Scope
Phased office relocation across 4 floors including furniture, IT equipment, and file systems
The challenge
A Central Texas state agency needed to relocate approximately 280 employees across four floors of a downtown office building to a newly renovated facility three miles away. The agency could not shut down operations during the move — constituent services, phone lines, and case management systems needed to remain functional throughout. Previous moves managed by the agency internally had resulted in lost files, damaged equipment, and multi-day productivity gaps.
Our approach
Keystone designed a phased relocation plan that moved one floor at a time over three consecutive weekends, with each phase completing between Friday evening and Sunday night. The plan included: a detailed inventory and labeling system for every workstation, file cabinet, and piece of equipment; coordination with the agency's IT team for equipment disconnect and reconnect sequencing; protective handling protocols for sensitive documents and file systems; and a Monday morning walk-through with the floor's department head to confirm readiness before staff arrived.
Execution
Each weekend phase followed the same sequence: Friday at 6 PM, crews began disassembly and packing on the departing floor. Saturday was dedicated to transport, with box trucks running continuous loops between the two buildings. Sunday was setup, placement, and unpacking at the new facility. By 6 AM Monday, the floor was operational — desks positioned, files in place, conference rooms set, and common areas ready. The fourth floor, which housed the agency's executive offices and required white-glove handling of high-value furniture, was completed in the final weekend with additional site protection measures.
The result
All four floors were relocated on schedule with zero days of operational downtime. No files were lost or misfiled. Equipment damage was limited to two monitor stands, which were replaced the same week. The agency's deputy director reported that "Monday morning, it was as if we had always been here." The agency has since referred Keystone to two other state departments planning similar relocations.