Office moving in Tallinn

A good office move starts on paper. Before the move we look at the current office and, if possible, the new one, and agree on:

• which rooms and workstations move, and on which date;
• which furniture comes along, which stays and which is taken away;
• how to access the building: a goods lift, a loading area or security;
• the time slot agreed with building management.

For a larger office it makes sense to move in stages, for example one department at a time, so everyone else can keep working.

The biggest time saving comes from labelling. Each employee's boxes, chair and equipment get the same label as on the floor plan of the new office. That way the crew knows where everything goes without asking.

We recommend that employees pack their own desks, because they know best what matters. Shared things such as kitchen items, bookshelves and storage room contents can be packed by us. Document folders stay in the same order in the boxes, so the archive is usable straight away at the new place.

We pack computers, monitors, printers and network devices so they cannot be knocked or scratched in transport. Monitors travel upright, and cables go into labelled bags together with their device.

Disconnecting and reconnecting equipment, network and server set-up we leave to your IT staff or partner. That way everyone is responsible for what they know best. We are happy to share the timetable so IT can fit their work around the move.

To keep your business running, we often move on Friday evening or at the weekend. In office buildings this is often what building management prefers too, because the goods lift and corridors are free.

After the move we take away packaging and any furniture that does not fit in the new place. If the old office has to be returned to the landlord empty, we include that in the plan as well, see office and warehouse clearance.

A move goes best when one person in the company knows the plan and can make decisions on site. Before moving day it helps to:

• send employees instructions on what to pack and when;
• confirm the floor plan of the new office with numbered workstations;
• agree who is responsible for keys, access cards and the alarm system;
• empty fridges and coffee machines and switch off equipment that is not moving.

The clearer the plan, the fewer questions during the move and the faster it is done. On Monday morning it is a good idea for the contact person to walk through the new office with the crew once more.