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Your Office Move IT Checklist

IT Infrastructure
04/04/2024

Things to consider when moving offices

Moving offices can be an incredibly exciting time for a growing business. Securing a location you love, notifying staff and customers, and scheduling your move is great, but there's one thing left to do - planning how to get your IT infrastructure between the old site and the new one. If it sounds stressful, it doesn't have to be, so we've listed everything you need to consider to make the move a success.

Whether your IT team is a one person department, a large operation, or you're support by an IT MSP like Mason Infotech, it's hugely important to plan well in advance. Lots of vendors will require 90 days or more of lead time for installation, so you don't want to leave anything until too late!

1. Build an Infrastructure Inventory

Make sure to assess your existing equipment. If your network kit is aging, it might be a good time to upgrade to future-proof your new space. If you go down this route, you could have your new space live before moving day, and hit the ground running on day one. Here's how to build a helpful inventory:

  1. Inventory all equipment with part numbers, support agreements, and licensing requirements.
  2. Make a list of any equipment over 5 years old. This is the kit that might need replacing or upgrading.
  3. Find out if you own or lease the equipment. If owned, see if your IT Support company would be able to buy it back off you. If leased, make sure to understand the lease terms, and send back any unneeded kit.
  4. Dispose of or recycle old or broken kit. Old Batteries, UPS systems, or laptops can be recycled by IT MSP companies, including Mason Infotech.

2. Plan your Move Well in Advance

Speak to us about the office move as soon as you finalise the decision to move. Make sure to book a site visit from the IT team to make sure we can plan your requirements well ahead of time.

There may be challenges such as disconnections, downtime while kit is moved, new network set up, or data migrations. It's worth making sure your IT Managed Services provider is aware of the move as early as possible, as lead times within IT can be as long as 90 days.

3. Assess and Plan your Communications Infrastructure

If you're moving to a new office, it might not be pre-built with the relevant cabling and infrastructure that you're used to. Here are three key questions to ask about the new space:

  1. What kind of cabling do you require? Cat 5 or Cat 6, and how much of each?
  2. How many power outlets are in the new space, and how many will each office user need?
  3. How will your phone system work?
    1. If you're using a VOIP system, as most companies now are, you will want to have a think about where the system is hosted. Cloud-hosted systems can be accessed from anywhere, but an on-site system will require migrating.

4. Backup your Data

IT support companies can be pessimists, which is useful in this case, as we'll be planning for the worst-case scenario. Consider what would happen to your business data if something went wrong during the move, for example, the moving truck brakes suddenly, and a key data storage server is damaged. If you've done the following, you can avoid the worst:

  1. Make several backup copies of all company data. Store and move them separately. For example, have a cloud storage solution within Azure, or a physical hard drive travelling separately. This makes it increasingly unlikely that data is wiped out by the uncontrollable.
  2. Make sure that full recovery is possible. This way, if something does go wrong, you can access your data fully.

5. Test your New Office Set Up

Bring your IT MSP services provider on to site before move day to ensure everything is working as designed, and have them on-site on day one to help staff get connected easily. You'll want to make sure the following is complete:

  1. Check cabling is installed in the right areas.
  2. Call each phone number and make sure the right phone rings!
  3. Check internet connectivity.
  4. Check each access point is providing WiFi.
  5. Make sure servers are working as expected.

If you don't have a supplier that specialises in managed IT services for small businesses, it might be worth looking at one that provides on demand IT support, like Mason Infotech. Thorough planning is essential for a successful relocation of IT infrastructure. If you search for 'Small Business IT Support near me', we'll be top of the list, and happy to help!

Getting the IT element of your office relocation wrong can have impacts like downtime or delays, resulting in operational slowdowns or even financial losses. Our guide will help your business to plan a low-risk, highly successful move.

For more info, reach out to us below!