IT Office Relocation Checklist: 10 Essential Steps for a Seamless Move

TLDR: The guidelines mentioned here will help you plan for a successful and low-risk move, giving you a great IT setup in your new office right from the get-go! 

Prepare for success with our downloadable checklist.

Without a comprehensive office relocation checklist, your IT relocation could lead to critical oversights, costly downtime, and lost productivity. A poorly executed move can result in significant downtime, lost productivity, and frustrated employees. Insufficient network capacity at the new location, incompatible networking equipment, missing data cables, and inadequate power supply planning are all common pitfalls that come from a lack of planning. 

Ready to take your business to new heights by moving to a new office? 

Whether you're a small startup moving to your first-ever physical office or a mid-sized enterprise with a cramped space that no longer accommodates your growing team, an office move signals good things are coming your way. 

That said, relocating an entire office can feel daunting. It's more than just packing boxes. It's about meticulously planning the relocation of your entire workforce and equipment with minimal disruptions to your business operations. 

Sound overwhelming? It doesn’t have to be!

Whether your IT department consists of just one person or you have a Managed IT Provider who will do the majority of the heavy lifting for you, you must plan each detail of your office move precisely and far in advance. Keep in mind that many carriers require long lead times for installation, so planning your IT relocation is not something you want to leave until the last minute.

Don't let the stress of IT relocation cause unnecessary delays or disruptions to your business operations. Let us help you make your office move successful with our comprehensive IT relocation checklist. This list will help you spend less time setting up your IT and more time getting back to doing what you do best — growing your business in your new office!

Your IT office relocation checklist: 10 things you should know

Follow these ten simple steps for a smooth IT office move.

1. Establish an IT relocation plan well in advance

Moving an office, especially the IT infrastructure, can be a logistical and operational nightmare if not planned properly. Starting early prevents last-minute scrambles, costly delays, and potential downtime.

To create your plan, include a detailed inventory of all IT assets, a network diagram of your current and future setup, server migration strategies, and contingency plans for all critical systems. Creating dedicated IT relocation teams can make the process much more manageable. One team can focus on hardware logistics, another on software and data migration, and a third on troubleshooting any issues that come up during the transition.

Ideally, you should start planning at least 2-3 months before the move date. Create a spreadsheet to track communication, budgets, and deadlines. Once you've drafted the plan, make sure to tick the following items off your IT relocation checklist.

2. Visit the new place to identify potential gaps

A thorough site visit is key to a smooth and successful move. Schedule a walkthrough with your IT team (or managed IT provider) and the new office facilities manager to spot any potential issues early. This visit should ideally happen 2-3 months before the move. You could also get a certified cabling company (like BonWired or Cole AV) to join you on the visit. They can verify that all of the connection points work and decide if or where you’d like to add more drops. 

Carry a copy of your new office IT infrastructure checklist with you on your visit. It should detail your equipment and cabling requirements so that you can walk through the new office layout identifying: 

• Are there enough ports for your devices, and are they in the right spots? 
• How much Ethernet cabling do you need? If additional cabling is required, get quotes from cabling companies based on your site visit findings. Schedule cabling installation at least a month before your move-in date to avoid delays.
• Are there adequate outlets for all your equipment? 
• Is there proper ventilation and security for your servers?
• Are the existing network access points in convenient locations?
• Do any Wi-Fi dead zones exist in the space?

3. Consider your telecommunication options

Telecom offerings are constantly evolving. So, make sure to use this move as an opportunity to upgrade your communication infrastructure by: 

• Researching new telecom offerings: Get quotes from multiple providers, including VoIP, PBX, or cloud-based solutions, and compare features, pricing plans, and contract terms. Look for bundled packages that include internet and phone services for potential cost savings. 
• Considering your growth projections for the next 3-5 years: Will you need to add more phone lines or users? Choose a phone system that can quickly scale up or down based on your needs. Cloud-based VoIP systems are generally more flexible than traditional PBX systems.

