North Carolina has a reputation for being a good environment for business, which is why many companies have relocated to the state, especially here in Charlotte. And though the number of relocations and expansions has gone down in recent months, North Carolina still draws investors from businesses outside the state. However, relocation can be stressful and disruptive, especially if you’re trying to keep your IT downtime to a minimum.
Fortunately, whether you’re an out-of-state business relocating to Charlotte or a local one changing location, there are some best practices you can adopt to ensure a smooth transition to your new office.
Planning is key
Relocating an office is a major undertaking that requires thoughtful planning. So, be sure to implement these essential steps before moving day:
- Create a relocation team to oversee the relocation process. The relocation team should include representatives from different departments, such as IT, facilities, and human resources.
- Develop a detailed timeline that outlines every step of the relocation process, from initial planning, scheduling IT infrastructure disconnection, and reconnecting at both locations to coordinating furniture movers and unpacking boxes in the new office.
- Inventory all your IT equipment, including computers, monitors, printers, servers, and networking devices. This allows you to track your equipment during the move and ensure everything arrives safely.
- Develop a communication plan to ensure you clearly and regularly communicate important dates, deadlines, and procedures to all your employees throughout the relocation process. With good communication, your employees will be less anxious, helping ensure a smooth transition for everyone.
Take proactive IT measures
In addition to careful planning, there are several proactive steps you can take to lessen IT downtime during the relocation:
Consolidate, organize, and declutter
Before moving, take time to organize your physical IT assets. Label all IT equipment with its location and department for both the old and new offices. Ensure this labeling aligns with your inventory for better tracking. These measures will help movers unpack and set up equipment more efficiently in the new space while reducing the risk of misplaced items.
Additionally, use this opportunity to dispose of any outdated or unused hardware. This not only saves money on moving costs but also streamlines IT operations in your new office.
Create data backups and a disaster recovery plan
Back up all important data before the move to ensure quick recovery in case of any issues. Furthermore, have a recovery procedure in place to restore your systems from the backup. Ensure that the team members responsible for managing and implementing the BDR know their roles and are available during the relocation. These measures ensure that you can quickly recover from any disruption, minimizing downtime.
Test your IT infrastructure in the new office
Test your IT infrastructure in the new office before employees come in. This includes powering up devices, logging in to newly installed networks, and checking internet connectivity. You should also run tests on critical systems such as email, phones, and collaboration tools to ensure they all function properly.
By identifying and fixing glitches or damage incurred during the move, you’ll ensure a smooth transition and minimize disruptions to employee productivity on their first day in the new space.
Partner with a managed services provider (MSP)
You don’t have to tackle your office IT relocation alone. Partner with an MSP such as Refresh Technologies to foster a smoother transition. Their expertise can streamline critical tasks, from secure data backup and equipment consolidation to comprehensive testing of your IT infrastructure in the new location.
More tips for office relocation
In addition to the above measures, there are other practices you can implement, such as:
- Utilize a phased approach: Move nonessential equipment and personnel first, followed by essential IT equipment and personnel later.
- Communicate with your vendors: Keep your internet service provider (ISP), phone company, and other IT vendors informed of your relocation date to ensure your services are up and running in your new office with minimal downtime.
- Consider cloud-based applications and services whenever possible: Reducing reliance on on-premises IT infrastructure makes moving to a new location easier.
- Invest in professional movers: Professional movers have experience handling IT equipment that can help ensure the transfer process is safe and efficient.
Learn more about efficient office IT relocation by speaking with Refresh Technologies experts. Contact us today.