Moving your office: things to remember

Moving boxesRelocating a business can be stressful. To avoid losing time and money, every aspect needs to be meticulously planned and organised in advance. When you’ve taken care of the removal company, notified your customers and completed the necessary paperwork, you’ll have to face the biggest headache of them all: relocating your IT systems. Here at Saqqara, we’ve helped a number of clients to relocate their office space, and we’d like to share the benefit of our experience with you. Here are the essential things to consider when planning the move.

Use the opportunity to upgrade
Moving your office is the perfect time to re-evaluate your equipment and identify anything that needs replacing. That way, as well as enjoying the benefits of a new and improved network, you avoid the cost and hassle of transporting anything unnecessary. Old or broken kit can be disposed of prior to the move, and the replacement equipment can be delivered straight to the new address. It can therefore be ready to use before you move in. Equally, now might be a good time to consider whether your business is in need of a new phone system. If you’re going to be expanding over the next few years, you might want to consider switching to a software-based communication system. You can read more about the benefits in this article.

Is your new space suitable for your needs?
Before signing that new lease, double-check that your new office space is appropriate for your IT infrastructure. There might be a lovely view from the corner office, but is the server room large enough? Is it air-conditioned? Is it secure? Does the building have the communications infrastructure your business needs? Talk to us at Saqqara IT before committing to the new location.

Does anything need to be added beforehand?
Your new office might not have the necessary phone lines, power outlets and CAT 6 cabling to meet your requirements. If this is the case, there’s no need to panic. If you plan ahead, your IT provider can install the necessary cabling and get the space ready for your network – but remember, this is a much easier job in an empty office, so it needs to be organised well ahead of moving day.

Arrange a site visit with your IT provider
A preliminary visit to the site will tell us everything we need to know about the new space. We can assess the existing infrastructure, verify that everything works and decide what, if anything, needs to be added. At this point we can also plan the layout of the new office, deciding on the best locations for workstations, printers and routers.

Have you backed up your data?
Physically moving servers from one location to another comes with risks. Your equipment may be insured against damage, but what about the data contained within it? It’s important to back up everything you can before the day of the move, ensuring that a full recovery will be possible if anything goes wrong. Talk to your IT provider about the necessary steps required to safeguard against the worst case scenario.

Dismantle everything safely and sensibly
When a business decides to relocate, it is likely that all employees, regardless of their technical knowledge, will be lending a hand. This ‘all hands on deck’ approach may be cost-effective and time-efficient, but it comes with its own set of risks. It’s important that all of your staff are trained in how to shut down and dismantle the equipment safely, avoiding any damage to your kit. It is also imperative that components are labelled and packaged sensibly to save time at the other end.  Alternatively, we can do this all for you, meaning your staff can get on with more important things.

Test your new network thoroughly
It’s a good idea to have your IT provider on-site before your staff move in. They can set up your network again and ensure that everything’s working properly, as well as provision for any last-minute changes. We’ll assess everything from the internet connection to the new phone system and servers. We’ll double-check that the data migration has gone smoothly and ensure that every machine has a good network connection speed. If anything isn’t working as it should, we’ll be there to put it right. That way you can get on with enjoying your new office space!

Talk to Saqqara IT
Contact us today to see how we can help make your office move go as smoothly as possible. We can also help with internal relocation – installing new machines or changing the layout of an existing office space.

0330 223 2949