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IT and Telecoms Guide to Moving Office

IT and Telecoms Relocation

Establishing an IT and telecoms infrastructure that is completely ready to go on the first day in your new office is one of the most important goals of any office relocation.

This guide is designed to help you ensure that this aim is achieved and that all your computer and communications technologies are transferred seamlessly in the context of your office space switch.


First things first…

An important early move to make when addressing your IT and telecoms issues ahead of an office move is to appoint a specific individual to oversee the planning processes involved. This person should be fully familiar with all the IT goings on across your organisation and they should have a direct line of communication with decision makers at the highest levels of your business.

Once appointed, your IT and telecoms transition leader will need to take responsibility for putting all necessary plans in place but also for having these plans and the budgets they entail given the go-ahead by management.

Shifting an organisation’s entire IT and telecoms setup from one location to another is never easy and can be an overwhelming task to take on. Third party IT transition specialists can help a lot in these circumstances and potentially make a big difference in ensuring your transition is successfully completed.

What to do in the early phases of the process:

  • Assign key tasks to suitably qualified and experienced individuals
  • Determine whether there are any relevant skills gaps within your workforce
  • Visit the offices you’re moving to and get a sense of what the IT challenges there will be
  • Map out a plan of action for making the switch to your new office and asses its viability


Audit your equipment

Another important step to take as you approach the challenge of switching your IT and telecoms to a new office is to audit all the equipment you have at your current office. The aim should be to assess what you have but also what’s in use – with a view to disposing of any equipment for which your company no longer has any real use.

Equipment to be counted as part of the audit could include:

  • Workstation computers
  • Printers
  • Switches and cabling hubs
  • Backup devices and data storage units of any sort
  • Physical servers

Suppliers who may need to know about your office relocation plans could include…

  • Your software suppliers
  • Your hardware suppliers
  • Your internet service providers
  • Providers of any backup storage services


Assessing your new location

Getting to know the layout and particular features of your new office is crucial from an IT and telecoms perspective in the context of a relocation. The aim should always be to equip yourself and your team with as much detail as possible about what awaits you at this new location.

It could be that you will be able to gain access to your destination site a certain number of days or weeks in advance of your official arrival date and if this is the case then you should be poised to take full advantage of that extra time. 

You should take your entire IT and telecoms transition team with you to visit the destination site if possible and assess with precision what can be replicated at the new site and what will need to change.

Key focus points should include the issue of where your servers will be stored, where your cabling will run and whether all your plans for equipment positioning match up to the plug sockets available.


IT really matters

It would be difficult to overstate the importance of having fully functioning and fit for purpose IT and telecoms at virtually any contemporary place of work and for businesses it is very often a fundamental ingredient in being competitive and successful. 

Therefore, the transition of IT and telecoms systems needs to be regarded as a high priority for any company switching from one office to another. Downtime must be kept to an absolute minimum and avoided entirely if at all possible.


Seizing the opportunities

Successfully establishing your IT and telecoms infrastructure at your new base of operations gives your business every chance of making a great start at your new location and provides a strong platform for excellent performance going forward.

The office transition process though should also be seen as a good opportunity to reassess and upgrade the technologies that the members of your workforce use and rely upon.

TIP - There could be significant sums of money to be saved and all manner of operational improvements that could be made if you can successfully not only transition your IT and telecoms setup but also upgrade it at the same time.


Contingency planning

As with so much else involved in the process of switching a company and its employees from one office to another, the success or failure of an IT and telecoms relocation is determined in large part by the effectiveness of your pre-move planning efforts.

With diligent and careful planning there is every reason to expect that your transition will go more or less as intended but it is important as well to make contingency plans in case certain elements go awry and serious difficulties emerge.

Here are some worthwhile focus points when it comes to IT and telecoms transition contingency planning:

  • Envisage and plan for the worst case scenario
  • Draw up you plans as early on as possible
  • Make sure you have all the man power you might need on the day of your office move
  • Consider as many potential risk factors as possible ahead of your move
  • Think about where your staff could work from if they cannot work at your new office for any length of time

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