Unlocking the Value of a Client-Side Project Manager: Navigating Workspace Projects With Ease

Taking on the added responsibilities of managing a project alongside your daily tasks can be overwhelming, particularly when it comes to overseeing your office fit out. This endeavor represents a significant investment for your company and the successful, on-budget, timely and legally compliant completion of the project is major moving forward. In this article, we’ve talked to our good friend, Alexandra from GSD Consulting, who shares invaluable insights about the importance and value of taking on a client-side project manager for your workspace project.

How would you describe what you do?

A client-side project manager works closely with the client throughout the entire workspace project, essentially holding their hands and guiding them through the whole journey. Whether it’s a relocation or fit out, we engage from the early stages, assessing the client’s space and business needs, identifying non-negotiables and crafting a strategic plan that guides the project from inception to completion.

When is a client-side project manager necessary?

While the need for a PM is valuable at any stage of your business, it becomes especially vital during your first office projects. When navigating uncharted territory, it’s easy to underestimate the complexities involved. I always emphasise the importance of involving a PM as early as possible, as it significantly benefits both parties. 

For instance, in a recent case, a company had already shortlisted three office buildings for their relocation and initiated the tender process before seeking my expertise. Their lack of experience led to various hurdles in the process. However, I jumped in, assessed the situation and provided the necessary knowledge and experience to streamline the legal procedures, making the entire journey more seamless and efficient.

What size of projects require a PM’s involvement?

Larger projects entail a bigger scope of work, which naturally requires additional assistance. So we often receive inquiries for large projects. But, a PM is invaluable for small projects too, especially in companies experiencing rapid growth or transitioning from remote work to a physical office space. Even if you’re confident in managing it yourself, I always emphasise the significance of having someone with prior experience. 

How do clients budget for PM services?

Typically, I charge a day rate. However, clients are generally mindful that the cost of my services can be offset by savings achieved in various areas. These savings come from reduced agency fees and effective negotiation with suppliers and fit out companies.

What pain points do client-side PMs alleviate?

My main goal as a PM is to simplify the process for my clients. Every project is unique and it’s crucial to stay well-prepared to tackle potential challenges. I receive a lot of positive feedback regarding legal processes, as they often turn out to be more time-consuming than people initially expect so experience goes a long way. Improving communication is another area of focus. There are a lot of moving pieces and various parties involved, serving as the primary point of contact alleviates a lot of pressure from the clients, allowing them to focus on other responsibilities. 

What should clients expect from a PM and what does success look like?

Good communication is huge. One of the most significant challenges during office projects is the lack of clarity from both the client’s and the project’s sides. This can lead to misunderstandings and delays. A skilled PM guides clients through the entire journey, ensuring their needs are met. Success is ultimately defined by a happy client, a smoothly functioning business, staying within or even under budget, and, most importantly, ensuring that all objectives are met.

How do you choose the Right PM? 

I think, the same with every partnership you enter, it’s all about the personality fit. When you’re meeting someone you can find out their background, workstyle, experience etc. but at the end of the day you will know if you’re going to get along with that person. Ultimately, you’re going to get the best work from people you get along with on a personal level. 

I believe what sets me apart as a project manager is the ability to build a genuine connection with my clients. I don’t focus on the technical aspects but rather on assisting and adding value to the project.

I’ve worked with a diverse range of suppliers, from legal experts to real estate agents and fit out companies. This allows me to mitigate risks effectively. I pay attention to both the big and small details – not just the glamorous aspects of a project but also the seemingly mundane ones, like selecting crockery. I’m very hands-on in my approach.

What type of projects do you enjoy working on?

The most exciting projects for me are typically the first office projects for companies. The impact of such a transition is massive and I find it rewarding to partner with clients as they take this significant step.

Now tell us a little bit about you, what does your perfect weekend look like? 

A perfect weekend for me involves waking up early, going for a walk with my dog on Hampstead Heath and – if it’s not too cold – having a swim in the ponds. Then, get home for a nice warm dinner. I’m a big fan of curry; it’s my favorite food! The quiet soft life is really what I’m all about.