Top 5 Facilities Management Tips for Internal Moves & Refurbishments

Internal office moves rarely happen in perfect conditions, as teams still need to work and parts of the building may well stay live through the process. A facilities management relocation needs to have a practical plan from the start to organise everyone around each other.

Whether you're handling internal office moves, a phased refurbishment, or a library move that has to happen around normal use, here are five practical tips that can make internal office moves easier to manage.

1. Plan internal office moves in phases, not all at once

Trying to move everything in one go usually creates more problems than it solves. A phased approach gives you more control, especially when the building is still in use, or if a refurbishment is happening in stages.

For internal office moves, try breaking the project into manageable sections.

What to include in the move plan

Phased planning makes the project easier to manage because it reduces the number of variables moving at once, but a workable move plan needs more than timings. It should show who's moving, when, where to, and what has to happen before the next phase can start.

It's also worth mapping out the basic operational details early. Consider:

Which teams need to stay live for as long as possible?
Which items are being moved, stored or disposed of?
Which rooms are becoming temporary holding areas?
Who is signing off access, contractor coordination, and staff communication?

If there is a realistic chance the programme will shift after the move has started, build that into the plan as well.

When a move is broken into stages, furniture, files and equipment are less likely to disappear into the wrong room or end up in storage with no clear owner.

2. Use crate hire to keep facilities management relocation organised

Crate hire can be incredibly useful for facilities management during a relocation. Reusable crates are much sturdier than cardboard, as well as being easier to stack, label, and move around the building (thanks to their solid handles).

They also hold up far better when a project runs in phases and the same containers need to be used more than once.

Why crate hire works well for internal moves

One of the main advantages of crate hire is flexibility. Facilities teams typically moving teams and items in stages, which crate hire suits well due to its ability to scale up or down around the job.

It also creates a more consistent system. If every department is packing into the same type of crate with the same approach to labelling and stacking, it becomes a more streamlined, organised move.

3. Set clear rules for packing, labelling and ownership

Packing systems should be straightforward and consistent. A move can become stressful quickly when nobody knows who packed a crate or where it's meant to go.

Packing rules worth setting before the move starts

Every crate should have the same basic information on it. Consider labelling each crate with:

Team name
Destination floor or room
A clear identifier for the person or department responsible
Date packed (for prioritisation)
Additional information such as 'fragile' or 'confidential'

It's also helpful to set simple rules around packing dates, what staff are expected to pack themselves, and what should be handled by facilities management, IT, or contractors.

Why this matters during refurbishments

Temporary locations have a habit of becoming less temporary than expected. If crates stay static for a while, having vague labels can create confusion later down the line when it comes time to move them again.

It also helps just to keep everyone on the same page, as even small moves can become slow if different teams are working with different information.

4. Think about access, handling and bulky items early

Internal office moves often slow down for reasons that have very little to do with packing, and are often ones that can be solved early with the right forethought. The best way to avoid these snags is to walk the route before anything moves, just to check the practicality of the move.

Things to check before move day

Consider lift access, and whether it needs to be booked
Measure door widths and look at awkward turns, as well as thresholds and stair access
Confirm where temporary storage will actually sit, and whether it will still be accessible once contractors are on site
Check if there are any areas that will need floor protection during the move
Assess whether loading points clash with other site activity

When standard crate planning is not enough

Not every part of a move fits neatly into a crate, and you're likely to have some awkwardly shaped or sized items.

If this is the case, it might makes sense to treat those items as their own work stream rather than assuming the standard crate move plan will include them.

Alternatively, you can always use skates and cages to transport crates in bulk.

For more information, have a look at our guides on moving items with skates and crates, and custom crate solutions.

5. Keep staff informed throughout the move, not just before it

A lot of move communication is front-loaded, where staff are given a first briefing, but updates become less frequent once the move actually starts. This can easily create confusion, with people packing the wrong things or showing up in the wrong area. Make sure staff are updated throughout the process to keep the move as streamlined as possible.

What staff usually need to know

In most internal office moves, staff are only looking for practical information so they know what's going to affect them directly. Make sure staff are aware of:

When their team is moving
What they should pack themselves
What should stay where it is
Where they're expected to work during the move
Who they should contact if plans change, or they have any questions

It's not likely that everyone needs every project detail, but they do need clear instructions that match the current phase of the move.

Why choose phs Teacrate for internal office moves and refurbishments

Internal office moves tend to work best when the packing system is simple and easily repeatable, and that's where reusable crate hire or purchase can make life easier for facilities teams.

At phs Teacrate, we support businesses managing internal moves, refurbishments and ongoing workplace churn with crate hire that can scale around your site and your programme.

However big or small the relocation might be, get in touch to build a more workable system for your move with our reusable crates.