As even brief outages can profoundly impact operations, you should prioritize telecommunications resilience. To properly evaluate your options, request information that will help you compare potential vendors. This information should include:

• Service-level agreements
• Disaster recovery capabilities
• Support responsiveness
• Redundancy options

4. Inform your technology vendors of the move

At least two months before the move, contact all carriers, internet service providers (ISPs), and technology vendors and inform them of your move date. Check if your existing IT equipment provider will need to reconfigure the new network environment. Discuss the costs of the service transfer to the new location and termination at the old office to have a seamless switch-over on move day. Factor in these quotes when finalizing your moving budget. 

Alternatively, if you'll be switching technology providers, you can contact potential ISPs and vendors at your new location to compare plans and schedule installation for your move-in date. If you're changing your phone number, set up call forwarding to ensure a smooth transition for your customers. 

5. Evaluate your equipment

Moving offices is a golden opportunity to streamline and upgrade your aging IT setup. Here's a two-part battle plan to assess your equipment and make smart decisions:

Take inventory (2-3 months before): Create a detailed spreadsheet listing all IT equipment (desktops, laptops, monitors, printers, servers, etc.). Include model numbers, serial numbers, purchase dates, and current condition (excellent, fair, needs repair). When taking inventory of what equipment needs to be updated or replaced, reconsider whether you still need an IT server room in the first place before you pack everything up.

Analyze and Categorize (1 Month Before): Review your inventory and categorize each item as: 

• Keep: Equipment in good condition that meets your current and future needs. Order packing boxes to carefully move these to your new office. Tip: Use photos or barcode labels for easy identification during packing.
• Upgrade: Order new equipment well in advance to avoid last-minute delays. Consider pre-configuring new devices at the vendor's location to save setup time at the new office. 
• Repurpose: Identify alternative uses for older equipment. Consider wiping clean drives and reinstalling software for repurposed machines.
• Dispose: Research e-waste recycling options in your area that comply with environmental regulations. Some vendors might offer trade-in programs for old equipment. 
• Return: Contact your leasing companies to arrange the return of leased equipment before your move date.

6. Protect your data

Planning for worst-case scenarios is essential, especially during an office relocation. Just imagine the impact on your business if a moving truck carrying your equipment were to get into an accident.

Complete the following tasks for IT data protection ahead of the move:

• Make backups: Make several backup copies of all company data systems, including firewalls and servers, and store them in a safe place, preferably offsite. If your budget permits, you can even consider cloud storage.
• Verify backups: Thoroughly test your backups to validate the process and ensure complete recovery is possible. That way, if something does go wrong, you’ll still be able to access all of your company’s critical data.
• Create recovery plans: Review your existing disaster recovery plan and make sure that it’s updated to account for your new office location and any IT infrastructure changes that come with it. 

7. Communicate with your staff

A successful office move hinges on clear and consistent communication with your staff. Here are ways to ensure your team feels informed and prepared for the IT changes:

• Transparency is key: Keep them informed throughout the process. Develop a communication plan that outlines the move timeline, potential IT disruptions, and the new office IT setup. Utilize multiple channels to reach your staff, such as company-wide emails, internal communication platforms, and team meetings. Regularly update your team on progress and address any concerns they might have.
• Minimize disruptions: Estimate any potential downtime for critical systems like email and phone services. Communicate these downtime windows well in advance, allowing your team to plan their work accordingly. Consider offering alternative communication methods during downtime, such as temporary call forwarding or mobile hotspots.
• Empower your team: Identify any new equipment or systems introduced in the new office. Develop training materials, such as video tutorials and user guides, for your staff to learn about these new technologies. Schedule training sessions led by IT service providers for hands-on practice. 
• Loop in department heads: Share your new office checklist with department heads so they can provide input. Create a shared document where they can contribute to the new office requirements list with the specific needs of their team. This will help you avoid overlooking important items while creating a sense of ownership in the relocation process.

8. Prepare for move day

Transporting your office’s technology equipment is not as easy as you think. It requires special handling, expertise, and transit protection. Therefore, it’s strongly recommended that you allow IT and your telecom solution provider to complete the moving tasks. If you plan on using the same moving company for every aspect of the office move, make sure the company that you hire is equipped to move electronic equipment appropriately. 

