IT Checklist for Unpacking and Settling into Your New Workspace

Office-based workplaces have seen a lot of change in recent years. Though some businesses have embraced the “new normal” by switching to entirely remote work structures, others may have found themselves suddenly operating out of office spaces that no longer meet their needs.

Whether the desire to relocate comes as a result of fluctuating workforces, less required space for hybrid teams, or simply an increase in commercial property rent, business owners will know that a lot of thought and planning is required to perform a large-scale office move successfully.

With that said, research suggests relocating to a more suitable office space may have a positive impact on almost 70% of employees, though the transition period must be managed efficiently. To help management teams ensure that their equipment is installed and functional as quickly as possible, this post will act as an IT checklist for unpacking and settling into your new workspace.

Plan your IT Relocation in Advance

There are a few important tasks that management teams should consider months before your planned move date. Primarily, IT administrators must schedule a site visit to assess the network cabling requirements in your new space. Note down the number and types of cables needed to service all key IT equipment, and ensure these items are obtained and labeled before the move.

Additionally, all essential carriers, Internet Service Providers (ISPs) and technology vendors central to your daily operations must be contacted at least 2 months prior to your office move date. Make sure these companies are able to provide services from day one in your new office.

Evaluate and Audit your Equipment

Relocating to a new workspace can be an ideal time to assess and potentially update legacy equipment. Ideally, you’ll want your network to be up and running a little before your moving date, so if your equipment is serviced and functional, you’ll be able to hit the ground running.

Below are a few pointers to keep in mind when auditing your IT equipment:

• Take inventory of all IT equipment including computers, printers, routers, and phones, and determine whether some items may need replacing, removing, or updating
• Make a list of any equipment that does need to be updated or replaced and order these items to be delivered to the new space
• Return any leased IT equipment that’s no longer needed
• Dispose of any broken or old equipment appropriately, making sure to follow safe data disposal protocols
• Evaluate your server room requirements for the new office to ensure your current setup will be suitable.

Backup your Data

There’s always some level of risk that important data could be lost as systems are shut down and packed up during the moving process. Make sure that all sensitive and important data is backed up multiple times, and that digital data systems are secured using cybersecurity tools.

In addition, make sure that your data recovery process is operational and understood by key IT employees, including necessary passwords and codes, acting as an extra form of protection.

Review Communications Requirements

For the final bit of preparation before moving day, make sure to review the new office space and check whether the currently installed cabling and infrastructure match your requirements. To help IT administrators and management teams to achieve this, consider the following questions:

• How many phone lines are present?
• How many cables (CAT 5, CAT 6, fiber optic, etc.) will be required?
• How many power outlets are available?

Configure your Security Systems

Now that your IT equipment is updated and organized, your service providers have set up your connections and you’ve ensured your new office space is prepared to accommodate your setup, it’s time to begin moving in. It’s wise to start with configuring your commercial security system.

Make sure all access control systems are set up and employees are issued unique credentials, connect your security cameras to your video recorders, and make sure any networked devices are connected and secured using suitable encryption services. If your security system is able to be accessed via an online portal, make sure multi-factor authentication is set up and functional.

Thoroughly Test your Network

Finally, it’s time to set up and connect all remaining IT equipment to the network. Your prior planning will come in handy here, as you can review your audit list to check all equipment is present, and you should have the right number of cables clearly labeled and ready to go.

Once everything is plugged in and connected, perform a walkthrough of the workplace and take the time to check the following:

• All cables and devices are in suitable spots
• All phone and internal communications systems work as desired
• Call forwarding from your old office number works
• All servers are functional, updated, and secured
• All email systems are configured and working
• Your website, intranet, and extranet are operational
• All relevant network connections are working.

Final Word

Though moving complicated IT systems can be a daunting task, with a little planning, it can be easy to get everything up and running within a short while of moving into your new workspace. Make sure to perform a full audit of equipment to check all devices are functional, review the site to ensure infrastructure is appropriate, and contact your service providers prior to the move to guarantee your networks will be operational from day one. Now enjoy your new space.