There is no doubt that moving office can be stressful and time-consuming. You want to make it an easy process for yourself, your IT team and your coworkers. Anything that could go wrong may potentially have a significant impact on your business. If you are thinking about IT relocation then you will need to consider data centre installation services to help with the move.

What is IT relocation?

An IT relocation is relocating your entire IT infrastructure which is a high-risk operation. Your business IT is the lifeblood of your company, and if not transferred with care your systems may not work once moved. This can also have consequences for the running of your business if not done in a timely manner you may find that it starts to affect the running of your company, operational and financial aspects can be affected.

Ensure you can move

You will want to make sure you can move before you go ahead with your IT relocation. Check your existing lease and certify whether you have any obligations, find out exactly how much notice you have to give.

Budget

This is the kind of thing you can not have a tight budget for; you will want to ensure you have the best service to make sure you IT relocation is carried out to a high quality.

Time Table

Schedule everything, so you and others know when you will be undertaking your IT relocation. Create a timetable; this will help both you and your service provider establish when you need to meet specific deadlines.

Organising IT

The most important part of your IT relocation is not to interrupt the services your employees provide or to your clients. This is often an issue when moving location and can create problems with business continuity.

Planning

Back up

We will always agree that it’s extremely important for you and your team to ensure all copies of company data systems including firewalls and servers have been backed up. We recommend you have these backed up copies stored somewhere in an offsite data centre where it won’t be affected by the move.

Continuity plan

Unfortunately, you may find that when you are performing an IT relocation your business encounters unexpected problems. We suggest you develop a continuity business plan to ensure you know what to do in this situation.

It should include:

  • Inventory of software and hardware severs and network equipment.
  • How you plan to switch all phones, number, Internet connections and migration of data
  • List your business priorities and any classified data
  • In worst-case scenario, you will need the emergency contact of your telecom and IT providers

If you are unsure of how to carry out a continuity plan read Ready.gov for more information.

Notifications

Where appropriate keep the relevant external people informed of your IT relocation. Outline the positives of your business IT relocation to any potential investors.

Removals

We suggest you do not remove yourself unless you are highly trained; you may want to hire a removals company who can help with installation of your new IT software and hardware.

Ensure all wiring and data cables are labelled specifically to each piece of equipment they are attached to. Make a contact list for anyone that will be helping with the move, the last thing you want is to have a couple of questions and not be able to contact the right person.

Two Men Talking In Server Room

IT staff

Think about the ways your IT relocation can affect your business and staff. Are you going to have to complete tasks such as patching and reconfiguring internally? Create time for yourself and your workforce to repair any errors that may have occurred during the move.

How to plan

  • Firstly you will want to assign an internal manager who will be overseeing the IT relocation. This will mean one person will be in control and can manage each step of the process.
  • Source and meet with a provider that will be able to assist you with the move. While you may think you can do it on your own, it’s a hefty job. Additionally, you will be moving a significant amount of the business, and you want someone who is professional in this area of expertise.
  • Communicate and plan the move with your service provider, be specific with dates.
  • Inform the professional of any additional works you would like done as this would be an excellent time to get it done.
  • Communicate the move to your team and the rest of the business, so if their work is interrupted for any reason, they are aware.
  • Contact your telecom provider and ensure they know when and where you are moving to.
  • Make sure your service provider and contracted removal and installation team can collaborate well together ensuring the optimum location of hardware and cabling infrastructure are met.

If you need a checklist for your IT relocation, we recommend you give CWPS article a read.

Plan

Summary

It is suggested that when you decide to do an office move or IT relocation, this is the best time for your business to think about any IT or telecom equipment that might need updating or restoring. This is also a good time to discuss with your service providers better rates. Try to relax throughout the relocation process; you want to feel in control so keep an eye on your checklist and update anyone during the progression if you have any concerns or questions.

Access what you have and what you will need, we suggest building time into your moving plan to think about any changes that could be made to your IT infrastructure. This time will also allow you to look into any out of date hardware that may need upgrading or replacing. Coordinate your IT relocation with all aspects of the business; you don’t want to be undertaking the move when you have vast amounts of client work.

Third-party IT firms hold a significant amount of knowledge in this area, and will most likely of worked on a variety of different size relocations either on their own or working with the IT staff already in a business. We suggest that you always look into this option and at least have a consultation before going ahead with anything.

You can always turn your IT relocation into a PR opportunity; you may find that you can write a press release on your move including the benefits it will have not only for yourself but your clients.

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