There is enough stress when moving offices without having to deal with the concern of having your IT infrastructure not making the move intact. Office technology is often left until the end, just as an afterthought, rather than a crucial component. Moving a desk lamp is a minor expense, but losing a server containing business-critical information is an expensive problem.

There is a need for proper planning, as equipment requires enough care.

Make an inventory of the equipment

Before the process of packing starts, you need to figure out what you are dealing with, especially with your IT equipment. Create a detailed list of IT equipment; remember every computer, laptop, server, backup systems, network devices such as modems and routers, and telephony devices. Jot the serial number for each piece of equipment, document the equipment’s assigned department, and take pictures of the connections for each device.

Make sure you are doing this step carefully – it takes a long time but it is worth your effort. At your new office, when you are standing in a sea of boxes and tangled cables, you will be grateful for your good documentation beforehand. especially if something does go missing or damaged during the move. At that point you’ll have a clear record of what you had.

Back Everything Up (Yes, Everything)

It’s amazing the number of businesses that skip this or do a poor job at it, this should not go without saying. Back up all your data before the move, and when we say all, we mean all. Don’t rely on your regular backup system for this. Make additional copies and store them, but make sure they’re not with the equipment that is getting moved.

Cloud backups are helpful here since they aren’t going anywhere. Which is fine, but keep the external hard drives with yourself and not packed away in a box with everything else. Treat your backup drives like a passport when traveling: keep them close and on you, and know where they are at all times.

Leave the Servers to the Professionals  

When it comes to the desktops and monitors, you probably will feel comfortable managing the relocation on your own, as long as you have the right packing supplies. However, mission critical equipment servers and network equipment require the assistance of professionals. These are not the type of items you want your office manager’s nephew carrying in and out of the back of a van.  

There are a number of professionally trained IT removal companies out there. They know how to safely disconnect, transport, and reconnect complicated pieces of equipment in a way that doesn’t risk damage or loss of info. Yes, these companies charge more than your systems removal service, but it is because they are insured and are specifically trained to do this. When it comes to the pieces of equipment that your entire business relies on, not investing in that service is not a smart decision.  

Label Everything (And We Mean Everything)  

It doesn’t really matter whether you buy a label maker or just stick with some masking tape and a pen. The important thing is that every cable, every piece of equipment, and every box needs to be clearly labelled. Make note of which cables connect to which devices. Make sure to indicate which boxes are fragile. Also, be clear on which items need to be unpacked first when you arrive at the new location. This will make your future self thank you. It’s the absolute worst when you look at a jumble of office cables and you can’t remember what goes where.

Plan Your New Layout Before Moving Day

It’s never a good idea to wait and figure out your office layout when you get to your new office. Plan out your IT setup in advance. Will the server room be on the right or left? Which desks will require network points? Where are the power sockets in relation to your desks? 

Because of this advance planning, your IT equipment can go to its final location the first time, instead of being dumped in a corner and moved several times. It will also let you get an idea of potential problems, like the server room doesn’t have enough ventilation or that you have too few power outlets to meet your requirements.

Test Everything Before You Sign Off

Have the removals team test the equipment once all of the equipment is set up. Make sure the computers and all electronics are working properly. Make sure the computers and all electronics are functioning properly. You don’t want to wait to address the potential issue. You want to address the potential issue while the removals team is still there. 

Three days into the move / working remotely, it is too late to figure out if you’re working with broken equipment. You can make the rest of the move a lot more enjoyable if you make a point to do this. This way the team can make sure everything is working and plug in everything necessary. It’s also better to do all of this so you don’t end up disrupting the team with more work.