business it relocation checklist · business relocation runs smoothly. if you need help completing...

Business IT relocation checklist 1

Business IT relocation checklist

Suite 1, Level 316 - 18 Wentworth StreetParramatta NSW 2150

Tel 1300 797 838

www.empowerit.com.au

http://www.empowerit.com.au


Business IT relocation checklist

Moving into a new office is an exciting time for any business, but managing the relocation itself is almost always stressful, especially when IT is involved. It doesn’t matter whether you’re moving from suburb to suburb or state to state; if your computers and phones don’t work on day one in your new office, your company’s productivity and bottomline will suffer.

As most companies rely on IT, everything from cabling to data management must be planned out in order to complete a move on time, stay within budget, and minimise downtime. Our business IT relocation checklist is designed to ensure your business can prepare and manage your entire IT relocation safely, efficiently and without any disruption to services.

Our objectives are:

• Identify reusable and upgradeable network components prior to relocation

• Minimise staff downtime during office relocation

• Replace weak/under-performing hardware with better suited infrastructure



4. Business continuity

5. Meet with voice and data carriers early

6. Review IT equipment

7. Evaluate the new site

8. Consider a new phone system, VoIP

9. Back up your data, cloud services

10. Prepare and test for relocation

11. Test the new office

12. Ready to plan your office relocation?

Table of contents


When planning a business relocation , there are many details that need to be coordinated and many different people involved in the moving process. Empower IT Solutions can help you every step of the way, to ensure your business relocation occurs as smoothly as possible, with no downtime or disruptions to service.

Physically moving your IT hardware exposes you to a different set of risks, including theft, damaged servers, and lost data. Before moving day, back up all your data and store it in the cloud for quick and easy access.

Educate your staff about what your company has done to prepare for data loss and interruptions of service. Employees that work remotely will also need an udentified plan on how to go about interruptions and how they will be notified of any issues.

We understand that IT is critical for your business and should be impacted as little as possible during relocation. Empower IT Solutions can write, test and implement a business continuity and contingency plan that will cover all the needs of your business.

Business continuity

TIP: Get a blueprint of your current business and use

that to compare to the new business space. This will assist you in deciding the

new layout.


Meet with voice and data carriers early

The first thing you must do is establish a network infrastructure that supports your business. This involves working with telco carriers like Telstra and NBN Co to get the internet bandwidth, phone lines, and network cables necessary to handle your business voice and data activity.

Keep in mind that some telco carriers have long lead times for connecting new phone lines and internet connections, so make sure you don’t leave this to the last minute. You’ll also want to set up your voice and data network well before the telco embargo between December and January. The embargo period is a time when telco carriers can’t provide certain services like connecting new phone lines and adding network components.

The telco embargo usually runs from December 14 - January 7. Click here for more information on the Telco Embargo.

Keep in mind when planning your relocation that all new

orders need to be placed with your telco by the end of

September.

https://www.empowerit.com.au/blog/it-and-business/telco-embargo/


Review IT equipment

Check your IT asset register to determine which computers, handsets, printers, and other equipment will be needed in your new location. This should be done several months before moving day to give you enough time to update or address any hardware issues. For example, if any of your computers are nearing the end of their warranties or don’t have the capacity to run modern applications, you’ll need a few weeks to find and order suitable replacements.

If you have bulky leased items like photocopiers or printers, make sure to request approval from, and organise the move with the issuing vendor before the big day. Some vendors may also require that you follow an approved moving process or insist upon moving equipment themselves, so it’s important to inform them about the relocation during the planning phase.


Evaluate the new site

Once you’ve identified your requirements, visit the new site with your Managed Service Provider to do the following:

Review configuration and seating plan of new office (this will help with marking out where things should go)

Determine where you will need power outlets, network ports, and telephone cabling points

Find the ideal location for workstations, printers, scanners, and wireless routers

Ensure your server room has sufficient space, power, and cooling

Confirm the layout of voice and data cables

Ensure your new building offers wireless

networking.


