How to Move Your Office Technology
Moving office technology can be stressful, but could also become quite costly if not done correctly. Whether it’s keeping up with cables, wires, and connections or handling expensive and fragile monitors, hard drives, printers, copiers, etc., there is a lot to think about when moving to a new office. Beyond the physical hardware is the potential for lost data- causing an irreplaceable amount of time, money, security, Fortunately, our experienced Good Guys made a list of top tips to help you move stress-free.
Plan Ahead with Your IT Guys
Your IT guys will be crucial to a successful transition to your new location. They understand your unique requirements for your telecommunications, internet, hardware, servers, and they can help you plan.
- Schedule a site visit with IT at the new office location to review network cabling requirements.
- Have them contact all service providers- carriers, ISPs (internet service providers), and technology vendors – to inform of the move date and new location
- Have IT install new plugs, wires, and other connection ahead of time.
- Ask about existing outlets, cables, and phone lines and potential additions in the new location.
- Discuss server room requirements.
- Design or request a configuration plan, showing ideal places for outlets, jacks, and cabling in accordance with workstations.
- Discuss and confirm data security assurances during the move and at the new location.
Plan an Upgrade List
Before spending time packing and moving all your equipment, confer with IT and assess possible upgrades.
- Inventory everything to determine if will still meet your needs in the new location.
- List any equipment that needs upgrading or replacing, ordering necessary pieces.
- Be sure to return any leased IT or phone equipment no longer needed, and assess the need for purchased replacements.
- Consider growth or expansion for 3-5 years as you plan on equipment upgrades or service/provider contracts.
Protect Your Data
It is important to work with your IT guys to get all of the company data backed up before the move.
- Move it separately from the rest of the technology to help keep it safe.
- Make several backup copies of data systems including firewalls and servers, You can use external drives or back up data in the cloud.
- Ensure complete recovery is possible, so in the unlikely event something goes wrong, retrieval of the company’s important files can be achieved.
- Secure any logins or accounts in case of misplaced tech during the move.
With so many wires, plugs, and equipment, labeling everything will keep things flowing smoothly when its time to re-install everything in the new location.
- Label wiring and data cables and identify which piece of equipment it belongs
- Have a box designated for labeled cords or wiring, and keep this box set aside so as to not be buried in the move.
- Label equipment with office location and setup at the new space.
Moving Everything Safely
Carefully and properly power down all electronics before removing cords for packing!
- If possible, pack monitors or towers in original packaging, as they have custom protective inserts.
- Wrap monitors or towers in bubble wrap and secure with packing tape. These can be packaged into appropriately sized boxes surrounding by packing paper.
- Separate monitors from stands and protect the screen with tissue paper before adding a protective but sturdy cover. Cardboard cut to fit the size of the screen will work. Tape in place, then add protective layers of bubble wrap or moving blanket before securing in a box.
- Use a laptop carrying case for laptops, or pack them securely in packing paper, bubble wrap or moving blankets within an appropriately sized box,
- For larger pieces such as copiers or printers, they should be carefully wrapped in bubble wrap followed by plastic wrap or secured with packing tape. Always remove toner cartridges prior to wrapping!
If your company does not have its own IT department or the scope of services needed is beyond a comfort level, consider outsourcing these needs to a company that offers these services. They will have experience and efficiency, offering you peace of mind for the security of your data as well as minimized downtime for your clients. You should also consider using a professional mover; they will know how to pack and move your technology safely. If you are ready to find out more, contact our Good Guys for a quote on your moving project.