MANAGING OFFICE MOVES
TO ENSURE IT CONTINUITY FOR BUSINESSES
At help4IT we provide specialist IT relocation services to help take the hassle out of moving to new premises. We’re experts at making office moves easy, taking full responsibility for auditing, planning and moving your entire IT system to a new location.
All you need to do is turn up and start work. It’s one less thing to worry about.
Making moving easy
Moving to a new office is a major upheaval and it’s essential to ensure that you minimise IT downtime and disruption. Our team of experts is here to help you plan and implement a seamless, stress-free relocation. We’ll audit your infrastructure, help you find new service providers, and plan and implement your new network.
AVOIDING THE IT PERILS AND PITFALLS OF MOVING OFFICE
Plan in advance
We all know the phrase “by failing to prepare, you are preparing to fail”. This is especially true when it comes to moving your office IT and it is essential that you begin planning at least several months in advance. It may even be helpful to practice all the steps involved. From the very big to the very small you will find that there are more aspects of your IT that need attention than there are grains of sand on the Earth (well almost). What’s clear is that IT and Telecoms are the lifeblood of any company. If your systems aren’t working and your phones aren’t ringing then you can’t run your business.
The physical move
In addition to coordinating the removal of your office furniture you will need to organise the relocation of IT equipment.
Preparing an inventory, tagging equipment and drawing up a floor plan will provide you with a wireframe model that can be lifted from one location to another. This will allow you to quickly and effectively position vital equipment in suitable locations. You will also be able to tell if the new building is prepared for your arrival. Hire contractors in advance to take care of things like cabling and air conditioning for hardware cooling but make sure work is complete before attempting the move.
Review your IT systems
This is an essential part of the planning stage of your office move. Reviewing your IT and communications equipment allows you to identify what needs to be replaced, added to and changed, and is good practice for preparing system upgrades. There are several questions that you should ask:
- Has your business outgrown certain systems (phone, storage, backup)?
- Do services continue to meet expectations?
- Can you port current business phone numbers to your new office?
Update your IT
Moving office is the perfect time to take stock and consider upgrading your IT systems. Updating network equipment can save your business money and improve operating efficiency. For example, after an equipment review you may discover a sprawl of different servers doing very specific tasks. Consolidating the hardware and updating to a virtual solution will mean you won’t have to disturb the server environment and you’ll have less to transport.
This isn’t an easy task though and is best left to the experts, especially when your IT department will be busy dealing with other aspects of an office move. Get a quote from several different suppliers so you have a clear idea of what’s available. Your supplier should complement existing team members’ efforts.
Connectivity – find a flexible supplier
If you are keen to switch connectivity supplier or if you simply want to transfer your existing connection it’s important to have everything finalised before the big day. Internet services can take months to be fully implemented and you won’t want to be left without connectivity. Other time sensitive processes may be reliant on an internet connection so make sure to plan this one well in advance.
Reconnecting your services
IT is an indispensable element of a business and pulling the plug on critical systems – even for a few hours – leaves you in the dark. To ensure a smooth transition from office to office you will want to make sure that your systems are up and running again as quickly as possible.
Ensure that backups are made and that in the event of hardware failure you have replacements in a safe location. It’s also a good idea to keep systems running at your old premises during the move. This will help to avoid downtime and allow you to test and configure new equipment.
In some cases, downtime is unavoidable. Again, it all depends on how effectively you plan and how well you execute it. But, there are several ways to lessen the blow. Organising an out of hours move will ensure that important workday processes that rely on critical systems are not affected.
Anticipating unknown issues in addition to known ones can be difficult. Incorporate more ‘snag’ time into your plan to compensate.
In these cases the best thing would be to employ the help of a specialist team of IT relocation experts. Your in-house team may not have the time or resources to take care of everything and this way you will have the right people available with plenty of experience.