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Posted on November 29, 2019 by Dan May
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 move. Office 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.
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 places, setting up Internet Service Providers (ISPs) and phone lines and moving all hardware. This 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 plan. Key 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.
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.
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.
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.
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:
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?
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.
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