Reducing relocation time by 4 days for logistics

The challenge

The company had 114 binders of documentation and a lot of sensitive IT equipment that had to work from the first minute in the new place. Transport crews gave timeframes of 5-6 days just for transporting and setting up furniture. For logistics, this was a disaster – every day without access to systems meant real contractual penalties. The owner feared chaos in connecting the network and confusion with workstation numbering, which is common in large relocations in Wrocław.

Our approach

Wrocław Advisory Hub took the helm on Friday afternoon. We started with an inventory of every cable and monitor. Our five people on site implemented a simple system of colored stickers so that no one had to ask where a given box was going. We count every meter, so we drew up the furniture layout so that the carrying crew knew exactly where to put each of the 47 desks. We know Wrocław inside out, so we planned the route for 3 trucks to avoid Saturday traffic jams near shopping malls.

The solution

Instead of engaging in unnecessary consultations, we introduced a shift mode. While one group packed documents, another was already mounting infrastructure in the new office. We used special trolleys for moving armored safes, which shortened the loading time by 3.5 hours. We configured the local network and checked every electrical outlet under the desks as early as Sunday evening. It was straight to the point: on Monday at 7:30 AM, coffee was in the machine and systems were working.

Results

We managed to avoid 4 days of previously planned downtime, thanks to which the company maintained operational continuity and did not pay a single zloty in contractual penalties.

Timeline

1. Friday 4:00 PM
   Tagging of IT equipment and securing of archival documentation.
2. Saturday 8:30 AM
   Start of the first transport round and desk assembly in Bielany.
3. Sunday 7:30 PM
   Final network connectivity and electricity tests at all stations.