Every office needs to stay online as much as possible during an office move. If your network is not up and running or you’re unable to make calls, it can affect your business. So, just exactly how do you move your office technology seamlessly? Follow our five tips, and you’ll be unpacked and online in no time.
1. Plan Ahead for Technical Requirements
Don’t leave thinking about your technology requirements in the new office space until the last minute. There are some essentials to consider when mapping your move, such as:
–How many phone lines do you need?
–How many Cat 5 cables are required?
–How many power outlets are needed?
But, there are plenty more. So, to make sure you don’t lose track, follow a detailed checklist.
2. Take a Full Inventory
Now that you’ve mapped the requirements take an inventory of all your current technology. If you have outdated equipment or anything that needs replacing, now is the time to order new stock, and have these items delivered to your new location.
3. Protect Your Data
Protecting your data is essential to ensuring a safe office move. We recommend having several backup copies including firewalls and server information. Make sure that a full recovery of data is possible. This information should be kept separate from the equipment for moving.
4. Think About the ‘Offline’ Interim
Before you switch off computers and unplug the telephone lines, think about the interim period of your move. Ask yourself how long you expect to be offline and the impact this will have.
There are a few options for how to handle this. One possibility includes updating your central business hotline with a tailored answering message. Indicate when you expect to be open for business-as-usual along with the new address and contact information. Another option is to choose to forward all calls to an assigned a team to handle the phone lines during the move.
You should also add a note to employee email signatures a few weeks or months in advance of the move to inform people of both the moving date and the new address/contact information. Update other social media like Twitter, Facebook and Instagram business accounts as well.
5. Pack for Success
Computer hardware such as monitors, servers, and printers should be carefully bubble wrapped and clearly labeled. Request that each employee be responsible for ensuring that their desk area and their technology equipment are marked and adequately secure.
To ensure items are placed in the correct location in the new office color code department and number or name equipment to each person. For example, computer 001 is placed on the desk with telephone 001. Label each chord with a folded post-it note which clearly states its purpose and number, and secure it in a bag.
Finally, place these items in a specialized box and fill gaps with soft cushioning. Label everything as ‘fragile’ and ‘technology’.
Enjoy Your New Office!
Getting the technology-element of your office move determined provides a happy and smooth transition for both the business and your customers. Get it wrong, and it can result in delays in the business function.
Avoid the stress and follow these five easy steps to a stress-free office move. All you have to do now is sit back, relax and enjoy your new space.
Need help with your office move? Contact Browning Moving & Storage for assistance.