How to Navigate Office IT Relocations Successfully

Office IT relocations in the modern era are increasingly complicated. As you try to assemble a new office, you’re also attempting to reorganize an IT infrastructure with zero-sum for downtime. With the pressing concerns inherent in this project, it can be easy to overlook things — potentially creating headaches for you when you relocate.

For whatever reasons you are moving, it is important to plan how your business operations will continue uninterrupted. The clear and comprehensive extension of IT services is necessary for business continuity. This is true not only for IT concerns but also for more mundane issues like office supplies.

Consider Expert IT Help

Companies planning a new office should really consider hiring the help of an IT service firm with a successful track record of office IT relocations. This approach not only saves time in the planning but also reduces significant risks of IT issues after the initial move. 

A Checklist for Office IT Relocations

You want a smooth expansion into your new office space. You can almost always execute a move with smooth sailing when you plan for and carefully execute the right solutions with your best interest in mind. How much space will you need? Determine how many power outlets you need and how many you have. These task examples provide you with the ability to plan your office move.

Using a checklist will help you remember what should be done before you move your office. For instance, you should determine whether your current equipment meets your business needs. If new office equipment is needed, prepare a funding plan before relocation. Also, you need to create a communication system that will continue to operate during the transition process and secure your information by backing it up.

Step 1: Plan The Move

Before going to your next location, first, evaluate your situation. It’s best to start preparing for the move early. Some things you’ll need to be doing:

First, determine your cabling requirements for the new location so you can begin to plan the network layout and design. This will involve deciding the best way to configure your network to support the required applications and users.

In addition, you should also work on migrating your applications and data to the new location. This can be a time-consuming process, but it’s important to ensure that all of your data is migrated successfully to avoid any loss or interruption to your business operations.

Finally, you should also plan for the inevitable disruption during any office move. Create contingency plans to ensure that your business can continue to operate as normal, even if there are some disruptions to your IT infrastructure.

Additional tips for smooth office IT relocations:

  • Develop a schedule for the entire project to know what needs to happen correctly.
  • Identify any information that should be stored in the move complete. 
  • Analyze the office space and what is required to involve your vendors and understand what you need before settling on the new space. 
  • Identify your existing IT infrastructure and the necessary assistance or information that is required. 
  • Get in touch with your internet services providers and carrier carriers, so they know about your move and can avoid interruptions to your services (often 1-2 months ahead).. 
  • Discuss the logistics of how you want to move or develop a configuration plan for the new space. 
  • Clearly define the budgetary cost for the course of the project, including a contingency fund, and get estimates from contractors, so you know what you need in the new space.

When you are ready to visit a site, it is a good idea to assemble your own checklist of things to take note of so you can have them ready for your visit. Items to cover on this list could include:

  • Analyzing the office requirements for your intent to move your business and data to the new worksite. 
  • Making a detailed blueprint for the new office that identifies and details the workstations, IT infrastructure positioning, cabling cables, environmental requirements, and security requirements. 
  • Discuss and present plans for your new office with your future coworkers or employees. 

Step 2: Assess your IT Equipment

You will want to take inventory of what you have, assess your needs, and then make decisions accordingly.

Inventory

Start by taking inventory of your IT equipment. This will include everything from the servers and networking equipment in your data center to the computers and printers in your office. Make a list of each piece of equipment and its specs, including the make, model, and age.

Assessment

Once you have an inventory of your IT equipment, you will need to assess your needs. This will include looking at your current and future business needs, as well as your budget. You may need to upgrade some of your equipment to keep up with current technology standards or to handle increased demand.

Decisions

Based on your assessment, you will need to decide what to keep, what to upgrade, and what to replace.

Step 3: Prepare your Telecom Systems

Once you’ve determined the needs of your business, it’s important to assess the communication and telecommunication options available to you. There are a variety of communication and telecommunication options available for office IT relocations, including:

  • Landlines
  • Mobile Phones
  • VoIP
  • Fax
  • Email

Each option has its benefits and drawbacks, so it’s important to evaluate which option will work best for your business.

Choose a Communication & Telecommunication Solution

After assessing your business needs and the available communication and telecommunication options, it’s time to choose a solution. There are a variety of solutions available, so it’s important to find one that meets your needs and fits within your budget.

Step 4: Plan your Network and Data Security

The network and data security should be planned to ensure that the new office can be set up securely. The network should be set up with firewalls and other security measures to protect the network from unauthorized access. The data should be backed up and encrypted to protect it from being accessed by unauthorized individuals.

The first step is to map out the network and identify the different types of devices connecting to it. Next, you will need to decide on the level of security you need for your office.

There are a variety of security options available, from basic passwords to more sophisticated methods like biometric authentication. Whichever option you choose, be sure to make sure that all employees are familiar with the security procedures and that they comply with them.

Another important consideration when setting up a new office network is the type of internet connection you will be using. If you are using a wired connection, be sure to plan out the cabling layout and make sure there is enough bandwidth for all of the devices.

Additional items to consider

Beyond these items, you will want to consider the following to support your move.

  • If your network systems are large enough, you should develop multiple contingency plans for delays, equipment breakages, and security breaches. 
  • Before the move begins, Make physical copies of all your data, and store them securely in an allocated location for the move’s duration. 
  • At the end of the move, take copies of your data to your new security, test it, and adjust any new protocols or restrictions for the new environment. Explicitly program backups to cloud computing systems and notify your IT provider of the relocation with any special issues. 
  • Subsequently, label and group network items clearly, and ensure the cables are visibly labeled for easy transfer of network items. 

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