Corporate moves need planning
Inventory, packing, customs declaration and set-up at the new site: FlexiLog brings every step into one project plan.
What we move
- Office furniture and meeting rooms
- IT equipment and servers (anti-static packing)
- Archives in numbered, sealed boxes
Office moves without downtime
For a business, a move is more than transport. Every day that workstations, servers or phone systems are down costs revenue and trust. That is why we plan office moves so your operations continue with as little interruption as possible – often at weekends, in the evenings or in several stages, department by department.
FlexiLog handles office and company relocations within Istanbul, between Turkish cities and internationally between Turkey and Europe. Typical clients are companies opening a branch in Germany, firms changing location within Istanbul and international organisations transferring staff between countries.
Our approach in six phases
- Inventory: we survey the old and new premises, record furniture, IT equipment, archives and special items, and check access, lifts and loading areas.
- Project plan: together with your project lead we set the sequence, time windows, team size and communication channels.
- Labelling: every workstation gets a number shown on furniture, boxes and equipment that matches the floor plan of the new office.
- Packing: IT equipment in special packaging, files in lockable archive boxes, furniture with edge protectors and film.
- Transport: with suitably sized vehicles and, for international moves, customs clearance included.
- Set-up: furniture is placed according to plan, workstations prepared and packing material removed.
Moving IT equipment safely
Computers, monitors, printers, network equipment and servers are delicate and often hold valuable data. We recommend making full backups before the move and having your IT department or provider oversee shutdown and restart of the systems. Our team handles the physical side: dismantling as instructed, labelling every cable, anti-static packing, shock-absorbing transport and setting up at the new workstation.
Archives and confidential documents
Personnel files, contracts, accounting records and customer data must stay protected during the move. We pack files in lockable archive boxes labelled by department and contents and transport them in a separate section of the vehicle. On request we seal the boxes and hand them over only to named persons. Documents that no longer need to be kept can be destroyed securely before the move – ask us if you are looking for a partner. If your new office is not ready, or you want to outsource archive space, our sister brand FlexiDepo offers secure storage rooms in Istanbul.
International office moves between Turkey and Europe
If your company is opening a branch in Germany or another European country, we can transport office furniture, equipment and documents. Unlike private household goods, there is generally no blanket duty relief for commercial items. Depending on the type of goods and how long they will stay, different customs procedures may apply – for example for equipment used temporarily. Our customs team works with your accounts department to determine the best option.
Employee relocation
If your company transfers employees between Turkey and Europe, we handle the families’ private moves – from survey to delivery, with a single invoice for your HR department. Your employees get a dedicated contact person who advises them in English, German or Turkish, so families can focus on their fresh start.
What your company should prepare
- Appoint an internal project lead with decision-making authority.
- Create a floor plan of the new office with workstation numbers.
- Inform staff early and let them pack their personal items themselves.
- Order internet, telephone and power for the new office in good time.
- Inform building management about loading areas, lift use and working hours.
- Notify customers and suppliers of the new address and any downtime.
Example: moving an office with 40 workstations
A typical example: a company with 40 workstations moves within Istanbul from an older office building to a new location. Four weeks before, both sites are surveyed, the project plan drawn up and the floor plan with workstation numbers agreed. Two weeks before, we deliver archive boxes and cartons; staff pack their personal belongings and files and label them with their workstation number. On Friday afternoon, IT shuts down the systems and our team dismantles and packs computers and monitors. On Saturday, furniture is dismantled, transported and reassembled in the new office according to plan. On Sunday, our team sets up IT at the right workstations and the IT department brings the systems back online. On Monday morning, everyone carries on working at the new location. For larger companies or international moves, the process is spread over several weekends so part of the business always remains fully operational.
Furniture: take it, store it or dispose of it?
A move is a good opportunity to review your office equipment. Not every piece fits the new layout. We help you decide which furniture comes along, which is stored at FlexiDepo – for a later expansion, for example – and which can be disposed of or donated. Assembly and dismantling of newly purchased furniture can also be part of our job.
Safes, lab equipment and special items
Some businesses own items that require special care: heavy safes, printing and copying systems, medical or technical equipment, artwork in reception. For these we plan special equipment such as pallet trucks, dollies, external lifts or cranes and, if necessary, coordinate with the manufacturer or service provider. We record all special items during the survey so the right equipment is on site on moving day.
Opening a branch in Germany
More and more Turkish companies are opening a presence in Germany – for sales, customer service or as a logistics base. Alongside company formation, tax and staffing, the question arises which equipment to bring from Turkey and which to buy locally. Sample collections, trade fair equipment, marketing materials and special devices are often shipped from Turkey, while office furniture is often bought in Germany. We help you plan: which goods are imported permanently and which only temporarily, for a trade fair for example? Which documents does customs require for commercial shipments? How can deliveries be bundled to save costs? Our branch in Germany receives the shipments, delivers them to your new site and sets up the equipment on request.
Trade fairs and events
For companies exhibiting regularly at trade fairs in Germany or elsewhere in Europe, we transport stand construction, exhibits and materials. For goods returning to Turkey after the fair, special customs procedures for temporary use may apply. These require careful preparation and deadlines that must be met, so talk to us early – we choose the right route with you and make sure everything is at the exhibition centre in time for set-up.
Communication during the project
Clear communication is crucial on an office move. You get a dedicated project manager who is your direct contact and coordinates the teams on site. Before each stage we go through the plan; afterwards we walk through the premises together and resolve any open points. On request we prepare a short briefing for your staff explaining how to prepare and label their workstations.
Insurance and liability for company moves
The value of office equipment is often high – computers, servers, special devices and furniture add up quickly. Our transports are covered by transport and comprehensive insurance; the sum insured is agreed with you. For particularly valuable equipment we recommend an itemised list with serial numbers. Also check whether your own business insurance covers moves and align the policies to avoid gaps.
Sustainable office moves
An office move quickly produces large amounts of packing waste and discarded furniture. We use reusable archive boxes and cartons, take the materials back after the move and combine trips to avoid unnecessary kilometres. Working furniture you no longer need can be donated to charities or stored at FlexiDepo for later use. Old electronic equipment and data storage devices should go to certified recycling companies; we are happy to tell you what to look out for. After completion we can provide a short summary of materials used, items disposed of and furniture stored – useful for your accounts, facility management and future projects. Many of our business clients come back to us whenever departments grow, offices merge or new sites open in Turkey or Europe.
Cost of an office move
The price depends on the number of workstations, the volume of furniture and archives, the amount of IT equipment, distance, access and the desired time window. Weekend and night work is possible and shown transparently in the quote. After the survey you receive a written quote listing every item.
Why companies choose FlexiLog
- Experience with national and international projects – from a small office to a company site.
- In-house customs team for moves between Turkey and Europe.
- Branch in Germany for companies opening a location there.
- Flexible time windows at weekends and in the evenings.
- Insured transport with special packing for IT and furniture.
- Storage space through our sister brand FlexiDepo.
Request a free survey – we will draw up a project plan and a written quote for you.
Employee relocation
We can also manage the private moves of your assigned employees under a corporate agreement.
