At Prime Conveyance, your new beginning is our priority. With over 20 years of experience, we offer complete moving services in Thessaloniki, combining safety, consistency and the most competitive prices in the market.
Η office move can be done without «lost» working days, as long as it is organised as a project: a schedule, clear roles, a technical plan for IT and the right order of loading/delivery. Below is a practical guide to minimize downtime and get your team back to productivity as quickly as possible.
Quick summary:
- Appoint a project manager and approve a time slot (ideally off-peak).
- Make inventory + labels per location/section to reduce errors.
- Prepare IT: backups, disconnect/unpack, reconnect plan.
- Turn off internet/telephone early and keep an alternative connection.
What causes downtime in office moving
Most delays are not due to the transport, but to the lack of «order» before and after. Common causes:
- Unclear responsibilities (no one «runs» the plan and deadlines).
- Inadequate labelling (boxes without destination/section/priority).
- IT without a recovery plan (cables/routers/servers without mapping).
- Internet/telephony activated after the move.
- Unrealistic time window (peak hour loadings, lack of access/elevator).
Preparation schedule (checklist)
4-6 weeks ago
- Assign a project manager and create a simple work plan by department.
- Inventory equipment and records and decide what is being transferred/retired.
- Book a moving date and ask for an estimate/organization from a moving company.
- Check access to the new building (ramps, lifts, loading schedules).
2-3 weeks ago
- Plan the new layout (floor plans, workstations, rooms, storage rooms).
- Assign codes per room (e.g. A-01, B-02) and use them on boxes/equipment.
- Start packing the non-essentials: files, storage, decorations.
- Schedule transfer/activation of internet and telephony.
Last week
- Perform a final backup on critical systems and confirm that the restore works.
- Prepare a «first-action box» for each section (multifunctional batteries, chargers, basic consumables).
- Lock time window with building/management (elevators, parking spaces, keys).
On the day of the move
- Keep a coordinating person in old and new space for immediate decisions.
- Load in order of priority (IT/infrastructure first, then jobs).
- Confirm deliveries by site based on the labeling (delivery-receipt list).
First working day in the new office
- Check internet/telephony, access to email/tools and basic printing.
- Do a «quick check» by department: what is missing, what is needed immediately, what can wait.
IT and data: security before, during and after
In an office move, time is mostly lost in reconnecting. You save time if you work with standardised signage and control:
- Backups + restore test before disconnecting critical equipment.
- Photograph wiring and label wires/feeders by location.
- Use appropriate packaging (foam protection, reinforced boxes, anti-static where necessary).
- Keep a drop-off and pick-up list for laptops, disks, documents and keys.
For organisational guidance on security measures (e.g. backups/encryption), you can also see material from DPA.
Internet, telephony and collaboration tools
To avoid «dead» business, close critical infrastructure early and provide plan B:
- Request transfer/activation of connection to the new site with a specific date.
- Set up alternative access (mobile hotspot/4G/4G/5G router) for the first few hours.
- Arrange for call forwarding/IVR and inform key customers of possible small delay window.
If you need to transfer a number, see the EETT guide for basic concepts and time frames.
Administrative actions in Greece (seat, register, contracts)
An office move is often accompanied by changes in headquarters/contact details. Talk to your accountant and organise well in advance:
- Update of register/headquarters data via myAADE, where applicable.
- Update suppliers, bank, contracts (internet/telephony/insurance) and invoice signatures.
Useful report: AADE - Guide to Registry procedures.
Choice of carrier and organisation of transport
To reduce downtime, ask the carrier for a clear plan: loading/delivery order, packing materials, access, and clear communication.
At Prime Transport we can support the project with services such as:
For quotation and scheduling, see the page Contact.
Frequently asked questions
How early should I start planning for an office move?;
For small offices, 2-3 weeks are often sufficient. If there are multiple departments, increased file volumes or IT infrastructure (servers, racks), aim for 4-6 weeks to make an inventory, technical plan and clear timeframe of tasks.
How do I reduce downtime in office relocation?;
With proper scheduling, clear roles, staged transfer by department, IT preparation (backups, cabling, labels) and moving to low traffic times (evening/weekend) where possible.
What should I do to avoid being without internet and phone service in the new office?;
Make a timely transfer/activation request, confirm dates with the provider and reserve an alternative (e.g. mobile hotspot) for the first day. For number transfers, check portability rules and timeframes.
How do I protect data and computers when moving office?;
Keep up-to-date backups and try restoring. Lock/encrypt disks where necessary, label by workstation and implement a hand-off list for critical equipment and documents.
Can Prime Movers organise an office move with packing and lifting services?;
Yes. We undertake organisation, packaging/protection, disassembly-assembly and, where required, use of lifting equipment to ensure that the transport is carried out safely and with as little downtime as possible.
