Moving to a New Office IT Checklist
Moving to a new office is an exciting time for your company. However, any disruption in your business can be stressful. Therefore, all of your technology must be in place before you can begin operating out of your new space.
Follow these 10 steps to minimize your moving stress and ensure all technical systems are a “go” at the new office.
1. Review the Physical Space. Before you move, choose the locations for your PCs, printers, and other systems. Make note of any spaces that will require new outlet installations. Identify a dedicated 30 Amp circuit that only your servers will be plugged into, and ensure that you can keep this space cool.
2. Check the Cabling. The cabling standard in your new place should be CAT5, CAT5e, or CAT6, with network points clearly labeled. If you plan to run your network in Gigabit speeds, be sure you have a CAT5e or CAT6 minimum.
3. Evaluate Your Telephone System. Determine if your telephone system is flexible enough to grow as your business grows. Most phone system providers deliberately limit expandability in order to force you to replace your whole system. Identify if your system has the ability to make calls over the Internet. Although you may not use this service initially, cheap Internet calls will eventually become the norm, and you don’t want to have to pay to upgrade later.
4. Make a Must-Have List of Phone Features. To balance your costs, identify features you must-have versus those that you could live without. Check with your service provider to see which features come with additional costs. Here are some features for you to consider:
- Call transfer, conference and forwarding
- Hunt groups or Pick-up groups
- Auto attendant (press 1 for sales, 2 for billing, etc)
- Hold music
- Reporting & analytics
- Call recording
- Remote connection for mobile devices
5. Choose the Amount of Phone Lines. Before you order telephone service at your new office, decide how many calls you and your staff may need to make at the same time. Does each employee need his or her own line? This will vary based on the amount of work you do over-the-phone. Keep in mind that each additional line will carry an additional fee.
6. Set Up Call Redirection. If you are moving within your local area, you may be able to take your phone number with you. If not, divert callers automatically by setting up call redirection with your provider. Remember to make contact information changes on your website and stationery as well.
7. Choose Your Connection Type. Today, the most common types are T1, Cable, and Fiber Optic. Your phone lines and data lines might be on different types of connections, or they might be on the same connection. Each one has different speeds and prices and are provided by a variety of companies. The one you select will depend on what service is available in your area, how much bandwidth you need, and what your budget is. Talk to a ConnectOn VCIO to determine which connection type will best suit your needs.
8. Check Your Timing. Allow for at least two weeks for your new services to be installed and running properly. You don’t want to be moved in to your new office space and unable to work.
9. Redirect Your Email. When you change your broadband connection to your new office, your MX records will need to be updated. This can take up to 48 hours to take effect, so to be safe, request the update on a Friday afternoon and everything should be fine by Monday morning. If you need help, contact a ConnectOn VCIO for assistance.
10. Pack & Move. Back up your systems before you move anything. Label everything so it can be slotted into the proper place with the correct connections. Today’s systems are much less robust than systems of the past, so the actual move shouldn’t be too bad. Ensure you take proper care in packing your technology safely.
The most important part of moving to a new office is organization. If you plan ahead with your technical service providers, your move should go smoothly.