Turnkey relocation and office moving
What the law requires, what we anticipate
A poorly managed office relocation costs you a month’s rent in landlord penalties and several days of IT downtime, far more than the price of structured coordination. Since 2006, Kytom has handled your entire move in 12 weeks, from packing to IT recommissioning, with a single point of contact who orchestrates 3 to 5 service providers from our 11 offices across France and Spain. The package is locked in at the time of order, the quote-to-invoice variance stays under 3%, and 95% of your staff are back at their workstations from day one. All of this while complying with article L2312-8 on works council consultation and the standards in force. For your CFO and your Asset Manager, the challenge is neither logistical nor operational: it is financial and asset-related. Here is how we turn a relocation into a value driver.
The framework
An office relocation concerns 100% of your staff and triggers three structuring obligations. Article L2312-8 of the Labour Code requires you to consult the works council at least one month before the operation. The tertiary decree mandates a 40% reduction in energy consumption by 2030, making a move the ideal moment to rethink density and equipment. The benchmark ratio applied on the market is 7 to 12 m² per workstation in open space, 12 to 18 m² in enclosed offices. These figures determine the sizing of your future site.
In practical terms, at Kytom we handle the works council consultation at D-75 rather than D-30. On our recent relocations, this simple shift noticeably improves the post-move staff buy-in rate. The legal one-month period is a legal floor, not an operational target.
Four risks account for the bulk of incidents on rushed operations: several days of IT downtime due to a lack of prior audit, untracked equipment due to missing labelling, landlord penalties that can reach a month’s rent for non-compliant handover, and a measurable decline in HR engagement observed in 2023 sector surveys. We neutralise these four risks by design.
Your gains
Three quantified levers for your management committee
A relocation is not a logistical burden: it is a window for cash-flow and asset-value optimisation. Three levers are decided at executive committee level.
Lever 1: OPEX security through a locked-in package. In conventional in-house coordination, variances between the quote and the final invoice remain frequent and significant. Our package closes this variance under 3%. On a relocation budget of EUR 350,000 for 3,000 m², it makes budgetary uncertainty traceable line by line at accounting close.
Lever 2: landlord penalties neutralised. A non-compliant handover commonly triggers penalties equivalent to a month’s rent under standard commercial lease clauses. For 3,000 m² at EUR 350/m²/year excl. tax and charges in the Paris region, your exposure reaches EUR 87,500 per month of delay. Our snag clearance at D+5 and the managed joint inventory of fixtures bring this exposure to zero.
Lever 3: asset value enhancement. The relocation lets us integrate the benchmark environmental and quality-of-use standards, with an observed asset-value uplift of 5 to 10% depending on the configuration. For an Asset Manager managing a EUR 12M building, this lever represents a strongly positive return on the additional cost of certifying coordination.
Proof
Recommissioning from day one, controlled budget variance
Over the past three years, our relocations have consistently delivered operational recommissioning from day one and a quote-to-invoice variance kept under 3%, thanks to a rigorous reverse schedule and early snag clearance. This performance is built on our experience since 2006 and more than 1200 projects delivered across our 11 offices in France and Spain.
| Indicator | Observed sector benchmark | Kytom performance |
|---|---|---|
| Operational recommissioning at D+1 | around 78% | > 95% |
| Quote / final invoice variance | 8 to 12% | < 3% |
| Post-relocation staff satisfaction | 6.5 / 10 | 8.4 / 10 |
| Savings vs in-house coordination | benchmark | 20 to 30% |
The integration of environmental standards also generates significant asset-value enhancement, a concrete lever for any Asset Manager managing a building worth several million euros.
Honesty
When our standard method is not the right one
Three cases where we steer you elsewhere, because a 12-week package is not always the right fit.
Below 200 m² and 25 workstations, the D-90 reverse schedule becomes oversized. Our coordination cost then exceeds the logistical gain. A single mover, overseen by an internal client project manager, is enough. We tell you frankly rather than selling you a structure you will not recoup.
Above 12,000 m² or for simultaneous multi-site relocations across 3 regions, the standard method no longer holds. You need to shift to programme mode: dedicated project management assistance, 24 to 36 weeks, several project managers running in parallel. We know how to set up this configuration, but it cannot be sold as a conventional locked-in package.
If your IT mapping is not delivered by D-75, it is better to postpone the operation by 4 weeks than to keep the schedule. A relocation launched without validated mapping seriously jeopardises next-day business recommissioning. The cost of a planned postponement is always lower than the cost of a degraded recommissioning.
Method
- Scope audit at D-90
We start with an exhaustive inventory of the furniture, a complete mapping of your IT infrastructure and a survey of landlord constraints on both sites (departure and arrival). This diagnosis delivers the exact scope to be transferred, the risk areas and the technical prerequisites. Without this validated audit, the locked-in package cannot be committed. - Relocation plan and contracting at D-75 / D-60
We formalise the named allocation of workstations, the colour coding per zone and the truck rotation schedule, then we consult 3 to 5 service providers under our specifications. Contracting at D-60 locks your budget and triggers the all-risks site insurance clauses. At that precise moment you know how much you will pay, to within 3%. - Packing and physical relocation
At D-15, we carry out the labelling, the protection of screens and servers and the GDPR-compliant archiving of sensitive documents. The physical relocation takes place over 1 to 3 weekends depending on your volume, with a Kytom project manager present 24/7, full recabling and functional tests before Monday-morning recommissioning. - Snag clearance at D+5
We remain on site throughout the first week to resolve micro-anomalies in real time, distribute the welcome booklet and finalise the permanent signage. The joint inventory of fixtures with the departure-site landlord is managed in parallel, which neutralises handover penalties.
Frequently asked questions
How much time should I allow for a 3,000 m² relocation?
Allow three months on a standard Kytom reverse schedule, from the audit at D-90 to snag clearance at D+5. This 12-week schedule covers the scope audit, the relocation plan, the contracting of service providers, packing, the physical operation and post-move support. Below 200 m² and 25 workstations, this reverse schedule is oversized and we will steer you towards lighter coordination. Above 12,000 m² or for simultaneous multi-site relocations across 3 regions, you need to shift to programme mode with dedicated project management assistance over 24 to 36 weeks.
How does Kytom close the quote-to-invoice variance under 3%?
Through a locked-in package contracted at D-60, after consulting 3 to 5 service providers under our specifications. On a budget of EUR 350,000, your locked-in package brings budgetary uncertainty down to less than EUR 10,500, compared with frequent overruns in unsupervised in-house coordination. The commitment is contractual and traceable line by line at accounting close. Any variation above the 3% threshold is borne by Kytom, transferring the budgetary risk from your finance department to our management structure.
