No one likes to move. Even if it is to a bigger or better space, the act of moving is just not fun. There are a number of considerations to make when planning an office move and all decisions made should revolve around avoiding downtime.
Downtime costs money, and you can find yourself in that situation if you do not involve your IT department from the start. We have devolved a guide from an IT perspective to assist you in the event your company moves offices.
OFFICE MOVE IT CHECKLIST:
Be Proactive:
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Involve your IT department as soon as possible. More time to plan will make the day of the move go smoothly.
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60 days notice is optimal. This ensures your ISP, phone/voice provider and any other vendors can accomplish tasks necessary before the move.
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This will also provide ample time for your IT department to test systems and come up with solutions if necessary.
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Schedule a site visit with vendors, use items from the list below to create a checklist to reference once onsite.
Internet Access | Phone System:
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Make sure you can transfer service if you intend to stay with your current provider.
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If you are considering a change, a move is a perfect opportunity to do so. Look into other ISPs, like Google Fiber.
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Contact ISP and Phone vendors early. It can take a month or more to move services or install a new circuit.
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Phones – Will you need numbers ported or cables run? Allow for time to adjust and test new settings and configurations.
Equipment Assessment:
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Inventory all equipment. This inventory can be used to create an upgrade/replacement schedule. Utilizing an upgrade schedule can assist in creating or maintaining a technology budget.
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This inventory can also provide insight into server room requirements and if new technology assets will be needed.
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An office move can be a great catalyst to move away from antiquated or troublesome equipment. Maybe it is time to replace that ancient copier.
Cabling:
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It is important to consider what type of layout you need now and what you might need in the future. There may not be a large copier or desk in the corner now, but that may eventually change. It is better to have network ports and outlets and not need them than the other way around.
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Use professionals. Bring a cabling company to the onsite visit to address any questions and concerns as well as to test the current infrastructure. Also, do not rely on staff to properly connect power and network cables. Find a moving company with experience moving technology.
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Experienced moving companies will provide crates, electrostatic device bags and other equipment and implement procedures that will make the moving of technology easier and safer.
Critical Business Data:
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You want to be prepared in case of the worst, what if something happens to your equipment and data in transit?
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Confirm with your IT department that any and all critical data is backed up and ready to be restored in case of disaster.
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Good backups should be confirmed before moving a server or computer should they suffer any damage en route. Backup hard drives, if a cloud backup solution is not being utilized, should be transported separately from the physical systems.
Testing:
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Have your IT, phone and any other business critical vendors on standby the day of the move. This will allow for immediate testing and troubleshooting of the new network.
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You will quickly notice any major issues, but it is important to test incoming and outgoing emails and calls, your website, printers and scanners and all other network equipment as soon as possible. Especially if you have IT on standby to begin engaging immediately.
These are just a few tips to help the transition to a new office go smoothly. Above all else, communication is key. Make sure that all vendors, key staff members and especially the IT department is informed and up to date to ensure your office up and running on schedule.