Moving office involves far more than transporting desks, chairs and computers from one building to another. Your broadband, telephone systems, servers, network equipment, cloud services and business applications all need to be available when employees arrive at the new premises.
Without careful planning, an office move can lead to internet delays, inaccessible files, damaged equipment and days of lost productivity.
Professional office IT relocation services help businesses plan and manage the technical side of the move. The aim is to reduce disruption and make sure your new workplace is ready before normal operations resume.
This office IT relocation checklist explains the main steps your business should consider.
Start Planning Your IT Relocation Early
Office IT relocation should be included in the earliest stages of planning your office move.
Broadband installations, network cabling and telephone transfers can take longer than expected. Leaving these arrangements until the final few weeks increases the risk that your new office will not be fully connected on moving day.
Ideally, your IT provider should inspect the new premises before you agree the final relocation schedule.
They can assess:
- existing network cabling
- broadband availability
- mobile signal
- Wi-Fi coverage
- server and communications areas
- electrical sockets
- desk layouts
- meeting room technology
- access and security arrangements
An early survey will help identify work that needs to be completed before equipment is moved.
Create an Inventory of Your IT Equipment
Before starting the move, create a full inventory of the technology used by your business.
This may include:
- desktop computers
- laptops
- monitors
- printers and scanners
- servers
- routers and firewalls
- switches
- wireless access points
- telephone handsets
- video conferencing equipment
- backup devices
- uninterruptible power supplies
- cables, chargers and accessories
- Record the make, model, serial number, user and current location of each item.
This is also a useful opportunity to identify old or unreliable equipment that does not need to be transferred. Moving outdated technology can add unnecessary cost and complexity to the project.
Review Your New Office Layout
Your network and equipment should be planned around how the new office will actually be used.
Consider where employees will sit, where printers will be located and how meeting rooms will operate. You should also think about future growth rather than designing the network solely for the current team.
Questions to consider include:
- How many network points does each desk need?
- Will employees use desktop computers, laptops or both?
- Where will wireless access points be installed?
- Which rooms need video conferencing equipment?
- Will visitors require guest Wi-Fi?
- Is there a suitable location for servers and network hardware?
- Are there enough power sockets?
- Will the business expand into additional areas of the building?
Planning these details early can prevent extension cables, weak Wi-Fi coverage and expensive changes after the office has opened.
Arrange Broadband for the New Premises
Broadband is one of the most common causes of delays during office moves.
Do not assume that the existing connection can simply be transferred to the new building. Availability, installation times and service options vary between locations.
Check:
- which broadband services are available
- expected installation dates
- required speeds
- contract terms
- whether a leased line is appropriate
- whether the current provider can transfer the service
- what temporary connection will be used if installation is delayed
Where internet access is essential, it is sensible to arrange a backup connection. This could include a secondary broadband line or a temporary mobile data solution.
An IT relocation company can help coordinate the installation and make sure the connection is tested before employees move in.
Check the Data and Network Cabling
Even when an office already has network sockets, the cabling may be old, poorly labelled or unsuitable for your equipment.
A professional cabling assessment should establish:
- what type of cable is installed
- whether each network point works
- where the cables terminate
- whether sockets are correctly labelled
- whether additional points are required
- whether the cabling supports the required speed
- whether access points and phones need dedicated connections
Structured cabling should normally be installed and tested before furniture and equipment arrive.
This is particularly important when an IT relocation involves new desk layouts, business Wi-Fi installation, telephone systems or video conferencing equipment.
Plan Your Business Wi-Fi Installation
Wi-Fi performance can vary significantly between buildings.
Thick walls, neighbouring networks, office layout and the number of connected devices can all affect coverage. A standard router placed in one corner of the office is rarely sufficient for a larger workplace.
A business Wi-Fi installation may require several access points positioned throughout the building.
Your IT provider should consider:
- expected number of users and devices
- office size and construction
- meeting rooms and communal areas
- guest Wi-Fi requirements
- secure employee networks
- coverage in outdoor or warehouse areas
- access point placement
- interference from neighbouring networks
The Wi-Fi system should be installed and tested before the move wherever possible.
Review Your Telephone System
Your office move may affect telephone numbers, call routing and internet-based phone systems.
