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Top Three IT Issues Related to Moving an Office

Successfully moving a business from one facility to another requires more than simply executing on time, on budget, and at the quality desired for the space. Any business leader will likely tell you, a successful office move must be seamless for employees, clients, and partners. And, it must be executed while still moving the business forward.

Countless details must be considered while planning an office move. As one would expect, the earlier businesses begin to plan for an office move, the greater chance of overcoming challenges without disrupting the business. However, the planning phase is often neglected resulting in “pinch points” – the small details that may cause major disruption in work and headaches for employees, as well as unexpected fees for the organization.

Based on our experience, the top three IT pinch points arise when dealing with Internet Service Providers, cabling, and phone systems.

IT Pinch Points
Internet Service Provider (ISP)
These days, it is easy to take Internet access for granted. However, installing Internet access in a new space isn’t as simple as opening a laptop and searching for Wi-Fi service. Internet Service Providers (ISP) must be notified far enough in advance to schedule and complete the move.

To update your company’s ISP, ensure the current ISP is available in your new location. If so, allow plenty of time to schedule the ISP move – it requires at least 30-days-notice, and may require up to 60 days. If the ISP doesn’t serve your new location, allow at least 90 days to evaluate providers, decide on the best provider, and schedule the installation.

Cabling
Often a hidden cost during a move is the planning and installation of cable for an  IT service that works. Whether the move is to new construction or an updated space, in some capacity, the cable installation needs to be managed. Neglecting this component is showcased when employees must use extension cords to power their IT equipment or the required outlet for the essential office printer is nowhere to be found.

In a new space, an effective cabling approach is to introduce vendors to one another during the planning phase including the interior designer, cabling vendor, and information technology partner. During the meeting, the vendors can review the space plan and determine placement of electrical outlets and connections. Early collaboration ensures accurately projected costs and optimal usage of the new space.

Phone Systems
When moving an on-premise phone system or a Voice-Over-IP (VoIP) service, getting the phone service to work is more complicated than an unplug and plug in scenario. For an on-premise system, a partner has to properly disconnect and reconnect each phone, which may be tied to your ISP. Remember, the ISP will not work in the new location without a specific request for location change. With a VoIP service, confirm service is available to the new location and allow enough time to process the move.

Include Your IT Partner in Planning
Although ISP, cabling, and phone systems are frequent drivers of IT-related issues during office moves, additional delays and issues may be caused by any service moved or installed by a partner. To plan inclusively, it’s important to list any IT services or equipment that are outsourced, and reach out to each partner to share the detailed move plans. It’s likely that partners will want to move equipment themselves, which will need to be scheduled in advance.

Early communication and participation amongst IT personnel and partners helps avoid delays, maintain productivity, and achieve a headache-free move.