Modern companies use a variety of hardware and software tools to operate. Whether your business is moving into its first office or expanding into a bigger space, there are several technical considerations to be addressed. Here are some guidelines on how to set up IT infrastructure in your new office space to ensure a trouble-free move.

Get Connected

Moving into an office with no phone or Internet connection can be disastrous. If possible, you should allow at least two to three months to set up your new office or plan your relocation as some ISPs (internet service providers) or carriers can take up to ninety days to connect a service.

First of all, check if your new space has any existing contracts with service providers. Some office buildings contract a default service provider for the entire building. If this is the case, you may have to review the service provider contract and consider whether to continue or cancel it. Certain contracts may incur penalties when they are canceled. However, a different service provider may provide extra equipment or better services that outweigh the penalties.

If you have existing carriers, ISPs, or technology vendors, inform them of your move-in date. This will ensure that your connections will be activated on the day you move in so that you can commence vital business functions immediately. If you have a good relationship with your service providers, you may be able to convince them to activate your connections a day or two before your move-in date for free. If not, consider shouldering the extra charge to be on the safe side.

New or Old Equipment?

A new office is a great opportunity to have a fresh start. Inventory your existing equipment and evaluate whether they can meet the needs of the new space. If your technical and infrastructure devices are outdated, this is the perfect time to replace them. You want to hit the ground running in your new office instead of wrestling with old equipment and fixing hardware failures. Donate outdated computers and devices to charity organizations and you may even benefit from a tax deduction.

It can often cost more to repair old equipment than buy brand new. Make a list of all the equipment that you need to upgrade or purchase and explore your options. Your new office space may have some of this equipment available for lease. If you are looking to purchase multiple workstations and devices at once, be sure to ask for a preferential rate. If you have an IT support firm, they often provide package deals that include installation, computer repair, and follow-up technical support.

Lines of Communication

Your new office must have the proper electrical, phone, and Internet cables installed for your communication needs. Remember to consider not just your current needs but also any plans for future expansion. Make sure that there are sufficient power outlets and that these power outlets are appropriately wired. You should have a dedicated circuit for your office copiers and another for your servers to protect your equipment from damaging power surges, dips, and shortages.

Think about the number of phone lines that your company will need and where you want to have them. You might also like to consider using a more modern VoIP (Voice over Internet Protocol) telecommunications system to minimize the number of cables that you have to set up. Decide if you will be using Ethernet cables or Wi-Fi to connect the devices in your office. If using Wi-Fi, ensure that your router is capable of handling the number of connections and speed that is required.

Data Security

Data is paramount to any business. Therefore, you must protect your data in case any equipment is damaged or misplaced during the move. If you have the services of an IT support firm, a copy of your data will likely already be stored off-site on their secure servers. Otherwise, be sure to make several backups of your business data in different locations that will not be impacted by the move. Also, put in place a recovery protocol so you know how to restore your data when an emergency occurs.

Final Checks

On move-in day, have your IT technicians perform a walkthrough in your new space. Ensure that all the cables and equipment are in the right place so that computers can be connected immediately. Test your office phone number to see if call forwarding from the previous number has been activated. Check that your network connections are stable and functioning well by sending test emails, assessing your cloud-based apps, and performing speed tests. Have IT technicians confirm that your networks are secure before you start your servers and begin data migration.

Setting up a new office space can be a highly technical affair, especially if you have to manage numerous computers and devices. Engage a professional IT service to help you navigate and simplify the moving process. A reputable IT support firm can recommend the right hardware and protect your data so you can start operating once you move into your new office.