In summary
- IT decisions are made before construction, not after. When the walls close in, the options close in with them.
- The internet connection is the longest lead item of the entire move — it must be requested months in advance.
- A change is sole opportunity to redo the network from scratch at no additional construction cost.
- Don't move on a Friday. A problem discovered late in the afternoon ruins the whole weekend.
In this article
During an office relocation, IT is almost always dealt with at the end — after the lease, the building work and the furniture. That is why so many companies spend the first few weeks in their new space working poorly.
The right order is the reverse: there are IT decisions that have to be made before the construction work begins, and deadlines that do not depend on anyone in the room.
Start with the long-term deadlines
Two things govern the entire calendar and cannot be sped up with money.
The internet connection. Installing fibre in a building that doesn't yet have it involves infrastructure, authorisations and, sometimes, civil works on the public highway. It can take weeks or months. It's the first phone call to make on the day the premises contract is signed — before that, even: it's worth checking coverage. before to choose the space.
Mobile number portability. There are legal deadlines and it depends on the donor operator. Starting late means moving premises and being left without the numbers that customers know.
Confirm the internet coverage before signing the tenancy agreement. An excellent space without fibre available is a problem that cannot be solved with goodwill — and has already forced companies to operate for months on inadequate temporary connections.
What is decided before the construction work
This is the part that hurts the most when it is ignored, because after the walls are closed up, any change is destructive.
- Where is the embroidery hoop?. It needs space, ventilation, dedicated electrical sockets and security. An unventilated hallway cupboard is a decision that pays off in breakdowns for years to come.
- How many network sockets and where. Count the people today and add a margin. Extra sockets during construction cost little; too few sockets afterwards cost building work.
- Cable trays and trunking. Agreed with the contractor, not improvised afterwards.
- Wireless access points. The location is decided with coverage study on the plan, and involves running a cable to each point — including ceilings and high areas.
- Power supply. Dedicated circuit for the rack and space for a UPS.
- CCTV and access control, if applicable — run through the same cabling and must go into the same project.
Phased checklist
As soon as the space is decided: confirm internet coverage and sign up; initiate number porting; audit what currently exists and what traffic passes through.
Before the construction work begins: project of structured cabling with power outlet layout; determination of the rack location; coordination with electrician and contractor.
During the construction work: cabling run before closing ceilings and walls; rack installation; network certification with a report per socket.
Two weeks before: install and test the internet connection in the new premises; configure the network, wireless and telephone system; test everything while the space is still empty, which is when it's easy to fix things.
In the moving week: staff and equipment transport plan; shutdown and restart sequence; single-sheet emergency contacts for all suppliers.
Moving day
Three simple rules avoid most problems.
No Fridays. Move at the beginning of the week, with suppliers contactable in the following days.
Switch it on and test it before people arrive. Servers, network, internet, phones and printers checked with the empty space. Discovering a problem with forty people waiting is the worst way to discover it.
Keep the old space for a few more days, if you can. Having the option to back out for a week is worth the cost, and it's a safety net that is rarely used but changes the way you sleep.
Recurring errors
- Using the existing cabling without certifying it. The previous tenant's wiring might be fine or unusable. Checking before deciding costs little and avoids a lot.
- Count only today's people. A company that changes premises is usually growing. Sizing for the current number is planning the next intervention.
- Forget printers, time clocks and meeting room equipment. They always appear at the end, with no mains socket planned.
- Keep computers out of site meetings. It is where the cable routes are lost and the location of the rack.
- Do not document the new installation. Without a floor plan and socket layout, the first fault starts with guesswork.
DataRoad supports office relocations and computer network installation from end to end, from the project with the contractor through to validation on the first day of work.
A chat before making a decision
Whether you’re tackling a specific problem, planning a move or simply looking for a second opinion, we always start in the same way: by understanding your situation before making any suggestions. No obligation, no jargon and no catalogues.
