How to move your IT equipment easily during an office move
Relocating your office is an exciting milestone, but it can also be a daunting task, especially when it comes to moving your IT infrastructure. Proper planning and execution are crucial to avoid operational disruptions and financial setbacks.
In this guide, we’ll cover essential steps and considerations to help you move your IT equipment efficiently and effectively.
IT office relocation checklist
A well-structured checklist is the cornerstone of a successful IT office move. Here’s a comprehensive checklist to guide you through the process:
Inventory all IT equipment
Begin by cataloguing all servers, PCs, VoIP phones, printers, dashboards, and other IT assets. Use an asset management tool to record details such as:
- Serial numbers: Essential for tracking and warranty claims
- Purchase dates: Helps determine the age and depreciation of the equipment
- Current locations: Useful for planning the move and ensuring nothing is left behind
Tip: Using Ingenio’s Lightbulb Portal, you can easily manage and track all your IT assets, ensuring everything is accounted for during the move.
Evaluate current IT infrastructure
Assess the condition and suitability of your current IT equipment for the new office environment. Consider the following:
- Age and warranty status: Check if the equipment is still under warranty or approaching its end of life
- Performance and reliability: Determine if the equipment is barely functioning or if it’s reliable enough to be moved without risk
- Upgrade opportunities: Moving offices can be an ideal time to upgrade old hardware and software
Tip: If your servers are more than five years old, it might be more cost-effective to upgrade to newer models rather than risking a failure during the move.
Plan the new office layout
Design the IT setup in the new location, considering space, power outlets, WiFi placement, and cabling requirements. Think about:
- Space requirements: Ensure there is adequate space for all equipment, including ventilation for servers.
- Power outlets: Check the number and placement of power outlets. You might need additional power strips or UPS systems.
- WiFi coverage: Plan the placement of WiFi routers to ensure strong coverage, especially in meeting rooms and high-usage areas.
- Cabling: Plan for structured cabling to avoid messy wires and ensure efficient connectivity.
Tip: Using our managed WiFi services, you can get a professionally designed WiFi network that ensures strong and reliable coverage throughout your new office.
Schedule the move
Coordinate the timing with your IT and telecom providers to minimise downtime. Consider:
- Peak business hours: Schedule the move outside of peak business hours to avoid disruptions
- Provider availability: Ensure that your IT and telecom providers are available on the moving day to assist with setup and troubleshooting
- Backup plans: Have a contingency plan in place in case of unexpected delays or issues
Example: We can help coordinate with your telecom providers and ensure a seamless transition with minimal downtime. We can also supply VoIP services.
Test equipment post-relocation
After the move, ensure all systems are functional and connected properly before resuming operations. Steps include:
- Power up all equipment: Check if all devices power on correctly and are not damaged during the move
- Network connectivity: Test the network connections for all devices, including internet access and internal network functionality
- Peripheral devices: Ensure all peripheral devices like printers and VoIP phones are connected and working properly
- Software functionality: Verify that all necessary software applications are functioning correctly and that there are no licensing issues
Key considerations for an IT office relocation
Servers
- Assess server needs: Determine if your current server setup meets your new office requirements
- Data security and backups: Conduct comprehensive backups and ensure data security during transit
- Physical relocation: Plan for the safe transportation of servers, considering environmental factors like temperature and static electricity
PCs and workstations
- Mapping workstation setups: Plan the layout and connectivity for all workstations
- Data migration: Ensure all user data and settings are transferred and configured correctly in the new location
VoIP phones
- Minimise downtime: Schedule the reconfiguration of VoIP systems to minimise disruption
- System configuration: Ensure the new setup is tested and operational before employees start work
Printers and multifunction devices
- Placement and connectivity: Decide on optimal locations for printers and ensure proper connectivity
- Driver reinstallation: Reinstall and test all necessary drivers and software
Dashboards and screens
- Reconfigure Display Settings: Ensure all dashboards are correctly mounted and connected
- System Functionality: Test all devices to confirm they are displaying the correct information
Ensuring seamless connectivity
Internet and network setup
- Broadband Service Selection: Choose a reliable provider and plan for installation well in advance. Contact your broadband supplier at least 75 days prior to the move to cancel or move the connectivity as agreed
- Network Infrastructure Setup: Install and configure routers, switches, and other network devices
WiFi configuration
Ensuring robust and reliable WiFi coverage is crucial for any modern office environment. Here’s how to effectively configure your WiFi network during an office relocation.
