Case Study - One
Celgene & Bristol-Myers Squib - London
The brief
In 2019 pharmaceutical giant Bristol-Myers Squib (BMS) acquired Celgene. Our brief was to consolidate their two office locations into one newly expanded facility in Uxbridge, London, relocating over 400 Celgene staff in accordance with BMS’s refurbishment and expansion plans.
We provided project management services from the early planning stages, taking care of the offsite furniture storage and removals at the BMS site ready for construction works. This was followed by the clearance of all furniture and office equipment and the complete closure of the Celgene site. This was all achieved in line with the client’s project programme and timescales. We minimised waste by recycling unwanted furniture and donating unwanted office equipment to local charities and schools.
And we managed the whole project while complying with government COVID-19 restrictions.
The project
Phase One
Ground Floor planning and furniture removal
YWS played a pivotal role during the early stages of planning by liaising with the client’s project team, the appointed architect, and the facilities manager. We helped to determine which furniture was to be disposed of and which was to be stored offsite. We project managed the entire process from removals, to sourcing an appropriate offsite storage solution, transportation and recycling. This was all in accordance with the project team’s timescales and we remained flexible at all times to meet this.
Phase Two
Personal packing
Due to COVID-19 restrictions, employees were not permitted on site to clear their own office space. This wasn’t an issue for us, and we packed 400 individual workstations, kitchen equipment and communal areas into crates. We made contact with employees, organised transport routes and personally delivered 160 personal boxes to employees’ homes.
Phase Three
Floors 1 and 2 furniture removal
YWS worked closely with the client’s architect and construction company to move and store furniture onsite. Furniture was stored on the designated floors, often at reduced capacity and moved in accordance with the refurbishment schedule. We recycled any unwanted furniture and sourced and liaised with multiple charities to donate furniture and office supplies.
Phase Four
Departmental office clearance
YWS was the single point of contact for all 400+ staff. Departmental ambassadors were appointed, and we supervised staff attendance in line with continued COVID-19 restrictions. We planned and coordinated all removals and supervised the off-site archiving of 740 boxes and managed the spreadsheets with the US to meet their records retention guidelines.
In addition, we managed suppliers on the client’s behalf, including catering, cleaning, security, health and safety.
Phase Five
Final office clearance and closure
YWS was responsible for the full building clearance. This included running weekly virtual workshops with all departments, particularly IT.
The results
99.6% waste recycled and donated
Only 2 waste management containers used
79,459kg of furniture diverted from landfill
70,702 kg/CO2e saving
Waste diverted from landfill by recycling or donating
277 chairs
718 desktops
248 pedestals
559 storage units
449 computer screens
Charities/schools donated to;
The Hope Hub, British Heart Foundation, Churches Together Food Bank,
Ryefield School, Collingwood College, The Salvation Army, Business 4 schools, Claxton House Community Centre, Crawley Ridge Junior School.
Thank you Paula and the team for delivering a successful project for Bristol Myers Squibb and Celgene UK. Your Workplace Solutions work with care and with sustainability, with client satisfaction at the forefront.
Regi Taylor, Celgene
Case Study - Two
Kyowa Kirin - Paris, France
The brief
In 2023, the pharmaceutical leader Kyowa Kirin relocated its French headquarters, including five key project teams, Direction, Marketing, Support, Medical, and Pharmacy, from Neuilly-sur-Seine to La Défense, Paris. La Défense, Europe’s premier business district, is at the forefront of sustainable urban development, striving to become the world’s first post-carbon district and targeting a 2% reduction in territorial greenhouse gas emissions by 2030. The move positioned Kyowa Kirin at the heart of this innovative and dynamic environment. Our brief involved relocating 80 employees just 4 kilometres, a short distance geographically but a significant leap in terms of infrastructure and sustainability goals.
The client had acquired primarily new furniture for their La Défense office, and YWS joined the project to collaborate closely with the furniture manufacturer and installation team to ensure seamless placement of existing assets, such as coffee machines and shredders, alongside the new furnishings. All personal items and files were to be packed, transported, and carefully arranged at each employee’s designated workspace. This project required full-scale project management with a highly hands-on approach. Additionally, the previous office in Neuilly-sur Seine was left thoroughly cleaned and prepared by our team for handover to the landlord, ensuring a smooth and professional transition.
The project
Phase One
Consultation
After meeting with the client on-site in Paris, we identified items for relocation, disposal, and donation. YWS created a detailed photographic inventory, providing a master document for client adjustments and a labelling system to streamline the move. We also implemented the Golden Thread concept, ensuring all key information was electronically accessible to stakeholders.
