Case study: Strategic workplace support for a leading financial services group

The project involved moving 2,500 colleagues across 138 teams from two existing buildings into one new location in Cardiff, over a carefully planned 10-week period.

Every phase was completed either ahead of schedule or precisely on time, ensuring the client’s business operations continued without interruption across all locations. A comprehensive approach to recycling and repurposing also reduced landfill waste and meant over 3,000 items were donated to charity partners. Terry Fox, group operations director, oversaw the move in close collaboration with client teams throughout the entire process.

Strategic planning and coordination

BMG embedded three move managers directly into the client's project team for three months to fully integrate the move management team.

Each move manager took responsibility for a specific location, one for each of the two previous buildings and one for the new destination, all supported by BMG's moves service delivery team.

The team conducted comprehensive audits of all furniture and resources suitable for donation, and planned for pre- and post-move support that enabled the business to fully focus on its core functions. BMG also provided recyclable donation boxes for surplus items and stationery destined for charitable causes.

Navigating complex requirements

The project's complexity stemmed from relocating a large workforce from offices with significant storage provision to a new space with minimal storage capacity. This transition required strict structural planning to ensure success.

Teams completed 1-2 phases per week, and full office clearance was finished in week 5, ahead of the projected schedule. Two dedicated move managers coordinated three active teams during the initial 3-4 weeks, with teams operating floor by floor for maximum efficiency. Carry Home cases, Busi Bags and Samson carts were provided along with packing and unpacking support.

Prior to each move, teams conducted stock inventory and IT audits, while furniture audits were carried out in collaboration with Terry Fox. All bags, boxes, and Samson carts were systematically labelled to ensure organised relocation.

The process included decommissioning IT equipment, gathering docking stations and monitors, and disassembling furniture for delivery to charity partners during the clearance phase.

This methodical approach required close coordination with client leadership to determine which areas could be cleared or moved at each phase.

Supporting workplace transformation

Business continuity with zero downtime was essential, which we achieved through a series of smaller moves primarily conducted during weekday evenings. Equipment for 138 teams was migrated over 6 weeks through time-specific evening and overnight moves, ensuring zero downtime for all business functions.

Our role primarily involved coaching client teams through preparation and supporting them into their new spaces. All groups received comprehensive pre- and post-move guidance and support, and individual user display screen equipment setups were also scheduled and delivered according to team requirements.

The project was executed as a crate-free move, with colleagues using recyclable carry boxes supplied by BMG for personal effects. Other team effects and documentation were relocated using Samson carts, with each shelf mapped to a specific cabinet shelf.

This system guaranteed client teams knew their relocated items could be accommodated in the available space, preventing the common problem of arriving at the destination with more items than can be stored.

A sustainable approach

For every stage of this move, we focused on repurposing as much equipment as possible to support charitable organisations and prevent items from going to landfill.

We implemented a focused repurposing waste hierarchy plan supported by specialist redistribution bins. The comprehensive approach included the donation and recycling of surplus items, including stationery, clothing, and furniture.

After the audit stage, our client contributed unwanted furniture to our charity partners to help reduce the carbon cost associated with each piece of furniture from their material production, transportation, and manufacturing.

3,274 items of furniture and equipment were donated to over ten organisations and charitable partners, 1,238 pieces were allocated for repurposing and refurbishment, and over 150 tonnes of materials, including wood, metal, chairs and IT, were recycled. This led to a total of 98 per cent landfill aversion, meeting BMG's and our client’s shared sustainability goals.

Swift results  

Throughout the 10-week project, BMG consistently delivered phases either ahead of the projected timeline or exactly on schedule.

The office clearance was completed in week 5, ahead of the original schedule, while maintaining the quality and precision required for such a complex operation.

More importantly, those who matter most – the employees – were supported throughout their transition between workspaces, so that none of their personal belongings or work was left behind. 

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