Whether you’re moving near or far, office relocations can be a logistical nightmare. Finding and inspecting new facilities, meeting with contractors, coordinating your team and movers — these are just some of the tasks that require careful planning and execution.
Then there's your technology requirements.
IT can often be an after-thought when moving office, even though the success of your entire business is built on it running efficiently.
An office move in the modern age tends to be much more complex. You’re not just moving your people and furniture — you’re moving your entire IT infrastructure and network configuration.
There are several questions that need to be addressed well before the move in date. For instance, how long will it take to connect your internet and what are your wireless internet requirements? Does the new space have a dedicated air-conditioned room to house your onsite infrastructure? Will the current configuration suit the new physical location – breakout rooms and hot desking?
How do you achieve a seamless transition with minimal downtime and cost to your business?
We've put together a comprehensive checklist that will help every CFO navigate their next office relocation.
✅ Qualify what reliable internet services cover the area
Not all internet is created equal. Before moving, you need to evaluate your needs to determine what type of internet speeds you require and then compare that to the internet services available in your new location. For example, does the internet in the area have the capacity to sustain multiple online meetings for your new hybrid working environment? Is your wireless set-up appropriate for the number of mobile devices in the office? Is the onsite security appliance sufficient for the new high speed internet links available?
Start mapping out your internet needs at least 90 days prior to your move-in date. This will provide enough time to review your options, finalise contracts and allow for the standard 6-8 weeks for implementation. However, it's advisable to have a continuity plan in case the installation date is pushed by the carrier.
✅ Will the existing cabling support your office fit-out?
Cabling requirements differ from business to business. Think about the current cabling in your new space and whether it will suit your business-needs. Will you need to add cabling or adjust the layout? The last thing your brand new space needs is a series of data cables criss-crossing the floor because of poor planning. Consider the future growth of your business and whether the floor plan allows for expansion.
Mixing and matching outdated cabling can also result in unstable connections, network failures, and even fines for failing to meet safety regulations. It’s important to engage a professional to audit and complete these fit-outs.
✅ Where will you house your onsite infrastructure?
Whilst many businesses are migrating to the cloud, onsite infrastructure is still required for cabled networks, onsite security, internet and in some cases servers. It is essential that you have an adequate, secure, climate-controlled space for your on-premise infrastructure.
This cannot be an afterthought. Early planning for this space is crucial for your IT systems to be up and running on day one, without delay.
✅ What are your Audio Visual requirements?
If your company is growing, you will have more conference rooms, offices, reception areas, breakout spaces, and workstations to add to your overall Audio Visual design. If your company is downsizing due to hybrid work environments, your Audio Visual requirements will be an important link to your remote workforce. Regardless, internet speeds will be an important consideration when planning your Audio Visual solutions.
Making the right decisions now will not only ensure the cabling can be concealed correctly during the fit-out giving an uncluttered finish, but your meetings will be able to run concurrently without any connection issues.
✅ Complete an audit of your tech
If your network infrastructure is aging or you are migrating your data to the cloud, take advantage of the office move to audit or update your tech. Why go to the trouble of moving hardware that requires upgrading? New hardware can be delivered direct to your new premises, to be set-up ahead of your first day. A fresh start for you and your people.
Then there's your technology waste.
Correctly disposing of your e-waste can be a hassle, but e-waste is responsible for 70% of the toxic chemicals in landfills and it's become the fastest growing waste type across the globe. Fortunately, there are Waste Management Services that will collect your e-waste from your premises and dispose of it safely and responsibly.
✅ Test, test, test! Train, train, train!
Prior to going live, all IT services need to be comprehensively tested. Newly installed systems will always need minor tweaks. Therefore, it is important to test whether the cabling is optimal, the network is reliable, and web-based services are accessible. Insufficient testing increases the chance of complications leading to downtime on your first day.
For instance, incorrectly plugged-in network equipment can cause network loops where the information loops instead of stopping when it reaches its destination.
Conducting training sessions with your people in any essential IT components that affect their work will ensure the transition into a new work environment is pain free. Your people will feel included in the process and informed of any new updates.
✅ Engage a Technology Partner
Office relocations have many moving parts. While you might be across most things, your plate is already full of the day-to-day demands of your business. Often small, but key details can be missed, dramatically impacting your move-in date and overall costs of transition.
Engaging a Technology Partner will ensure a comprehensive site inspection is completed to assess locations and suitability for things like printers, wireless access points, server rooms, and other infrastructure. A Technology Partner can even coordinate e-waste removal.
We can help your business navigate the pitfalls of your next office relocation, ensuring you are on time, within budget and with minimal downtime.Contact Us Today