Only an IT Specialist Should Move IT

Office relocation can be a heavy burden when you’re the one in charge. Trying to move an entire office while still doing your 9-5 job can be a lot more than people expect it to be. With over two decades of experience, Summit Business Technologies knows the ins and outs of what it takes to ensure a smooth office move from start to finish.

Your Top Considerations

Space Planning 

Not planning for all of the right configurations for your new office space can be costly to both your company’s budget and morale. There are always the delicate issues of who will sit where, but the real complexity involves all the technologies that make business possible.

Will your wireless access points cover the entire space? Do you have sufficient jacks and access points? Where will TVs be hung, and do you want the wiring hidden? Is there a server room with adequate HVAC to keep your systems cool and operational? These are all deciding factors that need to be thought out carefully before the move can begin.

We typically see two different types of moves when relocating a client from point A to point B:

  1. The Smooth Move– the new location is already outfitted with everything needed; a server room, cables, sockets, etc. This makes it easier for vendors like your phone or internet provider to come in and get things set up with minimal changes. Even then, if you don't know all of the issues in working with service providers, smooth can become bumpy fast. 
  2. The Bare Bones Move – the new location is completely empty and needs some TLC. Some of the issues faced with this type of move include:

    • Making sure your office is adequately cabled for your intended use, with sufficient power outlets and internet jacks in the right locations.
    • Interfacing with a general contractor or building engineer to ensure that all the modifications required are being completed- on time and on budget! 
    • Acting as the hub between internet service providers, general contractors, phone system companies, space planners, and low voltage services. Office moves require a single point of contact that can coordinate all the IT efforts.

Creating a Budget

Staying within a set budget can be tough when you don’t get accurate quotes or when things go wrong. It’s hard to be able to prepare for expenses that are unforeseeable. Hiring a planner that is focused on your companies’ specific technology needs and can set a budget and stick to it is best. Through consultation, a planner who understands your systems and the available alternatives can save you a lot of money during your move. Using their expertise and their connections to preferred, trusted vendors can save a lot of time and take considerable stress off your plate.

Meeting Deadlines

Downtime for any business means money lost. Many people don’t realize how much time vendors need in advance to make sure equipment and services are set up on time. Did you know that phone/internet companies can typically schedule installations 45-60 days in advance?

Working with Trustworthy Vendors

If this is your first office move, you may not already know which vendors are trustworthy or who is easy to work with. Also, knowing when to schedule vendors in order of priority is important to ensure the process is smooth later. If your phone provider shows up before there are desks or offices built out in your space, rescheduling them to come back out could cause a huge delay.

Here are just a few of the important players in the game:

  • Having the right general contractor to ensure construction goes smoothly
  • A phone carrier to make sure your services are turned on ahead of your move date
  • Cable and internet providers need to be set up before any desktop equipment is moved into the building
  • Having a Technology Relocation Specialist to act as a moving consultant, ensuring that every aspect of your relocation is ready to go on day one.