Before moving day, you should complete the following tasks:

• Transport copies of your data backup to the new location. They should be moved separately from the central system and from each other.
• Prepare a server relocation checklist and share it with your movers. Ensure they have the right equipment to handle delicate and expensive equipment. 
• Verify that all wiring and data cables are labeled correctly.
• Compose a contact list of everyone involved in the move.
• If needed, assist with the disconnection of equipment at the old office and instruct staff on how to shut down all equipment properly before leaving on the final day before the move.

For an easy step-by-step checklist to help you prepare, consider using Ripple's IT relocation checklist. 

9. Test your new office's network 

It’s a good idea to have your IT and telecom solution provider in the office with you on Day One to help staff with any questions or network connectivity issues. After all stages of the move are completed, you’ll want to do a walkthrough with your IT provider and check the following:

• Verify all cabling, equipment, and phones are in the correct locations.

• Check individual telephone numbers and their corresponding desks or offices.
• Test call forwarding from the old number to ensure it's routing to the correct phone.
• Test all phone system features.
• Start all servers and test network capability and data migration.
• Check incoming and outgoing emails.
• Confirm the website, intranet, and extranet are accessible, with strong signal strength and reliable download speeds.
• Test each network connection—both wireless and hardwired.
• Confirm VPN access is functioning properly for remote and hybrid workers.
• Ensure employees can print to the office printer(s) from their workstations.
• Verify access to files, whether they’re stored locally on servers or in cloud-based platforms.

10. Reflect and reassess

After settling into your new office, gathering feedback from your team is crucial—they’re the ones using the technology every day and can pinpoint any areas that need improvement. Your IT setup plays a huge role in your company’s success, and if it’s not helping your team work efficiently, then what’s the point of having it in the first place?

Enjoy your new office!

Moving to a new office is a significant undertaking, and your team deserves a large pat on the back for their patience and cooperation, so make sure you pop the champagne and celebrate the hard work. By taking the time to plan your move properly, you’ve set your business up for success in its new home, reducing downtime and maximizing productivity.

If you’ve read this far, it may now be time to think, “Why isn’t my current MSP helping set our team up for success for this move?” If your IT service provider isn’t helping your team do the best work of their careers, then it may be time to consider transitioning to a new MSP. 

Here at Ripple, we’re not IT support, we’re people support. Sure, features and functionalities are important, but we’re more interested in what you want to achieve. Give us a shout to chat about how we can help you outsource IT support with confidence.

FAQs

1. How can I create an effective IT checklist when moving to a new office?

We’ve done this part for you! Download our printable IT office relocation checklist to ensure a successful and safe move. Our comprehensive new office checklist covers everything from initial planning to post-move evaluation, giving you confidence that nothing will be overlooked.

2. What measures should be taken to safeguard data during an office move?

Create a comprehensive backup of all critical data. Ideally, store backups offsite in a secure location, like a cloud storage service. Establish a clear policy for wiping data from any equipment disposed of or returned to lease companies. This prevents unauthorized access to sensitive company information.

3. How can I minimize downtime during the office relocation process?

If feasible, consider a phased approach to minimize overall downtime. This could involve moving non-critical departments or functions first, allowing your IT manager/service provider to focus on setting up essential systems for continued operation. 

4. How to move an IT office? 

Start 2-3 months before the move by creating a comprehensive IT relocation checklist. Conduct an inventory of current equipment, coordinate with vendors for service transfers, and ensure proper data backup. At the new location, set up core infrastructure before moving equipment over. 

5. How much does it cost to move IT equipment in an office?

The cost of a move depends on the complexity and the size of the business. Typically, a small to medium business can expect to spend around $2,000 to $10,000. This will cover specialized moving services, temporary equipment rentals, new equipment installations, service transfer fees, and other expenses.

6. How long does it take to move offices?

While the physical move can be completed in 1-2 days, the complete process requires 2-3 months of planning for a seamless transition with minimal downtime. This will allow time for planning, coordinating with vendors, securing permits, and setting up the new location’s infrastructure. Check out our office relocation checklist to see a breakdown of the timeline, from initial planning to final installation at your new office. 

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