Plan the commissioning as its own part
Reserve time for checking, practical preparation and support. Record which teams are present and how questions are followed up. The required approach differs between an office, healthcare department, laboratory or warehouse.
Check the user environment
Ask responsible teams to assess the agreed facilities. Check not only individual workstations, but also shared functions that are used from the start.
- Workplaces, materials and destinations according to the agreed layout.
- ICT, telephony and shared equipment according to feedback from the technical teams.
- Access, badges and signage.
- Meeting rooms, reception and practical facilities.
- Contact persons and accessibility of support services.
Provide employees with practical information
Before the start, share where people are expected, how access works and where to find materials. Also mention what is temporarily different. Keep instructions up to date and make the reporting centre easy to find.
Work with one visible outstanding items list
Log notifications so they don't disappear between teams. Include a description, person responsible, priority, target date and status. Urgent disruptions require immediate coordination; other points can be scheduled in the agreed follow-up.
Finish with transfer and evaluation
Discuss with the client which points have been resolved and which will be transferred to daily operations. Record follow-up agreements and collect experiences about planning, communication and implementation. Use those lessons in the next phase.
Illustrative example
This is how this can play out in a project
On the first morning, a team reports that a meeting room is not yet usable. The hotline registers the request, links it to the responsible service and communicates a temporary appointment. This way, the follow-up remains visible without everyone individually looking for a solution.
Discuss this with your project team
- Do users know where to go?
- Are support teams and contacts available?
- Who manages priorities and notification feedback?
- Has the transfer of remaining actions been agreed?