Yes, yes, I know - moving office is TIRING! It requires lots of planning, energy, sweat, sleep deprivation, and valuable productivity time you could be using to do your actual work! I mean, think about it - you will need to update your company registrations, update all your existing clients, plan the resources you will need, figure out how to move all your servers, decide if you are going to upgrade or downgrade your existing IT equipment, etc.
So let's face it - it can be an overwhelming event!
But let me help you out here by summarising for you the TOP 6 KEY IT THINGS you will need to check off before moving office:
#1: Plan ahead of time
Here's the thing - don't be a last-minute worker! Start planning months in advance!
Contact your Managed Service Provider (MSP) and notify them of your moving date. Where possible, inform your MSPs at least 2-3 months in advance,
Write out a check-list of things you will need to do before the move, things you need to bring along for the move, and things you will need when setting up your new office
#2: Review your existing infrastructure
It's the same as moving house. When you move house, it is very likely people will declutter and downsize their belongings!
Similarly, relocating office is a great time to start fresh with newer, upgraded equipment. BUT don't get too excited yet for a new work laptop - they crucial thing is to understand what your organisation currently has, and identify equipment that is no longer necessary or needed to purchases. The right plan coupled with knowledge of your systems could even mean your systems and networks are up and running even before you move in! Which only means one important thing for your business - no downtime!
So, when reviewing your current infrastructure, consider the following:
Inventory of all your IT/Network/Security equipment and consider whether it still fits your needs. Will it be necessary for the new office?
Create a list of any equipment that needs to be replaced or upgraded and procure the equipment as necessary.
Return any leased equipment that is no longer needed.
Properly dispose of any equipment that is no longer needed.
#3: Prepare your site visit checklist
Arranging a site visit is essential for a seamless move and preparing a list of things to check is the ideal way.
What are your organisation’s communications requirements? The new office might not have the installed cabling and infrastructure to support your needs. Consider what is required so any workarounds or upgrades to the new office can be planned.
Contact your MSP and review the configuration plan of the new office. Ensure there are ideal locations for workstations, power points, Wi-Fi access points and network cabling.
Examine the ideal locations for any hardware such as routers, printers etc.
Confirm whether the minimum requirements for the server room can be met (electrical, cooling, dimensions, and security).
Check with your MSP to make sure you can get a new internet/telephony connection in there in timely manner
#4: Consider your communication options
Ensure that you research the right phone system and service contract based on your organisation’s needs. Or seek advise from your MSP.
Consider what any growth or expansion you expect in the next 5 years; this will help determine whether you should consider a new business phone system for your new office location.
Set up call forwarding if you’re changing your office numbers
Determine the type of internet access required for the new office
Investigate what type of phone system is best for your office (i,e, VoIP, etc.)
#5: Protect your data
This goes without saying and should be done regularly even if you are not moving office - but remember that it is essential to regularly backup and protect your files and data!
Make several backup copies of all systems and store copies where they will not be affected by the move.
Ensure full recovery is possible so that, if something does go wrong, you’ll still be able to access all your company’s important data.
#6: Prepare for the move and test the new office
Transporting your office’s technology equipment is not as easy as you may think. It requires special handling, expertise, and transit protection. We strongly recommend you to let your MSP arrange the actual move of this.
Verify all wiring and data cables are labeled correctly and to which piece of equipment it belongs. At the new office, verify all cabling, equipment, and phones are in the right place.
Transport copies of your data backup to the new location separate from the main system and each other.
Test to see whether the call forwarding from the old number is working and being forwarded to the correct phone
Test all features of the phone system
Test internet connection and test incoming/outgoing emails
Test each network connection
Following the items in this list can help alleviate the stress of moving office.