Moving office is stressful enough without your IT systems adding to the chaos. Get it wrong, and you’re looking at lost productivity, frustrated staff, and potentially serious security risks.
Here’s what you need to sort before, during, and after your move.
Planning Phase
Audit your current setup
Walk round your office and document everything. Servers, switches, phone systems, printers, access points – the lot. You’d be surprised how much kit accumulates in cupboards and under desks.
Check your new building’s infrastructure
Visit the new premises and assess what’s already there. Check the cabling, internet connection points, and power outlets. If the previous tenant left network cabling, get it tested. Don’t assume it works.
Review your internet requirements
Your current broadband might not be available at the new address. Order your new connection early – lead times vary depending on the provider and can take months to be put into place. Consider keeping your old connection active for a week after moving as a backup.
Plan your network layout
Decide where everything will go. Server room location, desk layouts, meeting rooms, and WiFi coverage. Think about where people actually work, not just where desks fit.
Preparation
Back everything up
Run full backups of all systems. Then run them again. Store copies off-site or in the cloud. This isn’t paranoia – it’s common sense.
Label everything
Every cable, every device, every port. Use a label maker and be thorough. Your future self will thank you when you’re unpacking at 7pm on moving day.
Test your backup internet connection
If you’re planning to use 4G/5G as a temporary backup, test it now. Check the signal strength at your new location and make sure your equipment works with it.
Notify your suppliers
Tell your internet provider, phone system provider, and any other service suppliers about your move. Confirm installation dates and get everything in writing.
Final Preparations
Create a detailed moving plan
Document the order things need to be disconnected and reconnected. Some systems depend on others – get the sequence right.
Arrange specialist IT movers
Standard removal firms aren’t always equipped to handle servers and network equipment properly. If you’ve got sensitive kit, use specialists who understand what they’re moving.
Schedule the move carefully
Friday evening to Monday morning is ideal for most businesses. You get the weekend to sort problems before staff return.
Set up forwarding for critical services
If you’re moving your phone system, arrange call forwarding. Update your email signatures with new address details.
Moving Day
Disconnect in the right order
Shut down servers properly. Don’t just pull plugs. Take photos of cable connections before you disconnect anything.
Transport servers carefully
Keep servers upright during transport. Temperature changes and vibration can cause problems, so avoid leaving equipment in cold vans overnight.
Set up the new office systematically
Start with your internet connection and core network infrastructure. Then servers, then workstations. Test each layer before moving to the next.
First Week After Moving
Test everything thoroughly
Don’t just check things turn on. Test actual workflows. Can people access shared files? Does the phone system work properly? Can you print from every desk?
Monitor network performance
Keep an eye on connection speeds and WiFi coverage. You might need to adjust access point positions or add additional coverage.
Update your documentation
Record your new setup. Update network diagrams, IP addresses, and equipment locations. Future you will appreciate this.
Review security
Change default passwords on any new equipment. Check your firewall rules are still appropriate. Make sure your backup systems are running properly.
Common Mistakes to Avoid
Underestimating lead times
Internet connections and phone number ports can take longer than you’d expect. Check with your providers early and plan accordingly.
Forgetting about licences
Some software licences are tied to physical locations or IP addresses. Check with your vendors before moving.
Ignoring WiFi planning
What worked in your old office might not work in your new one. Concrete walls, metal stud walls, and building layout all affect WiFi coverage.
Not testing the backup plan
If your main internet connection fails on day one, what’s your backup? Make sure you’ve actually tested it.
Rushing the final setup
Taking an extra few hours to do things properly beats spending days fixing problems later.
Getting Help
Moving office is one of those tasks that looks straightforward until you’re halfway through it. If you’re not confident about managing the IT side yourself, get help early. The cost of professional support is usually less than the cost of lost productivity from a botched move.
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