IT Office Relocation Guide | Move your IT equipment easily

July 16, 2024

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. At Ingenio Technologies, we specialise in providing comprehensive IT office relocation services to ensure a seamless transition. In this guide, we’ll cover essential steps and considerations to help you move your IT equipment efficiently and effectively.

Creating an 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.

Example: 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.

Example: 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.

Example: Using Ingenio’s 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: Ingenio Technologies can help coordinate with your telecom providers and ensure a seamless transition with minimal downtime. They 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 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

Ingenio Technologies offers 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 Ingenio’s Remote Hands Services in Action

UK: Tech Startup’s Move to Brighton

A tech startup based in London needed to relocate to Brighton to expand its operations and access new talent. Ingenio Technologies 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.

USA: Financial Services Firm’s Office Move in London

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, Ingenio Technologies provided comprehensive 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 Like Ingenio Technologies

Doing It Yourself

Pros:
- Lower initial costs.
- Direct control over the process.
Cons:
- Higher risk of errors and downtime.
- Potential for significant operational disruption if issues arise.

Employing an MSP

Pros:
- Expert handling and minimal risk.
- Comprehensive planning and execution.
- Reduced downtime and seamless transition.
Cons:
- Higher initial costs, offset by reduced risk and downtime.

Ingenio Technologies’ IT Office Relocation Services

At Ingenio Technologies, we offer a range of IT office relocation services designed to meet your specific needs. Our services include:

Comprehensive Planning: Detailed assessment and planning to ensure all aspects of the move are covered.
Safe Transportation: Secure packing and transportation of all IT equipment.
Professional Setup: Installation and configuration of all systems in the new office.
Ongoing Support: Post-move support to address any issues and ensure everything runs smoothly.
Skilled infrastructure engineers: Whether it’s remote hands or you want end to end reconfiguration, we have highly skilled IT engineers to complete the successful move.

FAQ: Common Assumptions and Realities of IT Office Relocation

What are the common assumptions about IT office relocation?

Many people assume that an office relocation involves merely packing hardware and moving to a new office. However, a successful IT office relocation requires meticulous planning, including a detailed office move guide, checking the current infrastructure, and preparing a comprehensive relocation checklist to ensure a smooth transition.

How important is it to hire experts for an office move?

Hiring experts is crucial for a successful office relocation. Professionals with the right expertise can manage the entire process, from inventorying hardware to addressing network infrastructure concerns. They can also recommend the best relocation services to ensure that all aspects of the new office setup are covered.

What should be included in an office relocation checklist?

An effective relocation checklist should include a detailed list of tasks such as inventory management, server backup, and cable labelling. It should also cover logistics planning, coordination with service providers, and the scheduling of cybersecurity measures for the new space.

How can we ensure a smooth transition of IT infrastructure during a move?

To ensure a smooth transition, back up all critical data and systems. Consider setting up remote IT support to assist during the move, and communicating clearly with staff regarding the move is the perfect timing. Detailed planning of installation and setup at the new office is also critical.

What role does labelling play in an office move?

Proper labelling is essential for seamless office relocation. Each piece of hardware and each cable should be clearly marked.

Conclusion

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. Ingenio Technologies is 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.