IT Checklist: Moving to a New Office
When you’re moving to a new office, you consider a number of things: How much space do we need? Do we need new furniture? Will we have room to grow?
These considerations are important, but even more vital to your relocation is the moving and setup of your technology. Without technology, most businesses cannot operate. Can you work without the internet? Without the phone? Without access to your network?
Review this checklist at least eight weeks before your move to ensure you’ll be fully operational at your new office.
1. Do a Walk-Through. Identify where your PCs, printers and other systems will sit in the new office. Determine if you need new outlets installed to accommodate your equipment. Keep in mind your servers should not share outlets with other equipment. You’ll likely need a dedicated 30 Amp circuit for servers in a room that you can temperature-control.
2. Assess the Telephone System. As your company grows, your telephone system must grow with it. Some providers limit the flexibility of phone systems to force you to purchase a whole new system as your company expands. If you’re going to purchase a new telephone system for your new office, make sure it’s flexible. Also, purchase you’re a system that can make calls through the Internet. Cheap internet calls are the way of the future, so even though you may not use this service much at first, you don’t want to pay to upgrade later.
3. Choose Phone Features. Identify features you can’t live without and those that aren’t essential. Find out what features carry more fees. Here are some features for you to consider:
- Call transfer, conference and forwarding
- Hunt groups or Pick-up groups
- Voicemail
- Auto attendant (press 1 for billing, 2 for sales, etc)
- Hold music
- Reporting & analytics
- Call recording
- Remote connection for mobile devices
4. Choose Extensions. Do all employees need their own extensions? Each additional line will carry an extra cost. If you don’t do most of your work over the phone, you may only need a few phone lines.
5. Order Call Redirection. If you don’t get to keep your old phone number, divert the calls automatically through call redirection. Your telephone provider can set this up. Don’t forget to change your address and phone number on your website, business cards and stationery.
6. Check the Cabling. If your network runs in Gigabit speeds, your cabling must be a minimum of CAT5e or CAT6.
7. Choose the Type of Data Connection. Talk to a managed service provider to determine which connection type will best suit your needs. For example, if you have a high level of data and voice throughput, choose a T1 line, which carries 24 phone lines. This option can get pretty expensive. Broadband service can come from your cable TV company, phone provider, and more. It can come in digital T1 or T3 lines, DSL, or fiber optic connections.
8. Plan Your Timing. It can take at least two weeks for your new service provider to install and get your systems running properly. Time your move properly so you’re not moved in and unable to run your business.
9. Update MX Records. When the broadband connection to your new office changes, the MX records will need to be updated. Although this usually happens quickly, it can take up to 48 hours to take effect. Consider requesting the update on Friday before you close for the day. This way, come Monday morning, you should be all set. If you need help, contact an experienced IT company for help.
10. Back Up & Pack Up. Back up your systems before you unplug. Label everything so that reassembly is a cinch. Take proper care in packing and moving your technology safely.
The key to any office move is organization. Plan ahead with your technical service providers to ensure your move goes smoothly.
The key to any office relocation is organization. Plan ahead with your IT services provider to ensure your move goes smoothly
Comment from Senate
Time January 17, 2012 at 2:00 am
What a stuff of un-ambiguity and preserveness of precious know-how regarding unexpected emotions.