Moving to a new office involves much more than packing desks and furniture. Your computers, internet connection, network infrastructure, phones, Wi-Fi, security systems and other technology all need to be ready when employees arrive.
Without proper planning, an office relocation can lead to unexpected downtime, connectivity problems and delays that affect your entire business.
A detailed office move IT checklist can help your organization identify technology requirements early, coordinate installation schedules, and make the transition to your new location as seamless as possible.
Whether you’re relocating an existing office, expanding into a larger space or opening a new location, here are the technology considerations you should address before moving day.
1. Assess Your Current IT Environment
Before planning the technology for your new office, take inventory of what you currently have.
Review your:
- Computers, monitors and docking stations
- Servers and network equipment
- Firewalls, switches and routers
- Wireless access points
- Business phone systems
- Printers and other connected devices
- Software and cloud services
- Backup systems
- Video surveillance equipment
- Access control systems
This is also a good opportunity to identify outdated equipment that may be better to replace rather than relocate.
Your new office may have different technology requirements than your existing space, so don’t assume everything should simply be moved and reconnected.
2. Arrange Internet Service Early
Internet connectivity is one of the most important items on an office relocation IT checklist.
Contact internet service providers well before the move to determine what services are available at the new location. Installation timelines can vary, so waiting until the last minute can leave your team without connectivity when the new office opens.
Consider your current and future requirements for bandwidth, reliability and redundancy. Businesses that rely heavily on cloud applications, VoIP phones, video conferencing and other connected systems may require substantially more bandwidth than they did several years ago.
If uninterrupted connectivity is critical, consider whether your business also needs a secondary or backup internet connection.
3. Plan Your Structured Cabling
A reliable network begins with the infrastructure behind it.
Before employees move into the space, determine where Ethernet connections will be required for workstations, wireless access points, phones, printers, conference rooms, cameras and other network-connected equipment.
This is also the time to determine whether the existing cabling can support your requirements or whether new structured cabling should be installed.
Depending on the environment, businesses may use Cat6, Cat6A, fiber or a combination of technologies.
Proper planning before walls, furniture, and employees are in place can make installation significantly easier and help prevent expensive changes later.
Office Technology in Action: MPL Association
When MPL Association renovated its Rockville, MD office, Bailey Systems installed the low-voltage infrastructure needed to support the new workspace, including Cat6 network and voice cabling, workstation connections, floor connectivity, and audiovisual connections.
View the MPL Association Office Technology Infrastructure Case Study →
4. Design Wi-Fi Coverage for the New Office
Simply installing a wireless router isn’t enough for many modern offices.
Office size, wall construction, floor plans, employee density and connected devices can all affect wireless performance.
Wireless access points should be strategically placed throughout the space to provide reliable coverage while minimizing dead zones and interference.
Planning Wi-Fi alongside your wired network infrastructure helps ensure employees can connect reliably throughout the office.
5. Plan Workstations and Conference Rooms
Create a plan showing where employees and shared technology will be located.
For each workstation, determine what equipment will be needed, including computers, monitors, docking stations, network connections and phones.
Conference rooms may require additional technology such as:
- Displays
- Video conferencing systems
- Cameras and microphones
- Wireless presentation equipment
- HDMI or other AV connections
- Dedicated network connections
Planning these requirements before the move can prevent employees from arriving to find that essential equipment isn’t ready.
6. Review Your Network and Cybersecurity
An office move is also an excellent opportunity to evaluate the security of your IT environment.
Review your firewall, network configuration, endpoint protection, user access, multi-factor authentication, backups and other cybersecurity measures.
New network equipment should be securely configured before employees begin connecting devices.
Businesses should also consider separating certain devices or systems from their primary corporate network when appropriate.
7. Plan Physical Security Systems
IT planning doesn’t stop at computers and networks.
Determine whether the new facility needs access control systems to manage who can enter specific doors or areas.
You should also identify where security cameras are required and ensure that network connections and power are available in those locations.
Planning access control and video surveillance alongside network cabling can make installation more efficient and reduce the need for additional work later.
See It in Action: Patriot Development New Facility
Bailey Systems helped equip Patriot Development’s new Bristow facility with an integrated technology infrastructure that included structured cabling, Wi-Fi, video surveillance, and electronic access control.
View the Patriot Development Case Study →
8. Back Up Critical Business Data
Before equipment is disconnected or transported, verify that critical business data is properly backed up.
Backups should be tested whenever possible to ensure information can actually be restored if something goes wrong.
Even with careful planning, moving physical equipment creates additional risk. Having reliable backups provides another layer of protection during the transition.
9. Create an IT Cutover Plan
One of the most important parts of an office move IT checklist is determining exactly how technology will transition from one location to another.
Your cutover plan should identify:
- When existing equipment will be disconnected
- What equipment is moving
- What equipment will be replaced
- When internet service will become active
- When network equipment will be installed
- When workstations will be connected
- Who is responsible for each task
- How critical systems will be tested
- What contingency plans are available if something doesn’t work
Whenever possible, the core network and infrastructure should be operational before employees arrive.
10. Test Everything Before Opening the New Office
Don’t wait until employees arrive Monday morning to discover that something isn’t working.
Before the office officially opens, test:
- Internet connectivity
- Wired network connections
- Wi-Fi coverage
- Computers and workstations
- Business phones
- Printers
- Conference room technology
- Critical business applications
- Access control
- Security cameras
- Remote access and VPN connections
Testing provides time to troubleshoot problems before they interrupt normal business operations.
Start Planning Your Office Technology Early
The technology behind an office is easy to overlook during a move, but it plays a critical role in keeping employees productive and business operations running.
Planning your network, structured cabling, Wi-Fi, workstations, cybersecurity and physical security systems early can help minimize downtime and make the transition to your new location much smoother.
Bailey Systems provides businesses with both IT and infrastructure solutions, allowing organizations to coordinate multiple aspects of their office technology through one experienced provider. From structured cabling and network infrastructure to IT support, access control, and commercial video surveillance, our team can help prepare your new office for day one.
Planning an office move or opening a new location? Contact Bailey Systems to discuss the technology and infrastructure requirements for your new space. Bailey Systems helps businesses throughout Northern Virginia, Washington, D.C., Maryland and surrounding areas plan and deploy the IT and infrastructure needed for office relocations, renovations and new locations.
