Moving into a new office is an exciting time for any business, but managing the relocation itself is almost always stressful, especially when IT is involved. It doesn’t matter whether you’re moving from suburb to suburb or state to state; if your computers and phones don’t work on day one in your new office, your company’s productivity and bottomline will suffer.
To avoid this, contact a reputable managed services provider like Empower IT at least two months before the move to assess the new site and review your requirements. Then, follow the steps laid out in our IT relocation checklist below.
1. Meet with voice and data carriers early
The first thing you must do is establish a network infrastructure that supports your business. This involves working with telco carriers like Telstra and NBN Co to get the internet bandwidth, phone lines, and network cables necessary to handle your business’s voice and data activity.
Keep in mind that some telco carriers have long lead times for connecting new phone lines and internet connections, so make sure you don’t leave this to the last minute. You’ll also want to set up your voice and data network well before the telco embargo between December and January, because during this time, telco carriers can’t provide certain services like connecting new phone lines and adding network components.
Click here to learn more about the telco embargo 2018/2019
2. Review IT equipment
Check your IT asset register to determine which computers, handsets, printers, and other equipment will be needed in your new location. This should be done several months before moving day to give you enough time to update or address any hardware issues. For example, if any of your computers are nearing the end of their warranties or don’t have the capacity to run modern applications, you’ll need a few weeks to find and order suitable replacements.
If you have bulky leased items like photocopiers or printers, make sure to request approval from, and organise the move with the issuing vendor before the big day. Some vendors may also require that you follow an approved moving process or insist upon moving equipment themselves, so it’s important to inform them about the relocation during the planning phase.
3. Evaluate the new site
Once you’ve identified your requirements, visit the new site with your MSP to do the following:
Determine where you will need power outlets, network ports, and telephone cabling points.
Find the ideal location for workstations, printers, scanners, and wireless routers.
Ensure your server room has sufficient space, power, and cooling.
Confirm the layout of voice and data cables.
4. Consider a new phone system
If you currently rely on a traditional phone system, it’s often not worth the time and money to bring it with you. Instead, you may want to switch to VoIP phone system with a robust set of features and inexpensive call rates. If you opt for VoIP, this is what you should do:
Decide what features you want (e.g., auto attendant, call queueing, CRM integrations, etc.)
Optimise internet bandwidth for high-volume and high-speed communications
Install additional phone equipment for those who need it.
5. Back up your data
Migrating your files from one office to another may seem straightforward, but what if the servers and hard drives storing them are damaged or stolen in transit? Here’s how you can protect your data during the move:
Make several copies of your files and store them in offsite data centres, or even better, in the cloud.
Test your backups to ensure full recovery is possible in case something does go wrong.
6. Prepare for relocation
Moving day is always hectic, so it’s important that you make some last-minute preparations:
Notify staff and building managers about the move.
Label cables based on the equipment they belong to.
Disconnect and shut down all equipment.
Give movers the layout of your new office.
Create a contact list for emergencies.
7. Test the new office
You must test newly installed networks, phone systems, and IT equipment to make sure everything works as it should. It’s also important to ask your staff for feedback about any improvements to the office layout, cabling, or overall network infrastructure.
There’s a lot to consider with IT relocations, but sticking to this plan and working with a world-class MSP will minimise delays and downtime. If you need help completing every item on this checklist, Empower IT Solutions can help. We have a team of expert technicians ready to assist you throughout the relocation process. Call us today.