How to Handle Your Technology During an Office Move to Ensure it Stays Intact

How to Handle Your Technology During an Office Move to Ensure it Stays Intact

Any type of major move involves multiple moving parts and when you’re relocating your office, and several logistics to plan for. One of the biggest considerations is how to move your technology infrastructure.

Technology makes up the heart of most offices and is the component of your business operations that generally dictates whether you’re open for business or not. Your office usually won’t suffer costly downtime if you’re still moving furniture between offices, but if you can’t connect to your Wi-Fi or use your desktop computers, you’re basically closed for business.

Even planned downtime, like that during a move can be expensive, which makes planning a smooth and efficient technology move important. You want to ensure you can restart your IT infrastructure as soon as possible once your equipment is at the new location.

The average cost of planned downtime is AUD$2.2 million over an average of 224 minutes.

So how do you handle a technology move to ensure everything arrives intact and that minimizes downtime? We’ve got an IT office move checklist below that will help!

Checklist for Moving Your Office IT During a Relocation

Planning a smooth IT move can be made much less stressful if you plan it out well and follow a few comprehensive steps, outlined below.

1. Future Site Evaluation

Your first step is to evaluate your future site, the type of network cabling it may or may not already have installed, and the floor plan layout.

You want to map out exactly where your network infrastructure will go to best serve your office and to give you a roadmap of where everything will be taken when brought over to the new location.

If you’re planning to add a new video conferencing room or change how certain workflows are positioned (such as servers, printers, etc.) now is the time to map it out. If you wait until everything is already moved, you may be missing important components that will cause extended downtime and delay getting back up and running.

Other considerations when evaluating the location that you’ll be moving to are the technology service providers, such as your internet and phone providers, and when you’ll need to coordinate service transfer.

It’s important to do the future site evaluation as early as possible before the move, because you may find you’ll need additional outlets or cabling installed to support your desired IT layout.

2. Evaluate and Inventory Current Equipment

A move to a new location is a good time to also evaluate your current IT equipment and decide what is serving you well and what may need to be retired and upgraded.

You’ll be reinstalling your IT infrastructure in a new office and there’s no reason to spend time and money bringing equipment that you plan to upgrade in a few months anyhow.

You’ll also want to make a full inventory of all your IT equipment, including things like:

  • Computers
  • Printers
  • Servers
  • Network equipment (routers, switches, etc.)
  • Any cabling you’re bringing
  • Telephone/VoIP Equipment
  • Documentation (Disaster recovery guides, hardware warranties, etc.)

3. Backup All Data Before the Move

As good practice you should be backing up your data regularly anyhow, but you’ll also want to ensure all devices are backed up before you disconnect and pack your equipment for the move.

Anything can happen when equipment is being relocated and you don’t want to risk losing data that’s on a server or desktop computer that is accidentally damaged during the move.

4. Label Equipment for the Move

The goal is to reduce your overall downtime by getting equipment packed, moved, and set back up as fast as possible. Careful labeling of each component of your IT infrastructure can give you the best chance at a speedy restart after the move.

You’ll want to label every computer, server, printer, and other devices along with the cords that are connected to the device. This way, once items are unboxed, you’ll know exactly which cords go with which devices and your team won’t waste time trying to figure it out.

Another tip is to use a system for knowing where a box of equipment will be located. For example, if you box up your video projector and AV equipment that’s meant to go into your new conference room, tape on the top of the box a floor plan of the new office with a highlight over the room where the AV equipment should be taken.

This labeling system for all your equipment can ensure movers know exactly where to put the boxes, so they’re already in the right place when you go to reconnect everything.

5. Test All Your Equipment After the Move

After your IT equipment is connected at the new office, make sure you test everything thoroughly to ensure nothing has been damaged during the move and that the new network is working correctly.

It’s a good idea to get the help of your IT provider for disconnecting, reconnecting, and testing your equipment. They’ll test things (like network switches) that your team might not know how to check.

For Smooth IT Office Moves, Call GKM2!

Dealing with a relocation of your office can be made much less stressful by letting GKM2 take the IT relocation burden off your shoulders. We can ensure your equipment is properly disconnected and reconnected at the new office and help you map out an effective IT layout.

Contact us today to schedule help with your IT relocation. Call +61 2 9161 7171 or request a quote online.