Moving to a new office is always exciting – it’s the first sign your business is showing growth and going places.

The first question you should always ask when it comes to acquiring something new – What will you get out of it?

In the modern business landscape, it is in the best interest of companies to land an office space with infrastructure that aligns with their business needs. 

Moving with the Help of a Flexible Office Space

With a flexible office space, many considerations are put in for businesses so they can move in without hassle and begin their operations at full speed. 

When it comes to location, flexible office space providers like Compass Offices are setup in well equipped commercial buildings in key business locations that offer businesses full amenities and commuting convenience. 

Moving in to a flexible office space, companies can leverage on a full set of workplace amenities and design their offices by their preference – Among the specific office IT infrastructure requirements that can be arranged, companies can opt to have their own server racks to host own equipment, or choose co-location service; dedicated entrances can be built, and service areas such as reception, meeting rooms, and pantry can also be added within a private office suite. 

With infrastructure in the workplace being the fundamental requirement of a business operation, you will want to plan this ahead of time, and favourably, with the help of dedicated IT professionals to give you the initial setup support you need. 

To kick things off, here are a list of points you should consider when relocating your office IT and network infrastructure.

Understanding the Basics of Office IT Infrastructure

IT infrastructure constitute the cornerstone to a business’ technological framework, consisting of various interconnected components that work together to ensure the smooth functioning of a business’ IT operations and in supporting the daily operations of a business. In essence, IT infrastructure is important and can ultimately help a business in devising a competitive edge in the market. A flexible, reliable and secure IT infrastructure can help businesses avoid connectivity, productivity and security issues that may lead to system disruptions. An IT infrastructure includes components including Computer hardware, which are the physical devices including but not limited to, computers, servers, and other devices. Computer software, which are the applications and programmes that run on hardware devices. Networks for connectivity between various devices. Information storehouses that act as data centres or cloud services for the physical storage of internal data. Finally, security systems should be in place to safeguard internal data and digital assets from unauthorized access.
 

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What should be included in a new office IT setup checklist? 

The following section identifies the checklist for IT setup in the workplace.
 

1.    Review Equipment Condition

Start from the items that your workplace technology depends on. An office relocation is an opportune time to review the condition of your hardware (and software) and to spring clean. Test the computers, telecommunication systems or mobile devices and you will find some may need to be replaced, returned, updated, upgraded, or simply discarded. Create an inventory, label them accordingly and keep the wires and cables close to the related hardware – unboxing will be a breeze.

Next, you will want to set up and configure your network in the new office in advance and make sure your connection is reliable prior to your move. Doing so ensures a smooth transition the minute you move in.
 

2.    Keep your Network and Data Protected

While most companies have backup protocols in place, it can’t hurt to have another check before actual migrating works take place.

Don’t risk compromising your company data during the relocation process. Check that you have backed up your data, configurations and store copies in a secure location unaffected by the move. Explore cloud storage options if you haven’t already done so – this will give you access to files and data no matter the status of your relocation. Ensure your storage choice are password protected or implement role-based access control to prevent important data from falling into unintended hands. Read our article to learn more about cybersecurity risks and threats to look out for in the workplace.
 

3.    Evaluate your Communications Needs

Businesses need to identify its communication requirements to support its daily operations and business activities. It is determine if any additions are necessary, for example:

• Determine the required number of phone lines.
• Evaluate the quantity of Cat 5 and Cat 6 cables needed for cabling infrastructure.
• Verify the availability and location of power outlets in the new office.
   

4.    Site Visit Checklist

It’s important to take a few site visits with your IT administrators before the move. The team will want to access the space and plan for wiring, power supply, and security setup to be done ahead of time. 

You will want to see if your require server racks and a section to fit them as well as other tools and equipment. On top of that, you will want to review energy consumption levels in the building, especially if your operations require stronger support. If you are moving to a flexible office space, energy consumption will be the least of your worries with a majority of them being in premium grade buildings. 

Any necessary arrangements beforehand will help to minimise setback on the relocation day, especially if there are particular setups involved. This will also help to speed things up and you can get down to business as soon as you settle in. 
 

5.    Use Professional Movers

Anyone with a huge truck can claim to offer moving services, but not all services are equipped to handle IT infrastructure with attention to details. Enlist the help of professional movers that have the expertise and experience of moving fragile equipment.
 

6.    Deploy and Test

When you move to a new office, it will take some getting used to. Things are not in the same places, and the size and orientation of the new offices is different. Before you start operating, it is prudent to test your IT infrastructure. 

Check if your phone number, fax, email, DDI, router, and other devices are fully functional. See if your website is live and whether the internet is connected. While doing all these, make sure your servers are on. If applicable, check if the data transfer has been successful.
 

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Example of Office IT Set Up Checklist

The following is a sample checklist for the setup of Office IT. It should only be used as a guide as the nature and requirements of each business is unique.

• Communication Systems – Telephone, Internet services, Speakerphones and video conference equipment.
• Workstations and Peripherals – Desktop configurations and laptop computers, Monitors and screen stands, printers and copiers, software packages and cloud services and related cabling for connectivity.
• Server Room Equipment – Network connectivity, servers and storage, backup options, power supply, temperature regulation and safety precautions systems.
• Access Control System: wired or wireless control panels, access control points, CCTV, cameras and card readers.
• Audio and Visual Sets: Projectors, video Screens, and whiteboards or TV and monitor sets.

Get All the IT Support You Need

The checklist is a good place to start when making plans for your move to a new office. It is best implemented with the support of your IT team, or with the help of external IT administrators. Alternatively, you can explore moving to a workspace where your IT infrastructure can be taken care of from the get go.

Compass Offices offers flexible office space with enterprise-grade IT infrastructure and high-speed Wi-Fi so you can hit the ground running the minute you move in. 

Our experienced consultants can provide fully managed IT services, tools to compliment your infrastructure needs, or bespoke solutions for businesses with distinct requirements such as increased security, redundancy, and bandwidth. 

Looking for a business-ready workspace with reliable office infrastructure and responsive IT support? Reach out to us today.

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