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How does moving coordination work and when do you need a moving coordinator?

Christiaan van der Ent ·

Move management is the professional coordination of a business relocation by a move manager: a specialist who plans, directs, and monitors the entire moving process so you can continue to focus on your core activities. For companies with complex relocation needs, multiple departments, or tight deadlines, move management is not a luxury but a practical necessity. In this article, we answer the most frequently asked questions about move management, from the role of a move manager to choosing the right partner for your business relocation.

What exactly does a move manager do?

A move manager is the central point of contact and project manager of a business relocation. He or she coordinates all parties involved, monitors the planning, communicates with employees and suppliers, and ensures that the moving process runs smoothly from A to Z. The move manager takes full operational control out of the hands of the client.

In practice, this means that the move manager gets to work well before the moving date. Think of drawing up a detailed moving plan, inventorying all furniture and equipment, coordinating with IT suppliers on cable management and cabling, and informing employees about what they need to arrange themselves. During the move itself, the manager is on-site to act immediately if something unexpected happens.

A good move manager also thinks about sustainability. At Van der Ent Group, we routinely use a furniture passport, with which we map the lifecycle of office furniture and actively encourage reuse through our Circular Connect network. This ensures that the move is not only carried out efficiently, but also as circularly as possible.

When is move management truly necessary?

Move management is truly necessary as soon as a relocation exceeds the capacity or expertise of the internal organization. This applies to larger office relocations, moves involving multiple locations or departments, tight operational deadlines, or when the continuity of business processes must not be jeopardized. The more complex the situation, the greater the added value of professional move management.

Concrete situations where move management is indispensable:

  • Office relocations where employees need to be able to continue working with minimal disruption
  • Phased relocations, where departments are moved at different times
  • Companies in the petrochemical industry or the Port of Rotterdam, where safety and planning must meet strict requirements
  • Organizations that must comply with CSRD reporting obligations and want to demonstrate sustainability targets
  • Healthcare institutions and schools where continuity and safety during the move are paramount

Move management can also be the right choice for smaller organizations. As a facilities manager or office manager, you have your regular duties alongside the relocation. A move manager takes over project responsibility, so you are not left balancing between two tasks.

What is the difference between move management and a standard moving service?

The difference between move management and a standard moving service lies in the degree of coordination and responsibility. A standard moving service carries out what the client specifies: hauling boxes, moving furniture, arranging transport. Move management goes a step further: the move manager takes on full project responsibility, including planning, communication, risk management, and aftercare.

With a standard moving service, the client remains responsible for coordination. That means coordinating with IT yourself, communicating with employees yourself, and monitoring that the planning is met yourself. With move management, the move manager handles all of this. He or she is the central point of contact for all parties involved and resolves bottlenecks before they become problems.

A practical example: in an office relocation where the server room is also being moved, the move manager coordinates the alignment between the moving team, the IT department, and any external suppliers. With a standard moving service, that is the responsibility of the client themselves. The difference is therefore not only what is done, but who is in charge and who bears ultimate responsibility.

How does an office relocation with move management proceed step by step?

An office relocation with move management proceeds in four recognizable phases: preparation, planning, execution, and aftercare. The move manager directs each phase and ensures a seamless transition between the steps. The result is a structured process in which nothing is left to chance.

Phase 1: Inventory and preparation

The move manager starts with a thorough inventory of the current situation. Which furniture and equipment will be taken along? What will be disposed of or reused? At Van der Ent Group, we draw up a comprehensive moving checklist during this phase and use the furniture passport to identify which items can be given a second life. The new location is also assessed for practical matters such as elevator capacity, parking facilities, and accessibility.

Phase 2: Planning and communication

Based on the inventory, the move manager draws up a detailed moving plan with timelines, responsibilities, and agreements with all parties involved. Employees are informed in a timely manner about what they need to do themselves and when. IT suppliers, facility services, and any handyman services are scheduled and managed.

Phase 3: Execution

On moving day, the move manager is present to supervise the operation. He or she monitors progress, resolves unexpected situations, and ensures that all parties are in the right place at the right time. For phased relocations, this process is repeated per phase, always with the same structured approach.

Phase 4: Aftercare

After the move, the move manager checks whether everything has gone as desired and whether there are any outstanding items. Think of missing parts, damage reports, or adjustments to the new workplace. Only when everything has been completed and the client is satisfied does the move manager formally close the project.

What are the costs of move management for a company?

The costs of move management for a company depend on the size and complexity of the relocation, the number of locations involved, the duration of the project, and the specific services taken. There is no fixed price: a move manager typically works on the basis of a project quotation tailored to the specific situation.

What is clear: move management is an investment that pays for itself. Companies that relocate without professional management run the risk of productivity loss due to poor planning, damage to equipment or furniture due to inexperienced execution, and delays that affect business operations. The costs of those disruptions often exceed the costs of professional move management in many cases.

When assessing costs, it is also relevant to look at what is included. Does the quotation also include sustainability reporting for CSRD purposes? Is emission-free transport included? Are surplus furniture items processed circularly? These kinds of services have direct value for companies that must comply with sustainability requirements, and make a comparison based on price alone misleading.

How do you choose the right move manager for your business relocation?

The right move manager for a business relocation has demonstrable experience with comparable projects, the right certifications, a transparent working method, and a clear point of contact throughout the entire process. Choose a party that knows your industry and thinks beyond simply moving boxes.