Conduct a WiFi survey - Identify optimal locations for access points:
- Heat mapping: Use WiFi heat mapping tools to visualise the signal strength across different areas of your office. This helps in identifying dead zones and areas with weak signals.
- Consider physical barriers: Take into account walls, floors, and furniture that can obstruct WiFi signals. Materials like concrete and metal can significantly reduce signal strength.
- User density: Identify areas with high user density, such as meeting rooms, conference areas, and break rooms, where stronger signals are needed.
Set Up Access Points Install and Configure All Necessary WiFi Equipment:
- Placement: Position access points (APs) in the identified optimal locations. Ceiling-mounted APs can often provide better coverage than wall-mounted ones.
- Channel planning: Configure APs to use non-overlapping channels to reduce interference. In dense office environments, using 5GHz bands can also help to minimise congestion.
- Power settings: Adjust the power settings of each AP to balance coverage and prevent signal overlap, which can cause interference and reduce network performance.
- Security: Implement strong security measures such as WPA3 encryption, and ensure that your network is segmented (e.g., separate guest and corporate networks) to protect sensitive business data.
- Network management: Use a centralised management system to monitor and manage your WiFi network. This allows for real-time adjustments and troubleshooting.
Remote hands services
We offer remote hands services, which is especially beneficial for companies with IT departments but no local IT personnel at satellite offices. We handle the careful relocation and setup of IT equipment, ensuring everything is connected and operational so your remote IT team can take over seamlessly.
Benefits of remote hands services
- Expert handling: Our experienced technicians ensure safe and secure transportation and setup of IT equipment.
- Immediate connectivity: We ensure all systems are online and functional, allowing your remote IT team to connect and configure remotely.
- Minimised downtime: Our services are designed to ensure minimal disruption to your business operations.
Examples of remote hands in action
A tech startup based in London needed to relocate to Brighton to expand its operations and access new talent. We provided comprehensive support throughout the move:
- Inventory and packing: Carefully inventoried and packed all IT equipment, ensuring secure and organised transportation to Brighton.
- On-site setup: Installed and configured all necessary IT infrastructure in the new Brighton office, including servers, workstations, and network devices.
- Connectivity testing: Ensured immediate network connectivity and functionality, allowing the startup’s remote IT team in London to perform final configurations seamlessly.
Outcome: The startup experienced minimal downtime, and their Brighton office was fully operational within a day of the move.
A financial services firm in Sussex with their head office in the USA required a move to a larger office space in London due to rapid growth. With a tight schedule and critical data security concerns, we provided remote hands services:
- Pre-move planning: Conducted a thorough pre-move assessment to identify equipment needs and potential challenges.
- Secure transportation: Ensured all sensitive equipment and data were securely packed and transported with no risk of damage or data breach.
- Office setup: Efficiently set up all IT infrastructure, including secure cabling, server room setup, and workstation configurations.
- Post-move support: Provided on-site support to address any immediate IT issues and ensured all systems were fully functional.
Outcome: The firm transitioned smoothly with no interruption to their financial services, maintaining their high standard of data security and client service.
DIY vs employing an MSP
Doing It yourself
- Lower initial costs
- Direct control over the process
- Potential for significant operational disruption if issues arise
- Higher risk of errors and downtime
Employing an MSP
- Expert handling and minimal risk
- Comprehensive planning and execution
- Reduce downtime and seamless transition
- Higher initial costs, offset by reduced risk and downtime
Our office relocation services
At Ingenio Technologies, we offer a range of IT office relocation services designed to meet your specific needs. Our services include:
Planning an office move?
Relocating your office IT infrastructure doesn’t have to be a stressful experience. With careful planning and the right support, you can ensure a seamless transition with minimal downtime. We're here to help you every step of the way. Contact us today to learn more about our IT office relocation services and how we can assist you.
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