Moving high-value electronics and IT equipment is a sensitive part of every office move. From minimizing the disruption to users to ensuring all the equipment makes it to the right place, office move coordinators have a daunting job. There are several things you can do to make IT and computer equipment relocation easier and more efficient. Here are five things to help your corporate relocation.
1. Identify Third-Party IP Restrictions / Authentication
Often overlooked is how your IT move affects employees’ access to 3rd party services. Many companies rely on 3rd party SaaP tools, accessed via the internet to operate their business. SaaP companies place security as a top priority and often use IP Address filters for access. Before a corporate move, make a survey of SaaP services used by employees as well as their security requirements. Review these requirements with your IT team to ensure the new location continues to meet the requirements, or that the credentials to access the services can be updated accordingly.
2. Ensure Proper Labeling
In office moves, the new facility location floorplan is mapped and identified by number. Computer equipment should be labeled accordingly. While the term computer refers to hardware, users often refer to everything (screen, mouse, keyboard, box, cables) collectively as the “computer.” Be sure employees know that each component of the “computer” must be labeled. If possible, use a peripherals’ bag/box in which employees place the mouse, pad, keyboard, and cables, then label the bag with the proper location number. This will ensure that installers have all the components for the computer systems in the right location.
3. Coordinate The Computer Upgrade Schedule
Lifecycles for computer systems have an upgrade time that can be somewhat flexible. Work with the IT team to determine if the upgrades can be coordinated with the office move. Coordinating the move and upgrades can save money on moving costs and reduce disruption after the move. Decommissioning equipment before the move and having new equipment installed in the new location can also reduce the time pressure during the actual move itself; disconnecting and connecting equipment can happen concurrently.
4. Make a System Backup
The IT protocol for many companies includes off-site backups of the computer systems and information. Ensure these backups are coordinated with your move timetable by including your IT team early in the move planning. If backups are not a part of your protocol, provide your IT team with extra time in the move plan to execute a full system backup before disconnecting the computers and servers.
5. Hire Professionals
While cost is always a concern, engaging office moving professionals with training and experience in IT equipment moves is a smart investment. DIY office moves or inexperienced IT movers often lead to poor user experience and business disruption when employees arrive at the new location. When you hire a professional mover, look for expertise in:
- IT disconnect/reconnect
- Device programming
- Asset tag installation and tracking
An experienced professional will help you with all of the above as well as apply their knowledge to address the unique aspects of your situation.