Office space FAQs: How can I manage my IT setup effectively during my office move?

Relocating to a new office is a big step for any business, and with most of the focus on choosing the right location, budgeting, and negotiating lease terms, there’s a crucial aspect that often slips under the radar: IT setup.

In your current space, it’s not unlikely that your computers were set up years ago, and your IT setup has, over time, become a patchwork of quick fixes and workarounds. With this in mind, moving office might just be the perfect time to rethink your current setup, giving you the chance to put a more robust IT infrastructure in place.

Picture this: your office fit out is finally done and dusted. Visually, the space is stunning, new flooring has been installed, and the furniture’s been taken care of — you’re all set to move into your shiny new office. Staff arrive ready to go, keen to enjoy the perks of working in a newly designed space. Employees are sat at their desks, and all that’s left to do is get cracking.

But there’s one small problem…

The Wi-Fi isn’t working, the printer’s not switching on, there are cables everywhere, and the office phone hasn’t been connected. Suddenly, what was supposed to be an exciting day for the team has turned into a bit of a nightmare.

These are the kinds of IT setup problems that can catch you off guard, and it tends to take more than switching things off and on again to sort them.

So what can be done?

1. Plan ahead

The key to a smooth IT transition is to start planning long before your office relocation takes place. You’ll want to think about whether your current IT systems, phones, and printers, will work in the new office (both in terms of layout and functionality), or whether they’ll need upgrading to meet new requirements.

Here are some things to consider at the planning stage:

• Space and power requirements: Does your new office space have enough power outlets to accommodate your team and their monitors, processing units, extension leads, lamps, and phone chargers? Where in the office are they located?

Fit out tip: With so many devices needing plugged in in the modern-day office, cable trunking is a great way to keep your space looking neat and tidy, as well as protecting cables from general wear and tear and potential damage caused by things like office chairs rolling over them.

• Room layout: Consider how the layout of your new office and the location of floor boxes will affect the placement of routers and other important equipment. Proper cable management and positioning can help avoid potential connectivity issues down the line.

At this stage (i.e. prior to moving into your new office), planning is everything. Office relocation is disruptive to business operations as it is, so making sure your team can hit the ground running is key. In today’s economic climate, you can’t afford to miss potentially important calls because the phone isn’t set up, or worse still, client meetings because the Wi-Fi’s not working.

2. Take stock

Once you’ve assessed the IT infrastructure of your new space and established your team’s IT needs, it’s a good idea to take stock of your existing IT equipment. Will all of your current devices work in the new office? What will need replacing?

There are three main areas to keep in mind when reviewing your existing IT equipment:

• Computers, printers, laptops and phones (and other devices): Ensure all electrical equipment is PAT tested and in good working order. Make sure your team has everything they’ll need to continue working efficiently after the move.
• Server and network setup: Check that routers are functional and able to handle the demands of your new office. Will the Wi-Fi coverage extend to all areas of the space. If you’re moving into a serviced or managed office, it’s likely that the landlord will have considered this already. Spaces at Power Road Studios, for example, have received a platinum WiredScore certification, meaning the building meets exceptional standards for the quality of its wired infrastructure and wireless network — i.e. the Wi-Fi is super fast! Certifications like this one are good to look out for when planning your office move.
• Software and licences: Ensure the software your employees rely on is up to date and that you have the proper licences in place with users added as appropriate. This will prevent hiccups when setting things up in the new space.

Relocation tip: Before moving office, make a detailed spreadsheet going over all the IT equipment you’ve got at the moment. This will allow you not only to think carefully about what might need fixing or updating, but to keep track of what you’re having shipped over to the new site. If you’re a bigger company, it’s not a bad shout to take photos of what’s in each box and label them accordingly in order to speed up the unpacking process.

3. Final thoughts

Naturally, you’ll want to test everything before you move in. This is why a staggered return to the office can often be advantageous; if IT-related issues crop up before everyone’s moved over to the new site, those still working from home (or elsewhere) can instead wait to make the move.

By thoroughly assessing your existing IT equipment, you can make a more informed decision about what needs to be replaced and what can be carried over to the new office.

Office relocation is an exciting milestone for any team, but without proper IT planning, it can quickly turn into a logistical headache. By taking stock of your existing equipment, ensuring your new space meets your IT needs, and testing everything before move-in day, you can ensure a smooth transition (at least in terms of IT!). A well-planned IT setup means no downtime, no missed client calls, and no frustrated employees. The key is starting early, staying organised, and leaving nothing to chance. With the right preparation, your new office can be a place of productivity from day one.