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IT Relocation Process

IT Relocation Process

When your company is relocating offices it is vital that your company has a clear understanding of the IT Relocation Project Process you need to follow to ensure a smooth migration of your IT equipment and infrastructure.

More often than not the success of your entire office relocation will be judged on whether your staff are able to access all of the technology they need to function properly at 9am on the first day in your new office. If the technology is not there then fingers will get pointed! To make sure this crucial aspect of the office moving process does not end up being a disaster than you need to follow a rigorous process so that everything happens securely, on time and to budget.

To help you achieve this seamless IT Relocation Process, we have put together the key steps in the IT Relocation Project:

Step 1 - IT Relocation Audit
The first step is for you to carry out is an initial audit. From the outset you need to know what equipment & infrastructure needs to move office and then where it needs to end up in its destination location. Nothing can happen until you have conducted an Audit of all your IT "assets".

Step 2 - IT Relocation Planning
The IT Relocation Planning process needs to happen as soon as you know that an office move is on the cards. You should give yourself as much time as possible to plan how you are going to migrate all of your IT systems & equipment. The information you gathered from the Audit will now form the basis of all of your planning. It should include: costings, lead times, logistics, monitoring, contingency and disaster recovery. Don't forget to look into any SLA's you have with external providers as any impact this may have will need to be factored in.

Step 3 - IT Relocation Implementation Plan
As soon as you have completed your IT Relocation Plan then the actual implementation plan needs to be distributed to all if the relevant stakeholders (likely to be a combination of internal and external people). It is sensible to bring everyone together for a central briefing so that any questions can be raised and dealt with. Once any issues have been ironed out and the Implementation Plan finalised then it needs to be circulated to the people involved. Make sure their responsibilities, timelines and reporting procedures are clearly laid out.

Step 4 - IT Relocation Decommissioning
Before anything is decommissioned it is essential that you have carried out the necessary back-up procedures that will have been identified in the IT Relocation Planning Process. IT equipment is expensive and decommissioning is all about preparing your IT equipment for a secure and safe transportation to your destination location. This starts with powering down all IT equipment (in the right order and at the right time). All of your IT equipment then needs to be dismantled and correctly labeled. Remember to mark up and code the associated cabling, keyboards, mouses etc and package them up with their associated computers/equipment.

Step 5 - IT Relocation Packing & Transportation
Every computer and each bit of equipment (printers, copiers, faxes, servers etc) will then need to be individually packed into its appropriate box/crate. Don't pay lipservice to this as your IT equipment is an essential component to your company being able to function properly (did we mention it's also expensive!) and it needs to be treated accordingly. You will have delicate equipment (ie servers) and you need to ensure everything gets packed as safely and securely as possible. Once everything is packed you should ensure that all labels and coding are clearly visible. The labeling and coding should include a description of the item together with its destination location in the new office floor plan (where they should be positioned before the recommissioning can begin). Check with your Office Removals Company (or IT Relocation Consultant) what vehicle will be used to transport your IT equipment. Specialist companies will have "air-ride" trucks that can provide further protection during the actual transportation.

Step 6 - IT Relocation Recommissioning
As everything arrives at the destination location you should task the appropriate individual to ensure that everything gets positioned in its correct new location. Once this inventory check has been completed then the unpacking can begin. Your Implementation Plan will include a heavy element of cabling - which will need to match the location and amount of sockets etc that have been positioned in the new office. The assembly of your IT infrastructure can now begin and will be configured as per the plan. Once everything has been assembled then all IT equipment can now be powered up and checked over to ensure it's working properly.

Step 7 - IT Relocation Testing
The final piece of the jigsaw is about rigorous testing. Once everything has been re-assembled each and every piece of IT equipment needs to be tested to ensure it functions properly. You are checking that: (i) your IT equipment has been correctly reconfigured; (ii) your IT infrastructure that supports everything is working as it should; and (iii) that all systems are "good to go" for when your staff arrive. This testing phase may highlight some faults that need fixing so be sure to allow enough time to check everything thoroughly. Make sure that you have, on site, all of the relevant people so that any issues can be resolved immediately.

IT Relocation - Top Tip
Carrying out a proper IT Relocation Project Process is not easy and takes time and skill. Should you decide that you do not have sufficient in-house IT experience then make sure that you call upon the expertise of external consultants. Your IT Team will have knowledge and expertise on your specific systems and equipment but they may never have been involved in an IT relocation before. There are businesses out there who make their living by assisting businesses with their IT relocation. Be sure to use them.

For more information on the IT Relocation Project Process download the free IT Relocation Checklist. It will help further guide you and your company to a safe, secure & successful IT Relocation.

 

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