Moving your office can be an exciting time, but one that requires many moving parts and meticulous planning. Amidst the chaos of packing, logistics and coordinating teams, it’s easy to overlook connecting with your IT company. 

Whether you’re relocating a server room within your office space, expanding to another floor, or moving buildings altogether, it is crucial to let your IT team know — and the sooner the better. The faster you bring in your IT company, the better, more-efficient and cost-effective your technology relocation plan will be. 

Here’s a closer look at why and when you should involve your IT company in your next move, as well as key points to go over. 

Why You Should Contact Your IT Company Before Your Office Move

Here are 10 reasons why you should involve your IT provider before your office move and how they can help make your transition easier, according to Parachute.

• Infrastructure Assessment: Your IT provider will assess your new office’s infrastructure to ensure it meets your technology needs, allowing you to make necessary retrofits well before the move.
• Network Design and Set-Up: Collaborate with your IT provider to create a network tailored to your requirements, addressing both cybersecurity and performance concerns.
• Data Migration and Backup: Mitigate the risk of data loss during the move by working with your IT provider to secure and back up your data effectively.
• Equipment Inventory and Transportation: Protect your valuable technology assets by inventorying and safely packing hardware, considering transport conditions, and evaluating equipment for potential upgrades.
• Downtime Minimization: Plan with your IT provider to minimize disruptions, using cloud-based services and redundant internet connections while preparing contingency plans for potential downtime.
• Security Considerations: Prioritize cybersecurity by assessing and enhancing both digital and physical security measures in your new office, including access control and technology storage.
• Compliance With Regulations: Collaborate with your IT provider to ensure compliance with federal, state, and local laws, especially for industries like healthcare, engineering, and manufacturing.
• Hardware and Software Upgrades: Use the move as an opportunity to evaluate and upgrade outdated hardware and software, streamlining your technology resources for efficiency.
• Employee Training and Support: Work with your IT provider to provide training for your team on new technologies and offer ongoing technical support during the transition.
• Post-Move Support: Maintain a close partnership with your IT provider for immediate assistance with connectivity, security, and system adjustments as you settle into your new office.

When to Tell Your IT Provider You’re Moving

Get your IT team involved in your move as soon as possible. Ideally, you should give your provider at least four-to-six months to plan and execute the move. 

During this time, there are also a few things you should be sure to do. First, you should walk the space with your IT team. This will allow them to see where outlets and jacks are located, what source of power fuels the room, and other key information. 

You should also make sure to get a project plan from your team. Your IT team will write out a detailed plan of every aspect of the move, as well as who will be responsible for what. For example, who is responsible for breaking down and moving machines, or whether you will need to bring in another party for electric work. 

Additionally, make sure to keep your IT company informed throughout the entire process. It is important to keep strong communication, especially when it comes to any changes that are being made. 

Questions to Ask Before Moving

It is best to get all your questions answered before the move. Not sure what to ask? Here are a few questions to start with, according to Allied: 

• Will there be room for servers with proper cooling?
  • It’s essential to consider if the office location can accommodate your servers and provide adequate cooling to prevent technology issues and increased costs like electricity bills. 
• Are there enough connection points?
  • When evaluating a new office, assess the availability and placement of electrical outlets for devices like printers, computers, phones, and more. Ensuring safe and sufficient power sources is crucial to avoid hazards and inefficiencies.
• Are there any wiring concerns?
  • Check the building’s wiring, especially in older structures, to avoid financial setbacks, production delays, and safety issues. Inadequate wiring can lead to severe problems, so address this with the landlord or consider another location if needed.
• Will I need multiple wireless routers?
  • Assess the size, shape and segmentation of the office building to determine the number of wireless routers required for reliable internet access. 
• Do I have access to multiple ISPs?
  • Ensure that the office space offers access to multiple internet service providers (ISPs) in case your primary ISP experiences connectivity issues. 

Involving your IT company in your office move is not just a matter of convenience; it’s a strategic decision that can safeguard your data, enhance your technology infrastructure and minimize disruptions. By addressing critical considerations and collaborating closely with your IT provider, you can turn your office relocation into an opportunity for technological advancement and efficiency. 

TNTMAX is here to help with all your moving needs. Call us at (201) 891-8686 or email [email protected] to get started.