Office Move Without Downtime – How to Plan the Weekend?

In a home move, what matters is being able to sleep that evening. In an office, what matters is different: people sitting down and working on Monday morning. That's why an office move isn't a question of manpower, but of scheduling — who packs, disconnects and reconnects what, and in what order.

Below is the plan we use for company moves in Wrocław and across Europe — from the first site visit to the first working day in the new place.

1. Appoint a single point of contact. During an office move, decisions get made on the fly; if there isn't one person on the company's side, the crew waits.
2. A plan of the new office with desk numbers. Every desk, cabinet and monitor gets a number, and the same number goes on a sticker. That way, setting things up isn't guesswork.
3. A list of sensitive equipment. Servers, storage arrays, large-format printers, measuring equipment — these travel separately and often need extra protection.
4. A cut-off and go-live date for the connections. Internet in the new office has to be working before the computers arrive — that's the most common cause of downtime.
5. Sorting out the lift and parking spot on both sides, together with the hours during which the building management allows transport.

We deliver boxes and stickers, and employees pack their own desks — that's the one part no one else can do, because nobody else knows what's in the drawer. In parallel, our crew packs the archive, the kitchen and the common areas.

• Documents in binders go into archive boxes, labelled by department and by the years they cover.
• Computer equipment — if the original packaging isn't available, we pack it in foam and bubble wrap, monitors separately, screens facing each other.
• System furniture is only taken apart on moving day itself, so the office keeps working until the last moment.
• Keys, access cards and the barrier remote — one person, one envelope, one handover report.

The most common option is Friday after hours and Saturday. On Friday evening we disconnect and pack the equipment, on Saturday we transport and set everything up, and Sunday leaves time for touch-ups. On Monday morning, employees find their desks ready.

For larger companies, we split the move into stages: first the departments that can work remotely, then the ones that need to be on site. The server room usually travels last and is the first thing back up and running.

• No internet in the new office. The provider can take weeks, and the equipment is already on site.
• The lift taken up by another company in the same building — without a booking, the move stalls.
• Unlabelled boxes. One box without a number means fifteen minutes of searching when unpacking; a hundred unlabelled boxes means a lost day.
• Furniture that doesn't fit the new layout. Measuring before the move costs an hour; taking a piece of furniture away on the day costs an entire day.
• No decision on what to do with the archive. Papers from years ago usually don't need to travel; some can go into storage, some can be destroyed with documentation.

Can the company keep working during the move?

Yes, if we split it into stages. We usually move departments one after another and leave the weekend for shared equipment and the server room. For smaller offices, the whole move fits into a single weekend.

Who packs the computers and documents?

Our crew packs the computers and the archive, employees pack the contents of their own desks. That split is the fastest and safest — no one ends up looking for their things in someone else's box afterwards.

What about furniture that isn't going to the new office?

We can store it in a warehouse, resell it or dispose of it with a confirming document. For larger quantities, that's a separate line in the quote.

Will we get an invoice and insurance?

Yes. An office move is a deductible business expense, and for high-value equipment we arrange cargo insurance calculated from the value stated in the handover report, not from weight.