Pay attention to the following criteria when making your selection:

  • Certifications: Check whether the mover is recognized as a project mover (EPV), is VCA-certified, and holds ISO 9001 and ISO 14001. These are objective quality guarantees.
  • Experience in your sector: A move manager with experience in the petrochemical industry or the Port of Rotterdam understands the specific safety and planning requirements of that environment.
  • Sustainability approach: Ask explicitly about the use of electric transport, circular processing of furniture, and support with CSRD reporting if that is relevant to your organization.
  • References and track record: A reliable move manager can refer to previous projects and satisfied clients.
  • Fully unburdening approach: Choose a partner who not only carries out the relocation, but also takes full responsibility for the preparation, communication, and aftercare.

Van der Ent Group operates as an recognized commercial moving company with more than 100 years of experience and is a member of the Top Movers network. We are Royal Warrant Holders and have a proven track record with organizations such as UWV and Shell. Our move managers combine operational expertise with a fully unburdening approach, so you can continue to focus on what really matters: your business.

Veelgestelde vragen

Hoe vroeg voor de verhuisdatum moet ik een verhuisregisseur inschakelen?

Voor een gemiddelde kantoorverhuizing is het verstandig om minimaal 8 tot 12 weken van tevoren een verhuisregisseur in te schakelen. Bij grotere of complexere verhuizingen — zoals meerfasige trajecten of verhuizingen met strenge veiligheids- en planningseisen — kan dit oplopen tot 3 tot 6 maanden. Hoe eerder de verhuisregisseur betrokken is, hoe meer tijd er is voor een grondige inventarisatie, een strak verhuisplan en tijdige communicatie naar medewerkers en leveranciers.

Wat als onze verhuizing meerdere dagen of fasen in beslag neemt — kan een verhuisregisseur dat aan?

Ja, meerfasige verhuizingen zijn juist een van de situaties waar verhuisregie de grootste meerwaarde biedt. De verhuisregisseur stelt per fase een gedetailleerd deelplan op, zodat afdelingen op verschillende momenten worden verplaatst zonder dat de bedrijfscontinuïteit in gevaar komt. Elke fase wordt met dezelfde gestructureerde aanpak uitgevoerd, met een vaste regisseur als aanspreekpunt gedurende het hele traject.

Wat gebeurt er als er tijdens de verhuizing iets misgaat of er onverwachte problemen optreden?

Een van de kernwaarden van verhuisregie is juist het proactief signaleren en oplossen van knelpunten. De verhuisregisseur is op de verhuisdag fysiek aanwezig en heeft de bevoegdheid om direct te schakelen met alle betrokken partijen — van het verhuisteam tot IT-leveranciers. Problemen die bij een standaard verhuisservice voor rekening van de opdrachtgever komen, worden bij verhuisregie direct opgepakt door de regisseur, zodat vertragingen en schade tot een minimum worden beperkt.

Kunnen medewerkers gewoon blijven doorwerken tijdens de verhuizing?

Dat hangt af van de opzet van de verhuizing, maar een goede verhuisregisseur plant het proces zo in dat de werkonderbreking minimaal is. Bij meerfasige verhuizingen kunnen afdelingen in blokken worden verplaatst, zodat de rest van de organisatie operationeel blijft. De verhuisregisseur communiceert vooraf duidelijk met medewerkers over wat zij zelf moeten voorbereiden en wanneer, zodat iedereen weet waar hij of zij aan toe is.

Hoe werkt de duurzaamheidsrapportage in het kader van CSRD bij een bedrijfsverhuizing?

Een professionele verhuisregisseur kan tijdens het verhuisproces de benodigde data verzamelen voor CSRD-rapportage, zoals CO₂-uitstoot van transport, het aantal hergebruikte of circulair verwerkte meubels en de totale afvalstromen. Bij Van der Ent Group wordt dit ondersteund door het meubelpaspoort en het Circular Connect-netwerk, waarmee overtollig meubilair een aantoonbaar tweede leven krijgt. Dit levert niet alleen een bijdrage aan duurzaamheidsdoelstellingen, maar ook concrete, rapporteerbare data voor je CSRD-verplichtingen.

Wat is het verschil tussen een EPV-gecertificeerde verhuizer en een reguliere verhuizer?

EPV staat voor Erkend Projectverhuizer, een keurmerk dat aantoont dat een verhuisbedrijf voldoet aan strikte kwaliteitseisen op het gebied van projectmatig werken, planning en klantgerichtheid. Een EPV-gecertificeerde verhuizer heeft aantoonbare ervaring met complexe bedrijfsverhuizingen en werkt volgens vastgelegde kwaliteitsprocessen. Voor bedrijven is dit een objectief criterium om betrouwbare partijen te onderscheiden van reguliere verhuizers die voornamelijk op prijs concurreren.

Kan ik als kleine organisatie ook gebruik maken van verhuisregie, of is dat alleen weggelegd voor grote bedrijven?

Verhuisregie is zeker niet exclusief voor grote organisaties. Ook als facilitair manager of office manager van een kleinere organisatie profiteer je van professionele regie, simpelweg omdat je naast de verhuizing ook je reguliere taken moet blijven uitvoeren. Een verhuisregisseur neemt de volledige projectverantwoordelijkheid over, zodat jij niet wordt opgeslokt door de logistiek van de verhuizing. De schaal van de dienstverlening wordt altijd afgestemd op de omvang en behoeften van jouw organisatie.

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