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IT Management, Security, Compliance for Regulated Firms

Don't Sign That Office Lease Yet! 5 Tips for IT Relocation.

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So you have finally decided on the big office move?  Lease terms are favorable now and you may want better, bigger/smaller, more convenient, less expensive office space?

Moving IT equipment is not as simple as disconnecting and reconnecting your computers, so this aspect of your office relocation is best handled by an IT Specialist who will be familiar with the logistical and technical aspects of handling IT relocations. They will also have the expertise to dismantle your IT network, and reassemble it safely and securely in the new office to ensure that no valuable business data gets lost.

Here are 5 things that you may want to check on before you sign the lease.

5 Things to Do Before You Sign That Lease:

1.  CALL INTERNET SERVICE PROVIDER

Engage your Internet provider early and often.  Your shiny new office space will be useless without phone and Internet.  Many ISPs charge for moves and it may take months if your new building is not "lit".  Call them before you even have a lease and check to see if they have service to your building.  This will save you contract termination fees and lengthy delays for having the new space wired.

2.  CHECK BUILDING POWER

Some buildings/streets/neighborhoods are notorious for losing power.  Whether it's a soft spot in the grid, has lots of trees, High voltage is on the line instead of buried - whatever it is, you should speak with other tenants of their experience.

Many buildings have on-demand backup generators.  Make sure what the terms of use for using it.  Additionally, if you have the cash and want your own, you may want to have a site survey done and at least pre-approved before signing the lease.  Many sites do not allow or do not have the space for a generator.  Not EVERY plug in the office will be hooked up the generator. 

3.  ASSESS SECURITY SYSTEM

Thefts in an office can lead to much more than just plain monetary loss. It can involve data loss and also loss of office secrets and confidential files from the office. It is imperative that there should be a very secure and reliable system of security in your office.

Some questions to ask the building owner:  What is the existing security to the building?  What is the building providing for your office?  Will you need to install a new security system? 

4. IDENTIFY DATA LINES & POWER RECEPTICLES ON THE FLOOR PLAN

If you are bringing your existing furniture, you should make sure that the placement of thecat 5 wall plate resized 600 desks does not interfere with the current "drops" or where the data and power terminate.  Several businesses need to extend wires across the floor of the room which makes for an unsightly and dangerous situation.

5. BE PREPARED FOR THE UNEXPECTED

An office relocation can be full of surprises … and these are often the ones you are least prepared for! By planning well ahead of your office relocation and creating a Business Continuity Plan, you will reduce risk, avoid delay and ensure that costly business downtime is minimized.

A key aspect of a smooth IT Relocation is to ensure your systems are up and running as quickly as possible in your new office to avoid any disruption to your business operations. This requires:

  • Determining the most appropriate network and cabling configuration for the new office
  • Efficient reinstallation of all PCs, printers, servers and business phone systems
  • Testing of all systems to the network

Remember that if customers get poor service and cannot contact you before, during or after your office move your business may suffer. Having an IT relocation strategy in place will help you enjoy a smooth IT relocation, so your customers experience the same level of service throughout.

Topics: Business Continuity Plan, Security, Office Move, ISP, IT Relocation