Your Ultimate Office move checklist for your IT Infrastructure

Are you a business in the Ipswich, Felixstowe and the surrounding Suffolk region that’s on the move? Get yourself ready with the ultimate Office move checklist for your IT infrastructure! Ipswich based IT experts Corbel have been involved in many office moves for our customers in our 30 years of trading and this blog presents in straightforward language, some of the things that you need to consider before, during and after an IT relocation as part of an office move.

Stage 1 – Creating Your IT Infrastructure Move Checklist

Begin by clearly defining your business goals for the relocation as this foresight will save you a pain in the future and guarantee that things run smoothly. Utilise Microsoft 365 OneNote to document all of your initial ideas, including details like your budget, desired location(s), and the date you’d like to be moved in by.  This can be shared effortlessly with your management team so you can all actively work together and collaborate your thoughts and ideas.

Microsoft Planner could be utilised to oversee all tasks and very neatly keeps you updated as tasks progress.

Allocate a reasonable a timeframe to conduct your initial research, run ideas by your team, and then settle on a list of features that your ideal office will have. You’ll want to allow a minimum of a few months after this to explore and compare your options before making the ultimate choice. 

Stage 2  – Plan Plan and Plan some more…..

The value of strategic planning can never be underestimated. The correct planning not only saves you invaluable time but also ensures a seamless experience.

When it comes to relocating IT equipment, the checklist of considerations is extensive. As IT Infrastructure is essential to the running of most businesses, it’s crucial that you take special steps to care for this equipment as part of your relocation.

It may appear like we’re declaring the obvious but, discovering that your data rack won’t fit in the lift at 2am can seem like a disaster. Such predicaments are entirely preventable with something as simple as a tape measure.

It is seemingly minor oversights like this that can lead to considerable delays to your timeline and can be the cause of unexpected downtime.  It can be the distinction between a successful, well executed IT relocation and having to justify to users, clients, and stakeholders why they were denied access to critical systems and services.

If you’re tasked with managing an office or server move, the team at Ipswich based Corbel can assist you with every element of your relocation around your IT Infrastructure and so much more. We can help ensure your status as the hero of the day rather than villain of the piece!

Another crucial aspect of the planning stage is to establish deadlines for key points in your office relocation journey.  Tasks that you will want to consider in the initial planning phase are:

• Scheduling a complimentary site assessment with an IT professional or your IT Solutions provider for both your current and future locations. This evaluation should include measurements of entry and exit routes for your key infrastructure items.
• Reaching out to your utility providers to arrange a survey, ensuring that vital services like power and connectivity are set up promptly. If you have a leased line connection a new provision can be up to 90 working days, so ensure you take care of this element as early in the process as possible. Consider your options: transferring your existing line, which may cause some interruptions, or installing a new line that can be thoroughly tested beforehand, minimising disruptions.
• Confirming the availability of key personnel, including your IT Support Partner, for your intended move dates.
• Consulting with your main stakeholders to identify any significant business events during your proposed timeframe, ensuring it’s the optimal period for the relocation.
• Evaluating whether your selected date reduces potential downtime to the least.

Stage 3 – Next Steps – All things IT

While this list isn’t exhaustive, it outlines the primary components of your IT infrastructure to consider.

An office relocation presents an excellent opportunity to evaluate and possibly upgrade your IT setup. It’s the perfect time to ensure that your technology not only supports but enhances your business processes and maintains the security of your critical data, all while boosting efficiency.

Telephony, Cabling and Internet Access

These elements are crucial in maintaining the impression of ‘business as usual’ to the outside world during your move.

• Have all essential services and connections been installed and tested before the move?
• Is there a plan to reroute PSTN, digital, and/or mobile communications to avoid disruptions?

Taking these steps will help ensure that your IT infrastructure remains robust and responsive throughout the transition, supporting your business continuity with minimal impact.

Server Room

Relocating a home is one thing but moving your IT infrastructure is an entirely different endeavour that requires meticulous planning to mitigate risks and prepare for all possible scenarios.

• Has the structured cabling been set up and tested before the move?
• Is their enough space to accommodate your existing IT?
• Do you need provision for future expansion?
• Are the power supplies sufficient and appropriately located?
• Does the cooling system align with industry best practices?
• How secure is the new IT environment?
• Are you transferring your existing racks, or is it time for an upgrade?
• Do you have a reliable IT partner to build and configure your new racks?
• Do you require a diagram of your new rack so everything is in the right place?

