Whether your business is moving back from covid era work from home policies, opening a new strategic location, or business expansion, moving to a new office is more than just a change of address; it’s a sign of growth, a fresh start, and an opportunity to create an inspiring work environment. Amidst the excitement, one critical aspect is often overlooked: IT relocation.
A seamless IT relocation is paramount for ensuring minimal disruption to your daily operations and maintaining business continuity. After all, in today’s digital age, your IT infrastructure is the backbone of your organisation. During a relocation, any IT disruptions can result in decreased productivity and potential revenue loss.
This guide provides you with insights and strategies for a stress-free IT relocation. Whether you're tackling the move internally or seeking the expertise of an MSP, our step-by-step checklist ensures a smooth transition.
Planning your new office setup: A step-by-step checklist
Like any successful project, a well-defined plan is the cornerstone of a smooth IT relocation. Here’s how to get started:
Preparation Phase
1. Assemble your relocation team
Choose a dedicated individual or team with a clear understanding of your IT infrastructure to lead the relocation efforts. This individual or group oversees all aspects of the move, from creating a timeline to coordinating with vendors.
2. Start early
Start planning at least three months in advance to give you enough time to coordinate with carriers, service providers, and your IT team or partner.
3. Establish a clear timeline
Don’t underestimate the importance of a realistic timeline. Factor in lead times for equipment procurement, scheduling movers, and data migration. One critical aspect that often gets overlooked is the relocation or new installation of your internet connection, particularly if you're upgrading to a Fiber connection. This process can be time-consuming, involving site surveys, infrastructure assessments, and the actual installation work, which might depend on the availability of technicians and compatibility with your new location's infrastructure. Aim to finalise your timeline at least 3-4 months before the move-in date.
Logistics and Coordination
4. Conduct an IT Audit
Conduct a thorough audit of all your IT equipment, including hardware (desktops, laptops, servers, printers, etc.), software licenses, and network components, to streamline packing, transportation, and setup processes.
5. Evaluate your new office space
Alongside evaluating power outlets and internet connectivity, it's crucial to plan for the installation of network cabling and conduct a wireless survey during your site visit. This ensures that network cables are laid out efficiently and Wi-Fi points are installed in optimal locations for seamless coverage across the office. Addressing these aspects early on helps in setting up a robust network infrastructure, avoiding connectivity issues post-move.
Security and Communication
6. Review contracts and agreements
Check your current contracts for any clauses related to office relocation. You may need to renegotiate terms or find new vendors that suit your new location better.
7. Prioritise data security
Data security should be a top priority throughout the process. Develop a comprehensive data backup plan to protect your critical information in case of unforeseen circumstances. Consider cloud-based backup solutions for added security and accessibility.
8. Plan for redundancy
Set up temporary solutions to keep your business operational during the move. This may include forwarding calls to mobile phones or using a temporary internet connection.
9. Communication is key
Keep your employees informed throughout the process. Communicate timelines, potential disruptions, and any procedural changes well in advance to alleviate concerns and ensure a cohesive transition.
From packing to powered up
When it comes to the intricacies of IT relocation, consider:
» Packing and transportation: Develop a systematic approach to packing your IT equipment. Clearly label each box with its contents and destination to avoid confusion. Use proper packing materials like anti-static bags and cushioning to protect your equipment during transport. If possible, hire professional movers experienced in handling IT equipment for added peace of mind.
» Network setup and testing: Once you’ve arrived at your new office, prioritise setting up your network infrastructure. This includes establishing internet connectivity, configuring routers and switches, and ensuring all devices are properly connected. Thoroughly test your network functionality before transitioning your employees to the new system.
» Software updates and installations: Moving an office presents a great opportunity to enhance your IT systems. Think about introducing new software, hardware, or security protocols to improve your business processes. Consider pre-installing any essential applications on new machines at the new location.
Remember, a successful move is all about meticulous planning, clear communication, and minimising downtime. With a proactive approach, you can ensure a seamless transition to a new office while keeping your operations running smoothly and your employees empowered.
Not sure where to start, or simply want guidance on setting up and integrating your IT infrastructure while maintaining network security? Speak to one of our experts today to discover how we can assist you.
