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Office Move Checklist

So, your organisation has found the perfect place to move to? You now need to make sure that you are fully prepared, planning is essential to ensure a smooth moveOffice moves can be stressful but organising your IT relocation doesn’t have to be. Here at ramsac, we want your office move to be as easy as it can be. Based on nearly 30 years of helping our clients to run smooth IT projects, we have created a checklist of all the techie things to consider when you are moving office.  

1. Getting help 


There are a lot of complicated technical elements to consider when moving an office, including transferring the server room and all its contents, ensuring cabling has been put into the correct placessetting up Internet Service Providers (ISPs) and phone lines and moving all hardwareThis will mean coordinating various suppliers to ensure they are all ready and aware of your requirements ahead of time. When we help our customers with office moves we communicate directly with the other vendors to ensure everything goes to planKey liaison between IT and your office designer, to make sure that there is a space for everything, that the server room is well planned and to ensure that you have wifi points, plugs and network sockets, exactly where you need them. 


2. Give yourself plenty of time


Don’t underestimate the time it takes to organise and execute an office move! A vital thing to remember is that for most professionals organising an office move will be an additional task on top of the ‘day job’. Even when a team of professional office move specialists are used, the businesses leaders and the team will need to have an input into the whole process, so inevitably this could impact on the performance of the business as a whole. 


3. Checking your network is up to the move


It is important to note that before you even start to consider the new layout of your office, you need to consider your network. If you are a heavy user of large data files then your internet connection will be vital and may even influence the location and suitability of your new office – being located in a remote rural location, for example, may not be a good choice if you run a video production company The most important thing to remember is some of the communications services have very long lead times, depending on location and provider, leased lines can take several months to provision and broadband lines can take up to 90 days – so you need to be placing orders in plenty of time. 


4. Protect your data at all cost


There is no such thing as being overprepared, it is important that during a relocation you consider the what-if scenarios. What if something bad happens during your move and equipment gets damaged. What if the removal lorry is stolen. What if moving a box that’s been stationary in the server rack for the last three years, suddenly causes a fault?  It is vital that recovery of data can occur to access your organisation’s important data. Make sure you have backup copies of everything.   


5. Communication is key  

Make sure you talk to your employees about the office move and ensure they understand what they need to do to prepare their tech, to ensure the office move runs smoothly. Here are some things that you can include to announce your move:   

  • moving dates
  • features of the new office 
  • why the move is happening 
  • actions for your employees
  • what they should expect in the future leading up to the move. 
  • workspaces that need to be moved 

Then think about what you require of them around the move itself. Do you expect people to un-cable their PC? How are you transporting their personal use items, like keyboards, mice and phones? Do you need a labelling system?  


6. Transporting your tech  

Transporting technology needs consideration. Printers and copiers may need to be moved professionally to ensure that toner doesn’t get dislodged, potentially destroying them forever. Consider using a professional IT mover to handle the big equipment, especially if you’re moving comms cabinets that might need to be rebuilt.  Make sure you have a box of spare cables and power supplies and ensure that staff have properly packed away personal devices, not forgetting the cables and power supplies that might have otherwise been hidden under the desk. 


7. Test everything before the main move 

The core network should be tested ahead of move day. Ensure that the wireless network works, plug things in to plug sockets to check they are all live, make sure you’ve tested that the internet and phone lines are live. You don’t want to make the move until you’re sure that you’re ready to just plug in and go with the devices you’re moving. Make sure that you have your IT provider in the office with you on your moving day. They can help you and your staff ensure that everything is working the way that it should be. There are bound to be teething issues, to plan for someone from your IT team to be available for ‘floor walking’ for a couple of days following the move. 


Overall, setting up a new office will be stressful at some level, even if it is the apprehension of moving to a new site! Getting the right professional advice on the move and the IT systems is invaluable and will probably save you money (and keep your blood pressure down!) throughout the process. It should also be seen as an opportunity to refresh the way you work, a chance to discard a lot of the accumulated files where possible and to create an environment that is fresh and conducive to your business, staff and their combined needs. Having an IT move go right is important to your organisation and ramsac can help you to make sure that everything is running and functioning as it should be at low risk.   

We have a detailed checklist to help you plan for your IT needs when relocating. Get in touch for your free copy. 

Your free IT office move checklist
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The HR Services Partnership
The HR Services Partnership
17:59 16 Jan 20
We have worked with Ramsac since 2015. They offer a truly winning formula. We have been delighted by their support at all three levels: our network consultant (Colin) understands our set up and is great when we need to upgrade our infrastructure; we have ready access to our account manager who has been great with supporting our growth; and the helpdesk is always so patient for the day-to-day glitches. Very professional and supportive – thank you team ramsac!
Zoe Brooks
Zoe Brooks
13:02 16 Jan 20
Sam on the support desk is extremely knowledgeable and helpful. Every time I have rung with an issue and she has helped the problem has always been rectified smoothly and quickly!
Sarah-Jane Calloway
Sarah-Jane Calloway
16:02 06 Jan 20
Ed spent two days with us following an office reshuffle. He worked to a very high standard and was very helpful, courteous and happy to sort out anything we asked of him!
Luke Hoey
Luke Hoey
14:20 07 Nov 19
Always very helpful and will work hard to resolve any issues you have.
Richard Renson
Richard Renson
16:54 10 Dec 18
Great, helpful IT Kings and Queens
Andrew Worth
Andrew Worth
12:37 30 Aug 18
fine bunch
Colin Warner
Colin Warner
08:46 06 Dec 17
Excellent managed service provider.
Selom B
Selom B
11:58 10 Dec 16
First Class!! Responsive, knowledgeable, professional and very easy to work with - Ramsac have been a fantastic strategic IT partner for the last few years and I'm sure will continue to be for many years going forward. I would highly recommend them!
Ian Windle - Inspiring Leadership
Ian Windle - Inspiring Leadership
08:53 04 Jul 16
Great IT business, with a powerful management team. Could not recommend them more highly.
Patrick O'Luanaigh
Patrick O'Luanaigh
10:55 01 Jul 16
A truly fantastic IT support company - I can't speak highly enough about them.
Sarah Whitemore
Sarah Whitemore
11:59 20 Jun 16
I have known Dan May and Ramsac for 5 or 6 years now. Dan is such a great guy and really helpful with strategic advice and input on all things IT. He's so approachable and doesn't baffle you with IT jargon. If you are looking to outsource your IT or you have a problem you need help with Dan is definitely the one to ask.
Jonathan Richards
Jonathan Richards
12:14 31 May 16
I've worked with Ramsac for many years and whole heartedly recommend their services. They are always professional, approachable and have the rare skill of making IT understandable. Their can do attitude leaves you feeling that you are in safe hands.
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