Office relocation is a complex undertaking. Cost is a major consideration, but of even greater importance is planning and executing a move with minimal disruption to your business operations. Let’s zero in on one of the most critical components of relocation: IT infrastructure.
Without careful and comprehensive planning, an IT office move can result in costly downtime and lost productivity. Expert guidance can help avoid common pitfalls such as insufficient time for ISP build-outs and issues at the new location, including incompatible networking equipment, insufficient network capacity, inadequate power supply, and missing components or cables. Read through this guide to set your IT relocation plan on the fast track to success.
Creating a detailed IT relocation plan and timeline
The first step in drafting an achievable relocation plan is to set a realistic office move timeline. Kickoff should be at least three months before the move. Set the date, establish your budget, then take these proactive steps:
- Schedule a comprehensive inventory of all IT assets.
- Establish IT relocation teams dedicated to handling such specifics as hardware logistics, software and data migration, ISP coordination, server room requirements, and troubleshooting during the transition.
- Create a network diagram of your existing and future setup, server migration strategies, and contingency plans for every system critical to your daily operations.
- Use a secure, shareable spreadsheet to track budgets, deadlines, and tasks.
Once your timeline is outlined, plan to contact all your technology vendors, carriers, and internet service providers at least two months in advance to inform them of your move date.
How can I create an effective IT checklist for moving to a new office?
With the above tasks complete, you will have the data and details to create an effective IT checklist. The key points to include are factors that comprise the overall relocation plan, assessment and inventory of your existing IT, a thorough review of your cabling and telecommunication requirements, preparation of the new office workspace, backing up and securing critical data during the move, and post-move testing to minimize disruption.
For an IT move project plan to be successful, it must begin with auditing and documenting existing IT equipment and infrastructure. This includes laptops, desktop computers, monitors, keyboards, mice, and networking equipment. Printers, phones, and other physical devices that will be moved should also be included, as well as servers and software licenses. Be sure to include make and model, serial number, purchase date, and condition of each item, as well as configurations, to ensure efficient setup in the new location.
What measures should be taken to safeguard data during an office move?
Both physical and digital data require backup before a relocation. Digital data can be backed up using various methods, including cloud storage, USB drives, and hard drives. Best practices for securing critical data during a move call for creating multiple backups. A common method is the “3-2-1” rule: have three copies (one original and two backups), store the backups on two different media, and keep one copy off-site. During the physical move, store backups separately from your IT equipment.
You’ll also want to develop a post-move IT checklist. Establish a team to test the new location’s data migration and network capability, equipment, cabling, phone systems, website, internet and intranet, email, and any other systems your teams rely on.
The benefits of engaging professional IT services for office relocations
When planning an office move involving complex IT relocation, there’s a cost-cutting and time-saving step you may not have considered. Rather than segmenting your needs with various providers—such as bringing in a project management or logistics company to oversee your plans, hiring a cabling specialist, and then a moving company to break down and transport your furniture and equipment—you can explore the option of hiring one highly experienced and knowledgeable relocation company to handle your move, including safe and secure IT relocation, from end to end.
Evaluate how potential providers’ services align with your needs. JK Moving, for example, has a stellar reputation in office moves. It also has a specialized IT division, JK Technology Services, that can provide comprehensive services such as asset audits, rack design, cabling installation, and post-move testing. Consider your budget, the scope of your relocation needs, and the type of expertise that will best balance your team’s strengths to make the right decision for your move.