Server Infrastructure

If you haven’t transitioned to the cloud, you’ll need to think about:

• The safety of transporting your servers
• A robust data backup strategy
• Whether now is the time to implement new technologies
• The environmental suitability of your new location
• Heating and Cooling requirements to protect your hardware
• A solid contingency plan for unforeseen issues
• Safeguarding your essential data
• Preparing for unexpected challenges
• Communicate to your business any downtime and implement a communication plan over the moving window so all stakeholders are updated.

Back-up

• Ensure back-up of your vital data is up to date.
• Thoroughly test the backup to ensure clarity on the recovery timeframe, should there be a need to restore data urgently.

Cabling

• Decide whether to utilise existing patch leads or invest in new ones.
• Consider removing any obsolete or unnecessary cabling from both your old and new offices.
• Take this chance to collaborate with your IT Support Provider to colour code and label your patch leads to make on-going support easier.

Wi-Fi

• Decide if you’ll be transitioning your current Wi-Fi setup or investing in a new system
• Schedule a site survey to confirm comprehensive coverage
• Implement security protocols for guest Wi-Fi access to safeguard data

Phone Systems

If you are not already using Cloud Telephony now would be a good time to consider as it offers flexibility, supports remote work, and enhances disaster recovery plans.

• Plan ahead to ensure your phone systems and internet services are operational on or before your relocation date. Whether you’re changing providers or are staying with your existing one, you need to ensure connectivity isn’t lost in the shift between offices. Proactively troubleshoot to prevent any issues on the big day.

• If you are moving within the area covered by your existing Openreach exchange, you should be able to keep your existing telephone number. If you have a 0800 or 0845 number you can also move these wherever you move in the UK. If you have to change your number, it is feasible to have your old number redirected to your new one at an additional cost.

PC’s

• Determine the number of devices/users to be relocated
• Ensure each team member’s equipment is clearly marked
• Develop a detailed floor plan for the new workspace
• Verify the availability of adequate power and network ports for all users
• Integrate network ports and power sources into the office layout, positioning them near the office furniture for convenience

Printers and Copiers

• Designate specific locations for office printers
• Ensure you have a ready supply of toner and paper, and know their storage locations
• If your copiers are under a lease agreement, secure authorisation from the leasing company for the relocation

Support Arrangements

Document key IT and Partner contacts, including their after-hours availability, to ensure support is accessible whenever needed.

Decommissioning Strategy

• Collaborate with your IT Support Partner to plan the decommissioning process
• Verify the procedures for restoring your previous workspace to its original state

Sustainable Recycling

If you have unwanted IT equipment, there are simple ways you can sustainably and responsibly recycle these items.

• Leverage the office move as an opportunity to declutter and discard unnecessary files, furniture, and outdated IT equipment
• As you dispose of obsolete equipment, partner with your IT Solutions provider to secure a destruction certificate, confirming compliance with the Data Protection Act

It’s often the seemingly minor issues that can cause disruptions in your relocation projects, potentially affecting your timeline and in severe cases, leading to unexpected server downtime. Proactive planning and clear communication, beginning with a comprehensive IT infrastructure move checklist are key to a successful IT relocation and avoiding the need to explain system access issues to users and stakeholders.

Consider your external messaging and marketing around your move, this typically generates a positive buzz that can have a beneficial impact on your business.

Moving offices can innovate the way you do business and this blog should help and give you some food for thought on where to start, but it is always recommended to engage with the experts such as Corbel Solutions based in Ipswich to work with you and your team to ensure a smooth transition.

Based in Ipswich, Corbel Solutions are a proactive IT Support partner working throughout Felixstowe, Woodbridge, Stowmarket, Newmarket and the surrounding Suffolk area. Providing a range of services including Business IT Support, Cyber Security Training, Office 365 Support and IT Consultancy, Corbel work with a wide range of Suffolk businesses, check out our Google Review page here to see what they have said. For more information or to have a chat with one of our team members, feel free to give us a call on 01473 241515 or email us on info@corbel.co.uk. Or you can book an online appointment here.