| Stage | Check | Who should approve |
|---|---|---|
| Before booking | Connectivity availability and installation dates | Business owner and connectivity supplier |
| Before moving | Equipment, backup and access arrangements | Business contact and IT support |
| Move day | Power, network, phones and application tests | Authorised project contacts |
| After moving | Old access, equipment and supplier closure | Business owner |
Check connectivity before committing to a date
An attractive office is not ready for work simply because someone says broadband is available. Confirm the actual service, installation appointment, contract and responsibility for the incoming connection. Ask who controls access to the building and whether landlord or contractor approval is needed.
Agree an alternative if the connection is delayed. That might involve a different working location or a separately arranged temporary service, but the option needs testing and approval. Do not assume that a personal mobile connection can support the whole business or all specialist applications.
List what has to move
Make an inventory of computers, screens, printers, network equipment, servers and desk phones. Record which items the company owns, rents or receives through a supplier. Label cables and destinations so staff do not lose time working out where everything belongs.
Check power, physical security and the location of shared equipment. A server cupboard needs a suitable environment, not simply spare floor space. Identify which application suppliers need to approve a change in connectivity or location before moving equipment.
Plan business calls and communication
Review your phone numbers, routing and the dates for any supplier changes. A cloud phone system can support staff on computers or mobiles, but it still needs suitable connectivity and an agreed configuration. Test how calls will be handled if the new office is temporarily unavailable.
Tell staff which contact route to use during the move and where updates will be posted. Important supplier details and authorised contacts should be accessible without depending on the equipment currently being transported. Clients may need a simple, accurate notice about temporary arrangements.
Protect information before switching off
Confirm successful backups for the systems being moved and agree who can authorise a restore. A Microsoft 365 backup does not automatically capture a local server, specialist application or laptop's unsynchronised folders. Review each source rather than assuming one service covers all information.
Agree how equipment will be transported and who has custody. Staff should not leave unlocked computers or sensitive printouts in shared spaces while furniture is moved. Record any equipment being disposed of and use an approved process for company information before it leaves your control.
Test the work, not only the connection
Once equipment is connected, test the activities people need: sign-in, email, shared files, printing, specialist applications and inbound and outbound calls. A network light does not prove the business is ready to operate. Include a representative staff member who understands the daily workflow.
Keep a list of remaining faults and who owns each action. Decide which issues prevent opening and which can be addressed afterwards. If an application needs supplier help, use the agreed escalation route rather than making unapproved changes under time pressure.
Close the old site properly
Check old connectivity and phone contracts, landlord access, returned equipment and any remaining data. Remove unnecessary access and update the documented network and supplier information. Review what the move changed in your continuity plan and insurance or client questionnaires.
Remote support starts from £25 per user per month, plus VAT, on a 3 year term billed monthly. Shorter terms cost a little more. An office move is a separately scoped project, so obtain a written quote covering responsibilities, dates, equipment and dependencies before booking the work.
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