Confirm whether your existing numbers can be retained and how calls will be handled during the move.
You may need to:
- transfer telephone numbers
- update call forwarding
- reconfigure VoIP handsets
- change recorded messages
- update office opening details
- test headsets and conference phones
- update emergency location information
Cloud-based telephone systems are often easier to relocate than traditional lines, but they still depend on reliable broadband and correct network configuration.
Back Up Your Business Data
A complete and tested backup should be taken before any equipment is disconnected.
This should include:
- shared files
- server data
- cloud systems
- employee devices
- databases
- email where necessary
- business applications
- configuration settings
Do not assume that a backup is working simply because scheduled jobs appear to have completed.
Your IT provider should confirm that the backup can be accessed and that important data could be restored if equipment is damaged or lost during the move.
Plan for Cyber Security During the Move
Office moves can create temporary security gaps.
Equipment may be disconnected, transported by third parties or stored in areas with limited access controls. Employees may also use temporary Wi-Fi connections or personal devices while systems are unavailable.
Your IT relocation plan should address:
- secure transportation of equipment
- encrypted laptops and storage devices
- access to the old and new premises
- disposal of unwanted hardware
- temporary network security
- firewall configuration
- employee access permissions
- secure storage during the move
- updating physical access systems
Any devices that are being disposed of should have their data securely erased rather than simply being thrown away or recycled without preparation.
Label and Document Everything
Each device, cable and accessory should be labelled before it is disconnected.
Labels should show:
- the employee or department
- the destination desk or room
- the device type
- any required accessories
- important connection details
Photographs of existing connections can also help when reassembling specialist equipment.
Your IT relocation services provider should maintain documentation covering the old and new network layout, equipment allocation and any configuration changes made during the move.
Decide What Will Move and When
Not every system needs to be moved at the same time.
For larger office moves, equipment may be transferred in stages. Critical systems can be moved outside normal working hours to reduce disruption.
- when systems will be backed up
- when equipment will be disconnected
- who is responsible for transportation
- when broadband and networks will be tested
- which systems must be restored first
- when employees can access the new office
- who will provide support after the move
- The plan should also identify the systems that are essential for the business to operate.
Test the New Office Before Moving Day
Whenever possible, broadband, cabling, Wi-Fi and telephone systems should be tested before the main IT relocation takes place.
Testing should include:
- wired internet connections
- Wi-Fi coverage and speed
- telephone calls
- printers
- VPN access
- cloud applications
- meeting room technology
- security systems
- remote working access
Any problems can then be corrected before employees arrive.
Prepare Employees for the Office Move
Employees should know what they need to do before leaving the old office.
Provide clear instructions covering:
- saving work
- shutting down equipment
- labelling personal accessories
- taking home laptops where appropriate
- returning equipment for transport
- reporting problems at the new office
- expected periods of downtime
- Employees should not disconnect complex network or server equipment unless they have been asked to do so.
Support Employees After the Move
Even a well-planned office move can lead to minor problems once employees begin working in the new location.
Common issues include:
- missing cables
- incorrect monitor arrangements
- printer access
- telephone logins
- weak Wi-Fi in particular areas
- password and account problems
- access to shared drives
- unfamiliar meeting room systems
Having IT support available on the first working day can help resolve these problems quickly and reduce disruption.
Do You Need Professional IT Relocation Services?
Small office moves may appear straightforward, but the technical risks increase when a business relies on servers, specialist software, cloud systems, telephone services or complex networks.
Professional IT relocation services can help with:
- planning and project management
- new office surveys
- broadband coordination
- structured cabling
- business Wi-Fi installation
- equipment inventories
- secure backups
- server relocation
- hardware installation
- telephone configuration
- testing and employee support
An experienced IT relocation company can also coordinate with landlords, builders, broadband providers and removal companies.
Planning an Office IT Relocation in Bristol?
If you are preparing for an office move, the IT arrangements should be planned alongside the physical relocation rather than treated as a final task.
Early preparation gives you time to install services, test the new office and resolve problems before they affect employees or customers.
Dial A Geek provides office IT relocation services for businesses in Bristol and the surrounding areas. We can help plan your move, arrange networking and connectivity, relocate equipment and make sure your new office technology is ready for work.
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