Phase Two
Packing
YWS supplied crates and packing materials four weeks in advance, allowing the client to pack personal items ahead of the move. We packed all communal areas, including filing, kitchen supplies, and sundries. Furniture for donation was dismantled and delivered to charities or collected on-site, while items for disposal were taken to a recycling facility. YWS also dismantled and relocated furniture to the new office. Additionally, we packed and transferred 60 double monitors with arms, installing the arms on desks at the new site for IT setup
Phase Three
Relocation
YWS relocated and reassembled a boardroom table, credenza, and meeting chairs as per the client’s request. Furniture for the new office was transported, and positioned in collaboration with the furniture installation team and architect. All personal and communal crates, including coffee machines, shredders, fridges, a large safe, and two photocopiers, were delivered and placed according to plan. Additionally, we relocated desk and office plants, some up to 10 feet tall, ensuring they were watered as needed, and unpacked kitchen equipment as instructed.
The results
99.6% waste recycled and donated
0 waste management containers used
13,243 kg of furniture diverted from landfill
11,783 kg/CO2e saving
“Thank you for making the moves easy, I could not have managed without the help and expertise provided by YWS, the way last minute changes were accommodated and the extra’s we requested of you were handled brilliantly.”
Office Manager - Kyowa Kirin
Case Study - Three
Kyowa Kirin - Milan, Italy
The brief
In 2024, pharmaceutical leader Kyowa Kirin relocated its Italian office from Basiglio to Park West, Milan, one of the city’s most significant regeneration projects, focused on innovation and sustainable growth. With a 15km move ahead, the move was challenged by a 10–12 week gap between relocating, requiring secure storage and a two-phase relocation. YWS was to play a key role with high level project management, coordinating with the architect and furniture manufacturer to ensure a smooth move. The client had opted for entirely new furniture, so existing items were to be donated or recycled. Cartons were to be provided for personal packing, all communal areas were to be packed by YWS, plus we were to oversee the decommissioning of the old office, which included the removal of fitted kitchens, reception areas, and partitioning.
The monitors and arms were to be reused, requiring packing and storing, ready for redelivery and installation at the new site, ensuring a seamless setup for the team at Park West
The project
Phase One
Consultation
During our meeting with the client in Milan, it was clear this move marked a fresh start, with everything in the new building to be brand new. YWS was tasked with site visits, negotiating with the architect and furniture supplier, and overseeing full project management. Given the project’s scale, a Golden Thread approach was essential, creating a digital record to ensure safety, compliance, and risk mitigation throughout the building’s lifecycle while keeping all stakeholders informed.
Phase Two
Engagement
Engagement – New location YWS consulted with three architects, using weighted scoring to help the client make an informed decision during the final presentation after receiving tenders. Once the architect was selected, we worked closely with them to ensure the project stayed on schedule.
Phase Three
Furniture Manufacturer
The client had an appointed global furniture manufacturer but wanted to explore alternatives. Using our market expertise, YWS proposed two additional manufacturers for consideration. We worked closely with the selected supplier to keep costs within budget, arranged showroom visits for product review, and provided fabric samples to ensure alignment with the corporate playbook.
Phase Four
Storage
As the new building was still in the fitout stage and the lease on the current offices was about to expire, YWS arranged storage for all items to be relocated, including personal effects, IT equipment, and a heavy-duty fireproof safe. We then assessed options based on delivery timescales, costs, capacity and services. Furniture for donation was dismantled and stored in Milan, where YWS arranged one month of free storage for charities to collect items. Any remaining furniture was sent for recycling, ensuring a seamless, hands-off process for the client.
Phase Five
Packing
YWS provided cartons and packing materials four weeks before office closure, allowing the client to pack personal items for storage and relocation. We packed all communal areas, managed offsite storage documentation, and oversaw document recycling with destruction certificates. All personal cartons and designated items were placed in storage for redelivery. YWS also packed and stored 100 monitors with arms, later reinstalling them at the new site. Final tasks included full building clearance, signage removal, and handover to the landlord, ensuring a smooth transition.
Phase Six
Relocation
After 12 weeks, all items were delivered to Park West. YWS coordinated with the furniture installation team and architect to ensure everything was positioned as planned, with personal crates ready for employees.
The results
99.9% waste recycled and donated
0 waste management containers used
27,458kg of furniture diverted from landfill
23,849kg/CO2e saving
“Another successful project completed on time and in budget. The support given by YWS was invaluable, it was very important on this long complex project that all stakeholders had access to up-to date reporting and communication was key, which you provided at every stage"
Office Manager - Kyowa Kirin