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One of the most significant challenges when relocating your office is related to IT. However, you can avoid many issues by prioritizing IT and involving the IT department in the commercial moving process from the start.
Below are some common IT challenges you may face during an office move, along with solutions to overcome them.
Computer & Technical Downtime
Downtime can result in lost productivity and dissatisfied customers, ultimately costing your business money. To minimize downtime during the move, engage your IT team early in the planning process and collaborate to create a detailed moving plan.
It is crucial to coordinate your network and computer systems transfers effectively. Inform users about any planned downtime and new password requirements. If possible, allow for some overlap to ensure a smooth transition.
Opportunity to Upgrade Your Technology.
Conducting an IT audit before the move can help identify potential issues or opportunities. Evaluate the functionality and relevance of your current equipment.
For instance, the move could be the perfect time to make the switch if you have been considering implementing a VOIP system, integrating cloud functionality, or new servers. Upgrading hardware or software during the move may be beneficial as you won’t experience additional downtime with future upgrades.
System & Data Integrity
Ensuring data security during the move is paramount. Your IT team should back up all data off-site or in the cloud. In addition to backups, a comprehensive plan should be in place to safeguard data during the transition. It is essential to ensure that all data recovery processes are up-to-date.
Before the move, inventory and clearly label all data-bearing devices. Pack each device securely and seal it properly. When transporting these devices, designate a safe drop-off location with security cameras. Regularly inspect the seals to address any breaches and promptly notify regulatory authorities if necessary.
Update Technology as Part of the Relocation
Connecting IT infrastructure has become increasingly intricate as technology advances. Business networks typically consist of various devices such as routers, servers, workstations, and power supplies. Involving your IT department in selecting the new office space is crucial to ensure proper electrical connections, cable management, and adequate space. They can also assess the existing infrastructure and the availability of cell phone service in the building.
During building renovations or construction, include IT in the planning process. Collaboration with architects and engineers can help ensure the space meets your technological requirements. For example, conference rooms may require extensive wiring that can be efficiently installed before the building is completed. It is also advisable to incorporate conduits early on to avoid additional costs for infrastructure upgrades in the future.
Be Ready for the Unexpected
Despite meticulous planning, emergencies and contingencies may still arise during the move. Issues such as malfunctioning outlets, delayed Wi-Fi connection or misplaced phone lines can disrupt operations. Having contingency plans can help sustain business continuity until the problem is addressed.
Enlist the Help of Professionals
Choosing a reputable moving company with experience in relocating IT equipment can significantly facilitate the moving process. IT technicians can evaluate your setup, advise on optimal connection and disconnection timings, and ensure your equipment is packed and transported securely. Collaborating with a professional office moving company can significantly contribute to a successful and seamless move.
You can effectively overcome common challenges associated with relocating your office by prioritizing IT considerations and involving your IT team throughout the moving process. Contact Chipman Relocation & Logistics for all your commercial moving needs.
