When it comes to an office move, the outcome of your business’ IT infrastructure is all in the details. And because of the amount of planning and preparation required to ensure success, your IT move should never be done as an afterthought. In fact, this should be at the forefront of any office move endeavor.
If your business is in the process of planning an office move, here are six ways to help the IT portion of your move go as smoothly as possible:
- Assign a point person to spearhead the IT aspect of your move
This can be an onsite, full-time IT staff professional or a member of your managed services provider’s team. The key is to have a dedicated resource whose sole focus is to oversee this process. This person should be selected as early on in the moving planning process as possible, as they will have a lot of work ahead of them – they not only need to make sure the move goes smoothly, but that operations are not disrupted in the process, as well.
- Loop in other organizational stakeholders
Once you have your point person (or team) in place, have them talk to other members of your staff in all departments, as appropriate, to assess their needs and make sure they’re addressed, such as acceptable (or unacceptable) amounts of downtime, as well as what they need access to and when. The criteria your IT resources use to measure the success of their move should align clearly with the business objectives of the whole organization.
- Break the process down into smaller pieces
Do not approach the IT move as a single, large process. Instead, break it down into more manageable phases, such as inventory of current IT assets, planning of where assets will go, etc. This will provide better oversight at each step of the way, making it easier to identify problem areas or gaps in planning before larger-scale issues occur.
- Assess what you have and what you’ll need
A move is a great opportunity to assess what your IT infrastructure is in its current state and determine whether or not it’s what you need it to be. So build time into your moving plan to examine that your new space will not only address your current IT needs, but will also be a dynamic space your business can grow into. In addition, this time will also allow you to upgrade or replace any out-of-date hardware.
- Create checklists
Create thorough checklists that not only cover the assets to be moved, but also address the steps required in each planning and execution phase. Since moving can be a chaotic activity, no matter how well you plan, checklists with concrete deadlines in place will help keep you on track.
- Communicate with the whole organization
Developing checklists and establishing critical phases in the IT moving process are only effective if they are communicated to the whole organization. This is because buy-in will be critical as certain logistics will inevitably require the help or cooperation of other stakeholders who may not be part of the team. For example, having each staff member pack up their own desk in a particular manner.
Even without IT infrastructure in play, office moves can be hectic, requiring a lot of advanced coordination and planning. Leveraging outside resources through a managed IT service may be helpful to guarantee the whole process goes smoothly.
Third party IT firms often have a substantial amount of experience in helping businesses of all sizes with their moving needs – either on their own, or as an additional resource to pre-existing IT staff. Whereas an in-house IT professional may only have the experience of working within your office; and if you have never moved before, they will not have the previous knowledge to execute a thorough IT moving plan.