The Ultimate Checklist for IT Relocation

IT relocation requires a strategic approach to relocate the IT infrastructure with minimal disruption and downtime. When you are moving to a new office space or expanding the business, the IT relocation should be well executed. Therefore, we have designed this ultimate checklist guide to help you prepare and strategize what to do before, during, and after relocating your IT infrastructure.

Checklist Before IT Relocation

1.      Set an IT Relocation Plan

The first and most important checkpoint is to set up an IT relocation plan to avoid last-minute hurdles, unplanned business operations downtime, and higher costs. So, create a plan that reflects the key objectives, timeline, budget, and other crucial elements. You should prepare this plan 2-3 months before relocation.

2.      Site Visit and Survey

Visit the new site along with your IT team (or managed IT provider) to thoroughly evaluate the site, identify potential issues, and pinpoint the main requirements for the IT infrastructure setup. Try to have this site visit 2-3 months before moving office. During this visit, create a checklist of the cabling and equipment requirements to arrange for IT relocation.  

3.      Evaluate and Finalize Your Equipment

IT relocation gives an opportunity to get rid of outdated equipment and purchase new ones. So, create a list of all the IT equipment in your current space and then decide which ones are suited for a new office and which ones you need to repurchase. Also, make sure you purchase the new equipment before the office move.

4.      Evaluate Infrastructure Needs

Determine the cabling and communication infrastructure needs of the new location. Count the number of Cat 5/6 cables, phone lines, and power outlets that are currently available at the new location. If you need more, then make sure they are arranged before the relocation. Besides that, also evaluate the airflow and cooling infrastructure and fix it if required.

5.      Evaluate Your Telecommunication Options

IT relocation is also the opportunity to leverage new technologies for the internet and telecommunication. Start with checking that your new office fulfills your line capacity needs. Secondly, decide if you want to upgrade your telecommunication infrastructure. If not, then contact your internet service providers (ISPs), carriers, and other technology vendors around 2 months before the move. You can even assign 1-2 IT team members to interact with them and ensure the activities from their end are completed before the move.

6.      Document the Current IT Setup

Create a thorough documentation of the current IT setup. This involves server configurations, network diagrams, software/hardware, etc.

7.      Estimate the Budget and Timeline

If you have not finalized the budget and timeline while creating the plan for IT relocation, then now is the right time to estimate them. You now have a rough idea of the site, equipment, and essential purchases, so you are in a much better position to estimate a more accurate budget and deadline for IT relocation.

8.      Keep Stakeholders Informed

Engage with all stakeholders, including higher management, employees, and the IT team, and keep them up-to-date about the relocation plan.

9.      Arrange Packaging to Transport IT Equipment

Since there will be many IT equipment to transfer from the old to the new place, arrange the necessary packaging to securely transport equipment.

10.  Create Data Backup

Create a backup of crucial data to avoid unintentional data loss during IT relocation. Try to keep a backup copy in two different places. The data backup should be such that you are able to fully recover if something goes wrong.

Checklist During IT Relocation

1.      Label, Pack, and Move Equipment

Label all the IT equipment and pack them safely in the right packaging. Once packed, transport them safely to the new location.

2.      Unpack and Configure the Equipment

Unpack the IT equipment and verify that all the equipment has arrived at the new location. Afterward, configure the transported and new IT equipment at the workspace as planned.

3.      Test Systems in the New Office

Once the physical configuration of the IT infrastructure is completed, test out the system thoroughly. This involves testing all hardware equipment, software solutions, network devices, phone lines, and similar others.

4.      Handle Issues Promptly

If you face any issues during IT infrastructure testing, fix the issues promptly to avoid downtimes.

Checklist After IT Office Relocation

1.      Update Documentation

After moving company IT infrastructure, revise the documentation of the IT setup with the new configuration. Update network diagrams, server configurations, new hardware/software, etc.

2.      Train Employees

If your IT infrastructure now involves new equipment or software solutions, get the IT team trained about them.

3.      Evaluate and Optimize IT Performance

Keep a close check on the performance of the new IT setup, including hardware, software, and other components. You can use different monitoring tools to have a close eye on the response time, resource utilization, etc. If you find any issues, fix them promptly.

4.      Update Contact Information

Update the contact information so that your IT service providers and vendors are aware of your new location.

Wrapping Up

Moving an office or IT relocation comes with the biggest concern of downtime or disruption in services. Furthermore, unplanned or wrong moves can also increase trouble. Therefore, it is highly recommended to create a checklist for IT relocation to have a well-planned way of relocating the IT infrastructure. So, it's time that you create your checklist considering the above points and similar others depending on your needs and relocate IT infrastructure efficiently without downtime.

If you want professional assistance in relocating your IT infrastructure, we at CARE are the professional movers here to help. With decades of experience and highly skilled IT professionals, we can take care of all the stages of IT relocation and offer you a seamless experience for successful office and infrastructure move with minimal disruption and downtime.

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