the office relocation planning website

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.

 

Planning an office move? Go the office relocation planning resource centre

Latest Tips

  • Planning an Office Move - tips

    How do I even begin to plan an office move? Good question ... read on to find out how best to tackle the planning of your office move.

    Read Article
  • How To Move Office

    The challenges and logistics of an office move can sometimes feel overwhelming. This guide helps you understand the timeframes and costs you are likely to incur so you know more about what to expect when you move office.

    Read Article
Back to top ↑
×

Register for FREE

My office move will be in:

Terms & Conditions

Moving Office Ltd believes in safeguarding the privacy of our users whilst also providing a beneficial service. This Policy explains how we use the information we collect about you and the procedures that we have in place to safeguard your privacy.

Please read this Privacy Policy carefully as once you use our website you will be regarded as having read and accepted this Privacy Policy. You must not use our website or our Services if you do not accept this Privacy Policy.

1. THE INFORMATION WE COLLECT

We will collect personal information about you which you give to us when you register to use our website and when you provide information as part of our service (for example, in order to obtain a copy of a checklist, guide or document for the purpose of helping you plan your office move). We will periodically review your personal information to ensure that we do not keep it for longer than is necessary.

2. PURPOSES FOR WHICH WE USE INFORMATION ABOUT YOU

We may use your personal information for the following purposes to:

  • enable you to access and use part or all of the services; and/or
  • personalise aspects of our overall service to you; and/or
  • communicate with you; and/or
  • process a connection between you and a third party; and/or
  • provide your details to third parties that offer products or service that may be of interest to you; and/or
  • analyse and research the use of our website and improve the quality of our services for users and advertisers

3. PASSING ON INFORMATION ABOUT YOU

Please be aware that if you either use, or register to use, our website or our services, you will be giving your consent to us disclosing your personal information to the following parties:

  • Third parties that help us provide our services to you, such as web hosting companies;
  • Third party providers whose products or services are listed on the results pages on our website, for the purposes of obtaining advice or services relating to moving office;
  • Regulatory/governing bodies for the purposes of compliance monitoring;
  • Other third parties that might be able to offer products or services that are applicable as a result of your requirement about thinking about moving office.

We automatically collect information about your visits to our site and, from time to time, we will supply this data to third party organisations that might be able to offer products or services that relate to moving office. If you do not wish to be included then please email info@helpmovingoffice.co.uk

4. THIRD PARTY PROVIDERS AND DATA PRIVACY

If you decide to enter into a contract with a third party provider through a channel on our website, the information you have provided to us together with any further information requested by, and supplied by you to, the third party provider will be held by the provider for the purposes set out in that provider's privacy policy. Therefore, you are strongly advised to read your chosen provider's privacy policy and satisfy yourself as to the purposes for which the provider will use your personal information before entering into the contract. We have no responsibility for the uses to which a provider puts your personal information once you have contracted with that provider.

5. SECURITY

The internet is not a secure medium. However we have put in place various security procedures as set out in this policy. Firewalls are used to block unauthorised traffic to the servers and the actual servers are located in a secure location which can only be accessed by authorised personnel. We also keep your information confidential. Our internal procedures cover the storage, access and disclosure of your information.

6. COOKIES AND WEB BEACONS

COOKIES

A cookie is a piece of information that a website transfers to the cookie file of the browser on your computer's hard disk so that the website can remember who you are and information about your visit. Cookies can help to display the information on a website in a way that matches your interests. Cookies cannot be used by themselves to identify you.

The first type is a 'session-based' cookie. This means that it is only saved on your hard disk for the time you are using our website. We use these cookies to store your locations during a search session and to make it easier for you to access your account. The second type of cookie we use stays on your hard disk after your session and is called a 'persistent'. These cookies help us understand the number of different people coming to the site, rather than the total number of times the site is used. We use these cookies to manage the adverts that are shown to visitors to the Website.

If you do not want a website to create a cookie on your computer, most web browsers provide the option to disable them. However, our website may not work properly if you reject our cookies.

WEB BEACONS

A web beacon - sometimes called a clear GIF (Graphics Interchange Format) or pixel tag - is a line of code that we have installed on some of our pages to help us learn more about how our visitors make use of the content and services that we offer, and to count how often people visit different areas of the website. Web beacons are not visible in your browser and do not affect the content seen on the Website.

Web beacons help us provide a better service to you by allowing us to understand which areas of the site are more popular with visitors than others. We do not use web beacons to collect any personal information about you as an individual but we do use them to build up a picture of how people tend to use the Website.

7. YOUR RIGHTS

You have certain rights under the Data Protection Act 1998. For example, we will always let you have a copy of all personal information we have about you should you request it. We may charge you a fee of up to £10 for a copy of such information.

8. CONTACT DETAILS

This site is owned and operated by Moving Office Ltd. If you have any queries, please contact us. Registered Office: The Beeches, Furzedown Lane, Amport, Hampshire, SP11 8BE. Tel: 0844 335 1233