Consider a new phone system

If you currently rely on a traditional Analog PBX phone system, it’s often not worth the time and money to bring it with you. Instead, you may want to switch to VoIP phone system with a robust set of features and inexpensive call rates.

Decide what features you want (e.g., auto attendant, call queueing, CRM integrations)

Optimise internet bandwidth for high-volume and high-speed communications

Install additional phone equipment for those who need it

About VoIP Phone SystemsVoIP is an internet-based phone system. Hosted VoIP services can be accessed via the internet with any company-registered device; which means you don’t have to worry about complex phone cabling or additional equipment. This allows you to scale your phone systems easily, without incurring extra infrastructure costs.

Meanwhile, call forwarding lets you reroute incoming calls to your new VoIP phones or mobile devices without changing your office extension.

All you have to worry about with a VoIP system is ensuring that you have sufficient bandwidth and a stable internet connection to conduct calls and video conferences seamlessly.

If you opt for VoIP, this is what you should do:


Backup your data

Migrating your files from one office to another may seem straightforward, but what if the servers and hard drives storing them are damaged or stolen in transit?

Here’s how you can protect your data during the move:

Make several copies of your files and store them in offsite data centres, or even better, in the cloud

Test your backups to ensure full recovery is possible in case something does go wrong

Cloud ServicesOne of the most time-consuming aspects of the relocation process is; physically transferring servers, software licenses, and data from one location to another. But if you migrate your operations to the cloud, a new location doesn’t require much physical infrastructure beyond an internet connection.

The cloud removes the need to install, power, and cool an in-house server room, and allows employees to access files, applications, and server resources from virtually anywhere with an internet-enabled device. Professionals are also watching your systems remotely; which means you will hardly experience any technical difficulties and downtime during your move.


Prepare for relocation

Moving day is always hectic, so it’s important that you make some last-minute preparations:

Notify staff and building managers about the move

Label cables based on the equipment they belong to

Disconnect and shut down all equipment

Give movers the layout of your new office

Create a contact list for emergencies


Ensure all cabling, IT equipment and phones are in the right location

Check all fax and telephone numbers, including locations, DDI and modem

If you have call forwarding, test that it is being forwarded to the right phone

Start all servers and test network capability and whether all data has successfully migrated

Check emails, websites, intranet and extranet

Perform a Broadband Frequency Test on each network connection

Test the new office

You must test newly installed networks, phone systems, and IT equipment to make sure everything works as it should.

It’s also important to ask your staff for feedback about any improvements to the office layout, cabling, or overall network infrastructure.

Empower IT Solutions can be on-site for the first day to help any users with connectivity issues


Ready to plan your office relocation with Empower IT Solutions?

If your planning on moving in the future, or in the process of moving your business to a new location, Empower IT Solutions can help with everything from cabling to a business continuity plans.

With so much to consider with IT relocations, working with a world-class MSP will minimise delays and downtime and ensure your business relocation runs smoothly. If you need help completing every item on this checklist, Empower IT Solutions can help. We have a team of expert technicians ready to assist you throughout your relocation process.

STEP 1Call Empower IT Solutions on1300 797 888 to discuss your

office relocation needs

STEP 2We’ll arrange a service

qualification and site visitof both locations

STEP 3Our plan will ensure you have a

smooth relocation, with no delays or downtime

For more information on our managed services and solutions, go to: www.empowerit.com.au



E N D - T O - E N D S O L U T I O N S

I n t e r n e t c o n n e c t i v i t yWireless networks, internet speeds, access

points, wireless networks, routers and security

N e t w o r k c a b l i n gCabling management, safety regulations,

network jacks, and bandwidth

T e l e c o m s y s t e m sPhone cabling, call forwarding, upgrades, VoIP

and internet-based phone systems

C l o u d s e r v i c e sUpgrade to cloud - remove the need to install,

power and cool an in-house server room


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