support digital transformation.

By rationalising their building assets, GYBC aimed to free up the Greyfriars building for future revenue opportunities. The project involved relocating staff, redesigning rooms, and implementing a hot desk policy, demonstrating
effective asset management and strategic planning. Additionally, the project focused on moving staff from the Greyfriars building to create better-suited spaces in the Town Hall, Novus and Catalyst buildings.

Stakeholder Management

Throughout continuous engagement was required with department heads, the IT department and team representatives. Change/move champions were appointed in each department to facilitate communication. Regular meetings and updates ensured transparency and alignment with project goals, fostering collaboration and minimising disruptions. This approach ensured that stakeholder needs and expectations were clear.

Procurement

During the project, Greyfriars managed the tender process for architectural and construction services, ensuring the selection of cost-effective and high-quality contractors. Greyfriars went out for a series of quotations for the designer, handled the process on behalf of the client, reviewed tenders and provided suggestions based on cost and quality. Following the direct appointed with recommended contractors Greyfriars acted as Contract Administrators.

Outcome and Next Steps

In early December 2024, we handed over the project to GYBC, with the final four teams still to move in. The successful completion of the project not only improved the working conditions for council staff but also set a precedent for future projects, showcasing the benefits of strategic planning and proactive stakeholder management.
GYBC reported positive experiences with the contractors and praised Greyfriars for their effective management and support throughout the project

Programme Management

Effective programme management was essential throughout the entire process to guarantee cohesion as the teams transitioned into their new workspace. This involved detailed planning, continuous communication and proactive problem-solving to address any challenges that arose.

At Greyfriars, we recognise that careful Programme Management is essential throughout any project. We ensure the timely delivery of project milestones through careful programme management. Time allowances are based on experience and lessons learned from other projects and best practices. The programme is reviewed regularly and is updated where necessary.