Much like moving house, relocating to a new office is both an exciting and stressful occasion. Perhaps business is booming and relocating seems like the right decision to make. However, there’s a whole lot of possible teething problems that can lead to massive disruption and frustrate both employees and customers.
Oftentimes, transferring your IT and getting everything up and running again complicate relocation. Of course, some downtime is inevitable, but keeping it to a healthy minimum must be a top priority. If you’re still relying heavily on in-house technology, there’ll be even more to think about.
Step 1: Evaluate and Plan
Hassle-free relocation starts with proper planning and assembling a team you can rely on to get your business back up and running immediately. First, you’ll need to evaluate your current IT infrastructure by creating an inventory of every networked device you want to transfer. This stage is by far the most important and is often the most time-consuming, so here are some things to keep in mind to save time:
- Availability of internet connectivity and bandwidth in the new location
- Network cabling and cable-management
- Cooling and climate-control for in-house servers and data centers
- Networked devices, such as workstations, thin clients, printers, and servers
- Data protection, security, and contingency planning during the move
- Electrical and communications infrastructure
Once you have a complete inventory of your existing technology infrastructure, you’ll need to map it to the new premises. Remember, even something as simple as a lack of adequate power outlets or missing network cables can cause serious delays. That’s why you need to verify where everything will go by considering cooling, electrical, cabling, security, and physical space requirements.
Step 2: Prepare Your Team
Preparing your technology for the big day is only half the battle. This is why everyone on your team should be familiar with their role and be ready to step straight back into their routines with minimal disruption. Your staff will also have their own concerns, which need to be addressed, such as how long it will take them to get to work and what they’ll be doing during the relocation.
If the move is to take place during a workweek, you may want to give your employees the opportunity to work from home. This will be far easier if you have a cloud-enabled infrastructure that gives your staff online access to the apps and data they need to do their jobs. It’s important to make sure everyone’s on board and adequately informed well in advance of the relocation.
While planning your team’s schedule prior to the move, you should take into consideration that you might have to work with an office relocation company, particularly if you have a relatively complicated IT infrastructure. When assembling such a team, be sure to ask for references and proof that they are fully insured. You’ll need detailed terms of their service contract before, during, and after the move.
Step 3: Complete the Move
Depending on the distance and complexity of your relocation, you may end up struggling to keep your doors open for business for an extended time. To minimize this downtime, try to plan your move for the weekend and always have a contingency plan. Easily the most important consideration is where your data is going to reside during the move. You’ll need to have backups of everything, as well as clearly defined roles for your team if things don’t go as planned.
If you’re working with a technology vendor who provides office relocation services, they will be bound by their contractual obligations to keep downtime and productivity loss to a minimum. They should also provide contingency planning for IT operations should there be any damages during the move.
Is your business outgrowing its current premises? If so, we’re here to help! We’ll make sure your relocation is quick and seamless. Call us today to learn more.
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