July 20

Tips for a Successful Office Move

Everyone in IT has a horror story or two when it comes to office moves. From the 5 year old server not booting up at its new location to the missing keyboards/monitors/printers and no Internet access, many interruptions to businesses can be with eliminated with proper planning and a few of these…..

Tips for a Successful Office Move

1) Order your new Internet/phone lines YESTERDAY

The most common delay in moving into new office space are delays in delivery of your Internet and phone lines from your service providers. However, this can be avoided. Four to six weeks is the bare minimum most ISPs will quote you. Plan for 8 weeks. As soon as that new lease is signed, have that new ISP contract in hand and ready to be sent. The goals should be to test your new Internet connection a week before your move in date. Immediately verify that Facebook and Google are accessible and you can guarantee happy employees come post-move Monday.

2) Confirm a successful backup and personally take the tapes with you

The week before the move, make sure you have a successful full system backup. Confirm on the morning of the move that the previous night’s backup was also successful and personally bring the tape with you to the new office. If something bad does happen to your systems, you don’t need to compound it by trying to find the latest company data when there are hundreds of boxes and crates around your office.

3) Why change what isn’t broken?

Do not re-architect file shares, introduce a different wireless network names or change old printer names. Minimizing the changes and providing users some time to adjust to their new surroundings, like finding the closest printer near their desk with a new and old name label on it. Lack of IT change can go a long way in providing that continuity of service everyone raves about after the first week in your new digs.

4) Create an open me first box/crate/bag

If end-users will be the ones packing up their desks and breaking down their computers, designate a special labeled box, crate or super-ziplock big bag to place power cords, mice, keyboards, network cables and the like into. This is particularly useful if you plan to have their computers setup and tested over the weekend so they are ready for use on Monday morning. A mint and welcome note on their keyboard is also a nice touch.

5) Un-rack those servers

Yes, most server cabinets are on wheels. Yes, it would save someone a few weekend hours to re-rack and cable the servers. Those racks and the small metal rails that hold the servers in place are not designed for short, jarring vertical forces such as a moving truck hitting a pothole, cutting the corner over a curb or taking a parking lot speed bump a little too quickly. Besides, we all know that rats nest of network cables and power cords could use some help.

The list could easily go on and easily get more technical like getting new color coded patch cords in your network closet for easier troubleshooting, not placing your server rack directly under a sprinkler head, appropriate placing and sizing power outlets for the server room in advance of the move. But those are all behind the IT door niceties. Hopefully the more general planning tips above will contribute to your next successful office move and earn you the chance to enjoy a cup of coffee with your peers on that first Monday morning instead of racing around looking for a power cord. If only someone could remember where they packed the mugs!