Rodi Moving & Storage Miami 9385 NW 101 St. Miami, FL 33178 305.863.9005
While technology makes our work life easier, it makes moving the office to a new location more complex. First, you need to move the furniture to the new office and move the IT infrastructure. Timing also is critical because you want as little downtime as possible. Here’s a checklist to help with the move.
As soon as you know you’ll be relocating, begin to plan the move. If possible, schedule a time when your IT department or the company that handles your IT needs can tour the proposed space before signing a lease or purchase contract. If not, have IT tour the space as soon as possible after the paperwork is completed.
IT can help you determine what Internet options are available in your new space (cable or fiber optics, for example) and what you may need to do to access it, including the cost. For example, some buildings may require that you install fiber.
IT also can contact Internet and phone service providers and set up the installation.
Check Your Equipment
An office move provides an excellent opportunity to inventory your equipment to see whether it still meets your company’s needs. For example, you might weigh the costs of moving that vs. converting to a VOIP system if using an analog phone system. You may also want to look at the speed of your equipment; if it’s slowing down, it may be worth considering starting in the new space with modern and faster equipment.
Once you’ve decided what equipment or peripherals and connections you will move or acquire, work with IT to determine where to place it in the new office. Find the best locations for jacks, workstations, and cabling points. Be sure the server room meets the necessary security, cooling, electrical, and size requirements.
Develop a Downtime Plan
Depending upon your office’s work schedule, you may be able to schedule the move to avoid the potential of downtime. However, for some offices, you may need to purchase or lease redundant software and hardware so that you can operate while the IT equipment is being moved and set up in your new space.
Keep System Secure
Your data is critically important to your company and its customers. Put processes in place to ensure all data is backed up entirely and stored off premises away from the move. Use movers experienced in moving technology to ensure that full data recovery is possible if something goes wrong.
An office move is also an excellent time to find ways to improve your network security procedures and processes. First, make a list of employees and their current access rights and update it as needed. For example, require complex passwords that change frequently. Then, inventory current practices and determine what tools you need to improve them.
On Moving Day
Verify that all wiring and cables clearly say which piece of equipment they match. Have your IT department or provider available to help fix any network connectivity issues. Test all phone and email features to be sure they work. Ensure calls are forwarded from the new office to the old one.
When moving your office, timing is crucial. However, the help you get for the move is even more essential. We can help; contact us for a free quote.