Who controls each site at every stage of the move?
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Record who coordinates each site as its use changes. A move can leave production at the old premises, installation at the new premises and different contractors attending both. The ordinary site contact list may no longer describe that situation.
Use a coordination matrix to identify the responsible contact. It does not allocate away legal duties, grant access rights or replace the competent assessment of work. Confirm those matters through the relevant property, safety and technical advisers.
Describe the actual phase
Use specific operating states rather than "before" and "after" the move. For example:
| Phase and location | Current activity | Coordination questions |
|---|---|---|
| Phase one, old site | Production continues while one area changes use | Who controls operational access and resolves conflicts with contractors? |
| Phase one, new site | Preparation and assessment; ordinary production not yet accepted | Who is the authorised site contact and who coordinates the planned work? |
| Phase two, old site | Limited remaining work and agreed exit activity | Which permissions remain, which services are still needed and who handles unexpected attendance? |
| Phase two, new site | Defined work starts under accepted arrangements | Who accepts operating responsibility and owns remaining project defects? |
For each row, name the operational contact, contractor coordination contact and escalation route. Record the applicable period and unresolved questions. One person may fill more than one role, but their availability and authority need confirmation.
The overall move programme should show when responsibility changes and what must be confirmed first. A calendar date cannot establish that a site has been accepted or handed back.
Ask what changes at the boundary
Before a phase, review access arrangements, current work, shared services and the people likely to attend. Have the responsible specialists assess the implications. Ask how unexpected work or a change in site use reaches them before it proceeds.
HSE guidance on organisational change, for Great Britain, distinguishes the risks during a change from those of the intended end state. That distinction matters when a normally staffed site becomes partly occupied or several functions operate under temporary arrangements.
Do not infer that a named contractor takes responsibility for every activity at the premises. If construction work is involved, obtain advice on the applicable arrangements and roles. This matrix is an enquiry aid, not a determination of those duties.
Keep the current version available
Share the agreed contacts through the approved internal process. Suppliers need a reliable route to the receiving team; use the delivery transition sheet to connect their order to the correct phase.
Likewise, maintenance cover needs the current site contact and operating context. A familiar provider returning after a month may encounter substantially different activity.
If sale enquiries are progressing during the transition, tell UK Auction Group who can coordinate each location and which proposed arrangements remain subject to confirmation. Do not offer access or dates beyond the authority the business currently holds.
The phased-move hub covers the related operating decisions.
Sources
- UK Auction Group: Mergers and surplus Checked
- HSE: Organisational change Checked
This guide is general information and education only. Legal, tax, employment and safety decisions may need a qualified adviser who knows your situation. Read the disclaimer.