When the project grows from 8 to 25 people – how to solve the accommodation

The project started with eight people

The first week, two apartments were needed. Two weeks later, seventeen more people will be on site.

This is a common type of change in projects, and a reminder of why accommodation should not be planned as a static booking.

Plan for the direction, not just today's needs

No one needs to book twenty-five seats if only eight people are coming the first day.

But if the project management knows that the staffing will likely increase, it should be communicated from the beginning.

Then the accommodation solution can be designed with the possibility to grow.

Compile a simple staffing forecast

A forecast does not need to be perfect.

This is often enough:

• Number of people week 1
• Expected number weeks 2–4
• Known arrival dates
• Known departure dates
• Roles or groups that should live together

It provides a significantly better basis than a single number.

Avoid splitting the team unnecessarily

When bookings are made at the last minute, new people often end up far from the original group.

This can create longer transports, more points of contact and more difficult coordination.

If the growth is known early, the chances of finding housing close to each other increase.

Consider the transport when the group grows

Eight people might manage with two cars. Twenty-five people require a different plan.

Calculate the number of vehicles, parking, and whether the team needs to be able to carpool.

Accommodation close to the workplace can become more valuable the larger the group gets.

Different arrivals require different contract periods

Not everyone has to move in on the same day.

By booking in stages, the company can avoid paying for empty seats before the individuals actually arrive.

At the same time, the whole needs to be planned so that the group is not forced to move around unnecessarily.

Extension may become the biggest risk

A growing project often also has an uncertain end date.

Therefore, ask about extension possibilities before committing. Having to move twenty-five people in the final month can become significantly more costly than choosing a slightly more flexible option from the start.

A contact channel when everything changes

When staffing changes frequently, housing matters should be centralized with a clear contact person.

It reduces the risk of different parts of the project making separate bookings that are not coordinated.

This is how Stay Smart helps

Describe what the project looks like today and what it could look like in four or eight weeks.

We base our housing solutions on both current needs and potential future development.

From 8 to 25, without starting over

The best accommodation is not necessarily the one that solves the first week the cheapest.

That is what continues to work when the project changes.

Tell us what you need, send a business inquiry Stay Smart.