Master Your Move: How Expert IT Planning Transforms Practice Relocations into Seamless Successes
Relocating your architecture or design practice is an exciting leap forward, but it’s also a journey fraught with IT hurdles that can disrupt your operations if not managed expertly. Ensuring seamless connectivity and protecting your data are crucial to maintaining productivity and success during your move.
Picture this: you arrive at your new office, only to find that your internet isn’t set up, your servers are down, and your team is scrambling to connect. Sounds stressful, right? 😰
But don’t just take our word for it—here’s a snapshot of why IT planning is crucial:
Frequency of Moves: About 30% of UK businesses relocate every 3 to 5 years (Office Space in Town).
Reasons for Moving: 42% move due to growth, while 23% seek cost reductions (CBRE, JLL).
Costs: Moving an office typically costs £100 to £150 per square meter, with hidden costs adding 10-20% (Move Consultants, Office Move Management).
Downtime: Businesses experience 1 to 2 days of productivity loss during moves (BMC Software), and 40% face network downtime (Gartner).
Employee Stress: 60% of employees report stress during the move (Office Space in Town).
Planning: Start planning at least 6 months in advance for a smooth transition (Office Space in Town).
Now, let’s talk about the IT side of things. Your move’s success hinges on meticulous IT planning to ensure your business remains operational throughout the transition. Here’s a roadmap to keep your move on track:
1. Secure Connectivity and Network Cabling
Start by securing broadband or fibre connectivity and assessing your network cabling needs. This is the backbone of your IT infrastructure. Without a reliable connection, your team can’t access online tools, communicate with clients, or operate cloud-based systems, leading to significant downtime and lost productivity. Ensure the new location has robust connectivity and network cabling from day one to minimise disruptions.
Timeline for Connectivity and Cabling:
Broadband/Fibre Installation: Can take 2 weeks to 3 months. Standard broadband is quicker, but fibre-optic connections may take longer, especially if infrastructure is limited.
Network Cabling Assessment: Typically a few days to a week.
Network Cabling Installation: Usually 1 to 4 weeks, depending on the office size and complexity.
Total Timeline: Depending on your specific situation, securing connectivity and setting up network cabling can take anywhere from 3 weeks to 4 months.
2. Plan for Wi-Fi and Server Relocation
Plan Wi-Fi coverage to avoid dead zones and meticulously manage server relocation. This includes backing up data, verifying cloud access, inventorying hardware, and assessing power needs. Don’t forget about backup power options like UPS systems.
3. Phone Systems and Conferencing Tech
Consider transferring or upgrading phone systems and setting up conferencing technology. Ensure software is correctly installed and licensed for your new location. Keep your team informed about the relocation schedule and coordinate with service providers. Notify clients of potential disruptions and test all systems thoroughly once you’re settled in.
4. Partner with a Proactive IT Provider
A proactive IT-managed service provider (MSP) can make your move smooth and stress-free. Here’s how:
Comprehensive Planning and Coordination: An MSP creates a detailed IT relocation plan, coordinates with your team and vendors, and ensures all aspects of your IT infrastructure are ready for the move.
Seamless Data and Server Migration: They handle data backups, secure transport, and system restoration, testing everything before your team arrives.
Minimal Downtime: MSPs schedule moves during off-hours or weekends and set up temporary solutions to keep your business running smoothly.
Enhanced Security: They ensure data protection with encryption, secure transport, and updated security measures for the new office.
Post-Move Support: They provide ongoing support, address issues, and optimise your IT setup post-move.
With a proactive MSP handling the technical complexities, you can focus on your core business activities, confident that experts are managing your IT transition. Why risk the stress and potential disruptions of managing it alone?
