The office IT infrastructure is the lifeline of your business. Relocating it is a complicated task and one that should never be executed without the help of IT specialists. After all, the IT infrastructure houses your business’ most valuable data and information, and failing to relocate it properly can result in costly interruptions or service failures.
To ensure the secure and effective transportation of your IT infrastructure so your business can get back up and running within the dedicated timeframe and to avoid unnecessary downtime, these are the steps you’ll want to execute:
Start The Planning Process Now
The key to any successful move is proper and ample planning. Considering your IT infrastructure is the foundation of your business and that many processes require significant lead times for installation, it’s imperative to start planning its relocation as soon as possible. Start the planning process by scheduling an on-site visit/meeting with your IT specialist at the new office location. This will allow them to gather valuable information with regards to network cabling requirements so they can start creating a realistic plan moving forward.
Additionally, you’ll want to contact all carriers, service providers and technology vendors to inform them of your relocation date.
Analyze the Communication Requirements
In addition to viewing the network cabling requirements, you’ll also want to ensure that the new office location has the requirements needed for all technical aspects of your business, such as phone lines, power outlets, types of cabling, etc.
If the new location uses different requirements than your current location, you’ll need to evaluate the cost of changing your current communication requirements vs. the cost of updating your new office location. Then, you’ll need to make those necessary changes prior to the move-in date to avoid unexpected delays.
It’s also imperative to consider the location of cabling and outlets with the anticipated location of workstations prior to moving date. This will allow you to make any changes to your pre-planned layout prior to the new location being filled with furniture.
Evaluate and Update Office Equipment
The IT side of your business extends well beyond the digital network. In fact, the type of office equipment used is a huge component and one that should be evaluated prior to relocating your IT infrastructure as a whole. As such, it’s recommended that you record inventory on all equipment along with detailed notes regarding its condition and requirements. You may also find that some IT equipment is leased and needs to be returned or renewed for the future location.
Additionally, an office relocation is an excellent time to update your equipment if need be. Doing so now provides you with the benefit of having the new network up and running prior to the move-in date to avoid any disruptions in service.
Set Up Your Telecommunication Services
To avoid disruption in your services, you’ll need to set up proper telecommunication services. Fortunately, this task is one of the easier ones, as it can be done simply by contacting your service providers. They will be able to reroute communications and provide you with alternative options on how calls will be handled during your office relocation.
However, the daunting part of this task is that you’ll need to take inventory of your communication devices to ensure proper setup in the new location. This includes a list of smartphones and other mobile devices, computer system soft-phones, handsets, headsets, and telecoms.
Backup Your Data
Lastly, it’s crucial to take extra precautions to protect your data. While it’s highly unlikely that all data will be lost during an office relocation, especially if it’s done properly, there is always the risk of damage to equipment. So, it’s significantly better to be prepared for the worst-case scenario than arrive at your new office location without any of the vital data to your business operations.
Make various backup copies of all data systems, including servers and firewalls. Store the copies in different areas that will not be affected by the move, such as your home office or in a vault storage locker.
Relocating the IT infrastructure often requires long lead times for installation, along with complex tasks that require an IT specialist to complete. So, whether you have an in-house IT specialist or will be hiring professional services outside of your business, it’s imperative to start the planning process as soon as possible to ensure a secure and effective relocation with minimal interruptions in your services.