Moving Office: An IT Plan So You Can Work From Day One

In short:

• Start the IT side at least 4-6 weeks before the move - the new internet line often takes the longest.
• Inspect the new office before you rent it: cabling, network points, space for a rack, power and air conditioning.
• Back up the server before switching it off, and plan the order of shutdown and start-up.
• On the first day, check every workstation: internet, email, printer, phone, access to files.

When to start

The internet line is the most common cause of delay: in some buildings the provider has to build a connection, and that takes weeks. If it is not ready in time, a temporary solution is a 4G/5G mobile router.

Inspecting the new office

The most expensive problems are discovered once the office is already rented. So inspect in advance:

• Which internet providers are in the building and whether there is fibre.
• Whether there is cabling and what condition it is in - old cables often do not deliver the speed you need.
• Where the network rack will go - it needs power, ventilation and a lock, not a broom cupboard.
• Whether there are enough power sockets and a separate circuit for the server and the rack.
• Air conditioning for the server room.
• Wi-Fi coverage and mobile signal - thick walls and basements bring surprises.

Internet and telephony

• Order the line early and ask for an exact go-live date.
• Consider a backup connection from another provider - a move is a good moment. See internet connectivity with redundancy for businesses.
• Keep your phone numbers - numbers can usually be ported, but this is arranged with the provider in advance.
• Consider IP telephony - the numbers do not depend on the address and move with the people. See business telephony for offices.

Cabling and network

A move is the one moment when you can build the network properly from the start:

• structured cabling with a label on every point and in the rack;
• enough network points - with spare capacity for new people and devices;
• separate networks for employees, guests and devices (printers, cameras);
• Wi-Fi planned around the rooms, not "one router in the corner".

See network infrastructure for offices and setting up a corporate Wi-Fi network.

Servers and network equipment

The server is the most sensitive part of the move:

1. A full backup before shutdown - and a check that it can be restored.
2. A proper shutdown in a set order: first the applications, then the servers, finally the network.
3. Careful transport - disks do not like knocks.
4. Start-up in reverse order and a check of every service: files, databases, email, remote access.

If the server is old anyway, a move is a good moment to consider whether it should stay in the office or go to the cloud. See server for a small business.

Who does what

For the computers employees carry themselves, a simple instruction helps: each computer labelled with the employee's name, the cables in a bag with it, nothing taken apart.

The first working day

Check every workstation before employees start real work:

• internet and Wi-Fi;
• email and Microsoft 365;
• access to files and business applications;
• printers and scanners;
• phones - incoming and outgoing calls;
• remote access for people working outside the office.

It is good to have someone from IT on site on the first morning - small problems are solved in minutes instead of piling up.

How we do it

We take over all the organisation and logistics of the IT side of the move: internet, telephony and dealing with the providers, cabling, moving the network equipment and servers, and checking every workstation. The business carries the workstations itself, together with the other office items, and we connect and check them.

If the move has to happen at the weekend or after working hours, we agree it in advance - this work is charged extra. See IT infrastructure solutions and telecommunications for business.

Frequently asked questions

How long before the move should we start with IT?

At least 4-6 weeks, and longer if the new building has no suitable internet. The new line usually takes the longest.

Can we keep our phone numbers?

Usually yes - numbers can be ported, but this is arranged with the provider in advance. With IP telephony the numbers do not depend on the address.

Who carries the computers?

The business carries the workstations and monitors itself, together with the other office items. We take over the network equipment and servers, and then connect and check every workstation.

Can the move happen at the weekend?

Yes, if it is agreed in advance. Work outside working hours is charged extra.

What if the internet in the new office is not ready in time?

A temporary solution is a 4G/5G mobile router until the line is live. That is why ordering the line is the first task.

Does the server have to stop?

Yes, for the time of the move. That is why a full backup is made beforehand and a window is planned in which the downtime gets in the way least.

We plan the network in the new office before you move in - see network setup for a new office.

Let's talk about your needs, and we will propose the best solution and price.