Moving office can be a stressful task at the best of times. There are so many things to consider: removalists, leases, office layout and most importantly, IT systems.
With businesses adjusting to staff working from home or changes in staff numbers, there has been a flurry of requests to help with IT for office relocations.
When moving office, it seems there are a million details to plan for. Some things may fall through the cracks like updating your address on Google My Business.
There are a few things you must prepare for in advance, especially if the office is new or has never had internet services before.
Want to fast track internet service? Need workaround options? Minimise disruption to your business with our definitive guide.
9 Tips to Consider When Relocating IT Services
1. Internet Service
Is your office NBN ready or will you be moving from an older system to the NBN? With this in mind, you will need to ensure your current router is able to support NBN otherwise you may have to purchase a new one.
If you are using the same Internet Service Provider (ISP), ensure they are aware of the move so they can have the internet on as soon as you settle into your new office.
Allow four to six weeks for ordering an internet service. This may take longer if services are not readily available.
The big issue people come across is when ordering an internet service is the actual Suite number does not exist in the service providers provisioning system. This means they won’t be able to order a service for you until your new office is registered in the system be it NBN etc.
Want to fast track internet service?
It is important that you arrange to have a LOC ID (location Identification) set up in the ISP’s / NBN system as soon as you sign the lease contracts on your new office. Boost IT works with partners to fast track LOC ID setup if you need a hand. Call us now.
What you will need to submit for the LOC ID setup
- New address details
- A signed lease document
- A floor diagram showing the Street Address, Level and location your new office is on
Once the LOC ID is created (Takes around 5 to 10 days) then the actual order for the services you are after can be placed via your ISP. Allow another 5 to 10 days for this to be installed and activated if it is an NBN service. If you have another type of services like Fibre or Ethernet or Fixed Wireless it could take anywhere from 2 weeks to 3 months depending on what infrastructure is already in place.
If you are using an interim solution, our tips to speed up your WiFi and Internet may get you by until a high speed service is set up.
For NBN FTTB connections
Things to be aware of:
- NBN usually terminate the connection in the MDF so you would need to engage an electrician to run the connection up to your IDF and then over to your comms room. Sometimes you do get lucky and the NBN tech may do all this for you.
- When installing WiFi access points, the assumption is made that there is currently cabling infrastructure that allow the access points to be connected to an ethernet outlet. If they do need to be mounted or cabling is required an electrician will also need to assist with this.
2. Phone Lines
Will you be upgrading your phone plan or changing ISP, or will you be using the same provider and hardware? Ensure your ISP is on board with your relocation and allow four to six weeks to guarantee a smooth transition.
If you are using VOIP phones it is recommended to have the phones connected via ethernet cable as this will reduce ongoing issues with voice quality etc.
So you finally have your internet service installed. What else do you need to think about to set up your new office?
3. Adequate Power
Is there adequate power in the new communications rack to run all your IT equipment? If not, power rails will need to be installed.
4. Communications Rack and Gigabit POE Switch
Is there a comms rack at the new office? If not, you will need to order a communications rack around the same size as the current communications rack you are using.
Is shelving required in the new communications rack? You might be able to use the shelving in your current rack, otherwise, you will need to order more based on your needs.
The number of ports on Gigabit POE Switch will depend on the number of devices required to be connected to the internet via cable. These might be printers, phones, laptops, desktops and WiFi Access points.
Are you able to relocate your current UPS or do you need to purchase a new one?
6. Air Conditioning
Make sure the room the equipment is located in air-conditioned 24/7. Depending on the amount of IT equipment you have and the size of the room the equipment is located in, you will need to consider air conditioning options.
You may require
- cabling for workstations unless you prefer to connect to WiFi.
- printer location and cabling unless you prefer to connect to WiFi
- cabling to roof for Wireless Access Points to provide WiFi coverage for the entire office.
Is the communications rack lockable or is it located in a lockable room? Security of your IT equipment is very important to protect it from malicious damage.
9. Data Outlets
How many workstations will you need and how many data outlets to each one? This will usually require a floor plan, so during the move computers and phones can be setup at the correct location and the correct ports patched to the switches or PABX.
Moving equipment can by messy and fiddly. We recommend making a backup of all onsite servers (if you have any before your move) to ensure that no data is lost in the transition.
If you are setting up a Boardroom, you will need a TV mounted and a dedicated PC for Meeting which has Camera, Speaker Phone and Mic.
Understand What You Currently Have
When moving office, it’s very important to understand what you currently have so you know what’s required at the new office. It’s like a jigsaw puzzle—you need to take the puzzle apart and put all the pieces back together again.
Biggest Mistakes Businesses Make
It is very important to make sure you order phone lines or internet services as soon as possible. Leaving it too late is one of the biggest mistakes businesses make when planning to move office.
If you’re moving into an established office/building, there is a big chance that the infrastructure is in place. In that case, ordering phone lines and an internet connection shouldn’t be too much of an issue.
Allow four to six weeks from the time of ordering the services until they are active and provisioned at the site. This time frame can blow out when moving into a newly established building where the services are not established.
Workarounds If You Have to Move Quickly
If possible, the best practice is to make sure the services are installed and active before moving office, especially for larger organisations.
For smaller businesses that have no choice but to move, a temporary diversion of the main phone number to a mobile is an option.
For internet access, setting up a wireless router (which will be slower than your current connection) can get you out of trouble in the short term if the internet services are yet to be installed.