Moving into a New Office

When a business grows rapidly, it often needs to relocate its base to accommodate the additional staff, hardware, furniture items. You may have had a thousand square feet of office space 5 years ago, but now you have forayed into an array of ventures and thus, require additional space to run your operations smoothly.

Technology has dramatically changed the way businesses operate and manage their data. Earlier, data was stored on paper, and employees used to write everything using a pen; now, data is stored in local servers and cloud computers to ensure smooth accessibility and security of confidential information.

We live in a time when computers, data centers, broadband internet, and hardware/software specialists run the core operations of a company. It does not matter whether you are into e-commerce or the education sector, from banks to book stores, every business is managed by technology. Even the accounts department of any company requires software to maintain the balance sheet of their respective company.

Moving your office to a new location is already a hectic process and you must hire a professional moving company to do the job for you. However, moving technology items and gadgets is a completely different challenge from relocating office furniture. You have to be well organized to ensure zero mistakes and damage to your valuable IT infrastructure. Here is a tech checklist for hassle-free IT relocation you may check out for sure!

Prepare the IT Relocation in Advance

It takes time to find a good movers and packers company and thus, you need to contact them early. Make sure that you select an experienced and reputed company that agrees to shift the items on your chosen date as per the moving checklist.

  • You should call your IT team and fix a site visit date. Go with them to your new office for checking the network cable, electricity requirements.
  • Call your internet service provider and tech item suppliers at least 60 days before the move. This way you can enjoy uninterrupted service as quickly as possible after the move.

Check the Condition of Your Existing Equipment

In case your IT equipment is old, office relocation is the ideal time to discard the outdated items and upgrade the entire IT infrastructure. Here are a few things you should do while reviewing your existing equipment.

  • Make a list of all your equipment with their specs detailed in a document. Check whether these items will be able to handle the additional workload in your new office.
  • You will certainly find some outdated tools that need to be replaced soon. Make a list of those items, find a buyer and sell. Then buy new products as per the configuration required by you. You can ask the shop to deliver these brand-new items to your new location. This way, you can reduce the carrying cost and the hassle of packaging.
  • If you have leased any computer or printer or any other product, then return those to the vendor. You can terminate your contract since you will be able to find a local company that will explain how to lease equipment at your new location.
  • Last but not the least; evaluate your server room requirements. The server room stores all the valuable data of your business.

Protect the Confidential Data

It is always good to be prepared for the worst-case scenario. You never know what might happen during the move. Suppose the truck containing your hard drives and server room equipment gets involved in an accident! You will lose everything, right? So, here is what you should do!

  • Prepare multiple backup copies of the essential data so that in case the main storage gets damaged in transit, you can start your operations with the help of the backup.
  • Never send the main IT equipment and data backups in the same vehicle. If truck A contains all the computers, then send the multiple backup drives in trucks B and C. This way, even if one vehicle faces an accident, your data remains safe and secure.

Prepare for the Moving Day

Carrying your office’s IT equipment from one place to another is not as easy as it may seem. You should ask the packers and movers to collaborate with your IT staff so that everything is taken care of professionally.

  • Make a list of the people involved in the packing and sifting of the gadgets.
  • Label all the items that will be relocated.
  • Give the equipment placing floor plan to the moving company so that they can place the computers, desks, printers, and other items at the designated places in your new office. You don’t want to drag the computers from one corner of the office to the other after the move is complete. Everything should be placed in the new office in their predetermined spaces.

Conclusion

Being the boss, you don’t need to perform any laborious tasks, but you should be present at the new office to oversee the whole process. Check with the IT guys in your team if everything is shifted according to the plan. Ask them to double-check everything before handing over the check to the moving company.

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I am Elon Slowik, I have done my bachelor’s in English literature, and further on I did my master’s in Medicine. My most preferred genre of writing in health and biotech, Entertainment. I have been writing for the past 6 years about articles, web content, and blogs. In my career and education, I like to play along with work. I have also been a teacher in the past for 2 years. I use to teach business and technical writing is a very famous university. However, most recently! I am working as an instructor, designer, and training writer. I enjoy socializing a lot. I am a very big extrovert when it comes to nature. Apart from all this, I enjoy exploring the world and traveling makes me happy.