Sustainable Office Moves: Office Decommissioning Tips

As companies move to hybrid work models, many seek to change their footprint and need to decommission their existing offices. Decommissioning presents opportunities for a successful closure and a new beginning. Here are some tips for sustainable and smooth office decommissioning, whether you’re repurposing and revitalizing underutilized space that aligns with your evolving workplace needs, relocating, or closing your business.

Decommissioning as a Positive Transition

Office decommissioning can occur due to growth and progress or out of necessity due to a company going out of business. Regardless, it is important to make a smooth transition that honors this change and respects the environment and future occupants. This guide will support you through the entire process, transforming a stressful task into a manageable one.

Step-by-Step Guide to Sustainable Office Decommissioning

This guide breaks down the decommissioning process into manageable steps.

1. Planning and Coordination

Planning is the key to smooth transitions. Meet with your property manager to determine what’s required to end your lease and agree on a time frame. Depending on the complexity of your operation, the office relocation could take as long as six months. Create a timeline with designated tasks and clear communication channels. If you need to shorten your timeline, consider hiring a commercial mover or logistics company to help you.

2. Inventory Assessment

Take inventory and decide what equipment, supplies, and furnishings will go with you. Note any repairs necessary to return equipment to a usable state.

Minimizing the volume of items to move will reduce the carbon footprint. Once you’ve sorted, decide what to do with the equipment you don’t need; for example, will you donate, sell, recycle, discard, or leave it behind? Finding ways to reuse your furnishings is also more environmentally sustainable than simply disposing of them. Consider asset inventory management services for safe storage of things you need but may not be ready to deploy.

3. Data Security and IT Decommissioning

Keeping data secure during your transition is critical. The IT data decommissioning process requires a detailed inventory and valuation of IT assets, secure data backup and cleanup, compliance with laws and regulations, and creating a plan for retiring assets. A data center relocation specialist can help ensure safe IT equipment handling and IT asset decommissioning. dancker offers a next-level solution for this common challenge by partnering with companies that offer credit or sustainably recycle outdated equipment. 

Paper files also require discreet handling. Review files before your office relocation to decide what to take with you and what to shred. Consider digitizing what you can to save space later. Record Retention Regulations for organizations are sometimes already established. Personnel should reference their organization’s policies for record retention and securely shred what they don’t need. Sometimes, files require secure transport (medical records). dancker can provide reusable totes/crates with zip ties to prevent tampering.

4. Furniture and Equipment Removal

Consider eco-friendly disposal and re-purposing methods for office furniture decommissioning. For example, consider donating used office furniture to schools, libraries, nonprofits, or startups. 

Tip: You can photograph, create a listing of all items, and send to dancker and we’ll help you liquidate your assets sustainably through our partners. 

Twenty-five states and the District of Columbia have specific regulations regarding electronics recycling. Even if your company is in a state without rules, adhering to the best recycling practices can improve your reputation. Through dancker’s partnerships, we are able to provide our clients with sustainable metric reporting for landfill diversion from office furniture and furnishings, building materials, IT and AV Equipment, and medical equipment and supplies. Partnering with the right companies to ensure compliance with regulations and best practices is essential.

5. Facility Cleanup and Repair

Ensure your office space is spotless to meet the conditions of your lease and prepare it for its next occupant. Decommissioning usually involves a deep cleaning.

You’ll also want to make any necessary repairs. Create a checklist to ensure you return the space to its original condition unless you’ve reached a different arrangement with the building owner. For example, patch and paint holes left in the drywall from shelving or artwork and sweep the area well. Check to make sure utilities are shut off properly. These things could easily be required in your lease, so be sure to review your lease to ensure you meet the terms and conditions of vacating your space.

6. Lease and Legal Requirements

Avoiding legal complications or financial penalties is essential for future business success. Read your lease agreement carefully to ensure you fulfill all the requirements.

Many property owners also have requirements and preferences about the condition of a decommissioned office that may not necessarily be written in the lease. While the law may not require you to meet these requirements, your reputation may suffer if you fail to do so. Schedule a meeting with your building owner early in the process to understand expectations.

7. Environmental Considerations

A recent McKinsey and Nielsen IQ study shows that consumers will pay more for sustainably produced items. Meeting environmental goals is also critical to a positive brand image. Throughout your office decommissioning, implement sustainable practices. Use environmentally friendly cleaning solutions, dispose of waste properly, and reuse and recycle.

8. Final Inspections and Handover

Walk through the space with the property manager to ensure you agree that you’ve met the lease requirements. This critical step helps prevent future disputes and provides peace of mind.

9. Reflecting on the Process

If you follow these steps, your office decommission will likely go smoothly. However, all processes can be improved. Reflect with your team about the process and identify future improvement areas.

Sustainable Decommissioning: d’ploy by dancker

dancker d’ploy Logistics specializes in sustainable decommissioning, helping clients dispose of and remove obsolete assets. dancker stands out in this space because of our ability to: 

• Partner with brokers to resell assets to offset office relocation costs. 
• Utilize reusable move bins (aka totes) to cut down on waste
• Store items that will not be immediately used in the new space.
• Reporting and documentation of where your assets go for a complete 360 view
• Facilitate asset donations to charitable organizations or third-world countries. 
• Minimize environmental impact by properly recycling old assets.
• Provide sustainable reporting metrics for landfill diversion.  

If you’re decommissioning an office, dancker has the expertise and logistics to make your transition successful. 

Frequently Asked Questions (FAQ’s)

1. What are the benefits of sustainable office decommissioning?

Sustainable decommissioning goes beyond simply removing furniture. Here are some key benefits:

• Cost Savings: Repurposing or reselling furniture can offset moving expenses. dancker can help you partner with brokers to achieve this.
• Environmental Benefits: Proper recycling and responsible disposal minimize your environmental footprint. dancker prioritizes eco-friendly practices.
• Brand Reputation: Sustainability is a growing concern for consumers. A sustainable decommissioning process reflects positively on your brand.

2. We have a lot of old electronics. How can we ensure they are disposed of safely and responsibly?

Improper electronic waste disposal can harm the environment. Here’s what dancker can do to help:

• We partner with certified electronics recycling companies that adhere to regulations and best practices.
• We can help you develop a plan for responsible data wiping to ensure sensitive information is erased before disposal.

3. What if we’re not sure what to do with all our unwanted furniture?

dancker offers several solutions:

• Reselling: We can connect you with brokers to find new homes for your furniture, reducing waste and generating potential revenue.
• Donation: We can facilitate donations to charities or startups, giving your furniture a second life.
• Storage: dancker provides secure storage for items you may not need immediately but plan to use in the future.