Relocating your business can be a stressful time.
The number of businesses considering an office move is on the increase, factors that contribute to considering your location options can range from a change in working practices, such as the introduction of more hybrid working, to business expansion or looking for a more affordable option, with lease price hikes.
Assessing a new office for the right IT infrastructure and moving IT equipment like servers involves complex processes that require careful planning and execution. With so many different things to to coordinate, it can be easy to overlook a critical IT step.
But, as you can see from our video testimonial, it doesn't have to be that way.
Just a quick phone call to the CJAZ team and you'll be in safe hands for your office move. Simply call 020 3950 0360 and we'll be happy to help.
In the meantime, take a read of our blog, where we run through some of the things CJAZ implements to ensure your office move goes smoothly.
Arrange an onsite visit with CJAZ
By arranging an on-site visit from CJAZ we will be able to assess your network cabling requirements and also contacting all the carriers – ISP and technology vendors to inform them of your move date. This will help to keep your communication live and open throughout your office move.
Evaluating your IT equipment
Evaluating your IT equipment is an essential step in preparing for an office move. It's crucial to consider whether your existing equipment meets your needs in the new office or if you need to order any upgrades. For example, if you're moving to a larger office, you may need to add more computers, printers, and networking equipment. Conversely, if you're downsizing, you may need to dispose of or repurpose some of your existing equipment. Additionally, if you lease any IT equipment, you'll need to determine whether it needs to be returned or relocated to your new office. By evaluating your IT equipment needs early on, you can avoid any last-minute equipment shortages or delays in your office move. There are several ways that CJAZ can help with evaluation your new IT equipment needs:
Providing an inventory of all IT equipment
Recommend which equipment needs replacing or upgrading
Order any new equipment or complete the upgrades for you
Return any leased equipment
Properly dispose of any old or broken equipment
Evaluate Server room requirements
Assessing your communication needs
This is crucial to ensure that your office move doesn't disrupt your business operations. When assessing your communication needs, consider the number of phone lines required, the placement of Ethernet cables and network switches, and the availability of power outlets. You'll also need to determine the number and location of wireless access points to provide adequate coverage for your employees. This will help you plan for the necessary equipment, such as routers, switches, and wiring, to ensure that everything is installed and operational before move-in day.
A thorough assessment of your communication requirements will also help you negotiate with service providers to ensure you're getting the best deals on phone and internet services.
The CJAZ team will assess the following criteria ahead of your office move:
Check how many phonelines you'll need
How many Cat cables do you need?
How many power outlet do you have?
Prepare Your Site Visit Checklist
A site visit is an essential part of the office move process, especially when it comes to IT considerations. Create a site visit checklist to ensure that your IT infrastructure requirements are met. Some key items to consider include the power and cooling systems, the layout of the office, and the placement of networking equipment.
By taking CJAZ on your site visit we can help you to:
Review your new office layout to make sure it works.
Advise the best locations for workstations
Advise the best positions for printers scanners and routers.
Confirm whether the server requirements are adequate or whether we need to consider alternatives.
Consider Your Telecommunications Options
When moving to a new office, it’s critical to consider your telecommunications options carefully. This includes reviewing available phone and internet service providers, negotiating contracts, and ensuring that all equipment is properly installed and configured. Don't forget to test your new telecommunications systems before the move to ensure that they’re fully functional. CJAZ will help you by:
Reviewing the phoneline capacity
Advising the best phoneline system – (VOIP, PBX etc)
Set up forwarding
Establish and order the internet access for your new location.
Protecting Your Data
Protecting your data is a top priority during an office move. Consider engaging a professional IT service provider to manage data backup, transfer, and recovery. Ensure that all data is backed up before moving and that appropriate security measures are in place to protect it during the move. CJAZ help protect your crucial business data by:
Making several backups of your data
Storing copies where they wont be affected by the move.
Ensuring recovery strategy is in place is required.
Confirm server requirements are adequate.
Prepare for Move Day
Moving day can be chaotic, but with proper planning, you can ensure that your IT equipment is moved safely and efficiently. Work with your IT service provider to pack and transport all IT equipment and accessories properly. Make sure to label everything carefully, and create an inventory list to ensure that nothing is lost or damaged during the move.
After all the planning and preparation, you'll be grateful of all the little tips an experienced MSP can provide. CJAZ have helped relocate hundreds of small businesses, when it comes to your moving date, here are some of the considerations you'll need to be thinking about.
Backups
Packing up equipment and labelling cables.
Disconnection of old equipment.
Correct shutdown procedures for servers etc.
Set up cabling and installation.
Coordinating the various providers.
Test Your New Office's Network
Once you’ve moved to your new office, it’s essential to test your network thoroughly. This includes testing internet connectivity, network speed, and wireless access points. Check that all devices are correctly configured and that they’re working correctly. If any issues arise, address them promptly to avoid disruptions to your business operations.
Verifying cabling and check networks
Checking individual phonelines
Call forwarding
Check incoming and outgoing emails
Check website, intranet and extranet
Test each network connection
Office Move IT Checklist - FREE download!
An office move is a significant undertaking, but with proper planning and execution, it can be a smooth process.
To help you stay on track during your office move, we’ve created a comprehensive IT checklist that covers everything from assessing your communication requirements to testing your new office’s network.
Download now to ensure that your move is a success.
For complete peace of mind and to ensure minimal disruption and no data loss - call CJAZ today on 020 3950 0360.