Business Relocation & I.T. Planning Procedures

10 December 2013
Comments: 0
10 December 2013, Comments: 0

Business Relocation & I.T. Planning Procedures
The relocation of your Business and the I.T. infrastructure is a major undertaking. There are hundreds of little details that must be considered and deadlines that have to be met to make sure that disruption to your business is minimal. Part of this process includes ensuring that your telephone and computer systems are installed correctly and in a proper timeframe, which in return will result in minimal business and I.T. downtime.

Having this in mind, whether you’re designing a computer room or just new office space, there are some basic Information Technology (IT) infrastructure items you should consider to support your organization. We have found that there are three main building blocks in the relocation planning process to minimize employee frustration and cause as little disruption of the workload as possible. Read More

Advance planning should reveal most of the challenges you’ll face throughout the process. Ideally, you’ll have at least 12 months to plan and implement the move, giving you sufficient time to make all the arrangements. One of the first priorities is to identify key players in your company such as the I.T. Coordinators and HR Directors, and engage their assistance in the planning stages. 

Bring together department managers, key personnel who might not be part of the day to day operations as well, and anybody who is crucial to the company’s survivability. Find out the priorities of each team lead and get input on all their specific needs. Additionally, create a proposed calendar consisting of timelines, necessary work stoppages, expected space allocation and other details for review before you put the moving specifics into motion.

Create a budget that involves all aspects of the move, and start collecting bids for moving, new furniture and building modifications. In addition to the actual moving fees, include the costs for replacing your company’s stationery and business cards (to reflect the new address), insurance, website updates, electrical upgrades, cabling, new computers, new servers and equipment, furnishings, and costs associated with disposing of unwanted items. Add the costs of storing company assets if the new office is not ready when you have to move out of your current location. Build in 10 to 20 percent extra for unexpected contingencies.

Use reputable contractors if you don’t have in-house staff to perform all the necessary tasks associated with your move. To prevent business interruptions, you shouldn’t necessarily be looking for the lowest bidder or the least expensive electrician and computer technicians; a quality job could very well save money in the long run.

Hire contractors in advance and check to make sure you are still on the schedule as the time approaches. Trust, but verify that your work orders are accurate. Keep in touch with contractors doing the labor when changes in your schedule or your work needs arise, so they won’t be caught off-guard, and make appropriate arrangements to have the work completed on time. Read More

IT Relocation – The Importance Of The I.T. Infrastructure
Don’t assume that the new office will already have the installed cabling and infrastructure you require. A previous tenant’s requirements may differ greatly from your own needs. Arrange a site visit to your new office with your IT & Telecom Solution Provider to check whether the new office has the following:

How many phone lines? How many analogue lines? How many ISDN2 lines? How many ISDN30 lines? How many Cat 5 cables? How many Cat 6 cables? How many power outlets?

  • What is the broadband speed in the area?
  • What size is the server room?
  • How many servers will it hold?

To get a good solid start, assign an internal manager (preferably from the IT Team) to co-ordinate this part of the move. Ensure you book the move date as early as possible with the IT & Source, meet, brief and get quotes from IT & Telecom solution providers in your location.
Confirm the move in date to your IT & Telecom Provider and devise a move day.  Keep in mind that packing schedule can lead to disruption.

Arrange a site visit of both locations with IT & Telecom Solution Provider to review network cabling requirements. Keep in close contact with your Office Moving Company so that the IT move and the office move do not have conflicting schedules.

Contact all carriers, ISPs and technology vendors at least 75 days prior to the move and tell them when and where you are moving to exactly! Make sure the new building is also aware of the move, as newer building have locking gates, and they are locked over the weekends if your move happens to fall on a weekend.  Read More

IT Relocation Checklist
1) Call your carrier a month before the move is plenty of time to avoid expedite charges and other unwelcome surprises, begin working with potential carriers at least 75 days prior to the move, even if you are not at the end of days prior to the move. Keep in mind that the more bandwidth you need the longer the lead time you will need.

2) Make sure your I.T. scopes out the entire new office space and make sure that Installed cabling goes where you expect, and is functional to specifications. Always insist vendors test and certify their work. Even mixed up labels on patch panels or wall outlets can cost a lot of wasted effort, and usually premium pay for move personnel.

3) 3rd Parties will always execute their portions of your move plan as you expected. That does not mean you have done your part of the work. After all, you signed an order form and sent it in— you even have written confirmation! Rule of thumb… the larger the vendor, the more ways it can mangle your service delivery. Always be proactive, and one step ahead of the entire process. 

4) Order new overlapping service wherever possible – and require a functional pre-test. If your T1 line is noisy, or there’s only one way audio on where possible, plan split telco provisioning so that a carrier’s failure to properly move your service legacy to new location will not leave you.

Never move DSL service from 1 location to another. Often your fax # is tied to the DSL, and a 3-9 day outage can result from the complex process of unbundling and moving them. Instead, either order a NEW DSL circuit at the new location, or provision service from a different carrier.

Keep in mind that equipment such as servers that were working and powered down at your legacy location will boot up with configurations and data intact at the new location. Taking a pre-move backup may cost some time or inconvenience, but it is completely worthwhile. Imagine the results if your server or phone system were dropped or crushed in a traffic accident during the move. Read More

Final Summation
Your business technology equipment is the lifeblood of your company. If your systems aren’t working and your phones aren’t ringing in your new office, then you can’t operate. It cannot be overstated that getting this aspect of your office move wrong (i.e. delays & downtime) can have dire operational and financial consequences for your business. Therefore good planning and verification of all aspects of I.T. systems is extremely crucial to your venture’s success in the long run.

The Loan Consultants’ Lifetime I.T. Support
In addition to all the technologies you receive with The Loan Consultants, Inc., you also get lifetime consulting and support for the technological part of your business. We understand your venture is a dynamic and expansive medium, and we are always here to ensure its running smoothly! Read More





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