Office Relocation: An IT Plan to Prevent a Week Without Internet

Office relocation is an IT project with the most unforgiving deadline: everything must work on Monday morning. Below is the checklist we use when managing moves for Slovenian companies.

TL;DR — Key Takeaways

• Ordering an internet connection for a new location can take 2–3 months.
• Cabling and the network rack must be completed before equipment is moved.
• Transferring telephony and printers is more often a problem than the servers.
• Plan for a temporary mobile connection as a failsafe.

What the IT Side of a Move Entails

The IT portion of a relocation covers three main areas: connectivity (internet, telephony), passive infrastructure (cabling, racks, power), and active equipment (servers, switches, access points, workstations). Each area has its own deadline and responsible party.

If a company has on-premise servers, a move is an excellent opportunity to evaluate whether they are still needed. Often, migrating to the cloud is more cost-effective than moving physical hardware and setting up new racks.

Why Relocations Often Face Delays

Delays are almost never caused by transporting equipment, but rather by waiting for infrastructure.

• The ISP needs time to install the connection, sometimes requiring construction work.
• The new location lacks adequate power or cooling for the server rack.
• Cabling is performed too late or without proper certification.
• Porting phone numbers has its own specific process and timeline.

How to Get Started — Recommended Process

1. Three months before: Order internet connections and verify delivery timelines.
2. Two months before: Plan cabling, racks, power, and cooling.
3. One month before: Prepare an equipment move plan with sequences and responsibilities.
4. One week before: Set up network equipment and test the connection at the new site.
5. During the move: Transfer equipment by priority and continuously verify performance.
6. After the move: Check backups, monitoring, printers, and update documentation.

Checklist by Category

Common Mistakes

The most common mistake is assuming the internet will be 'simply plugged in'. At many new locations, a connection point doesn't even exist, and implementation can take months.

Another mistake is moving without updating documentation. A new network diagram, cable labels, and photos of the rack save hours during the first troubleshooting event.

How VitalIT Can Help

At VitalIT, we handle the IT side of your relocation from the initial plan to the first working day. Check out our services for system integration and IT infrastructure.

Related: Business Wi-Fi and IT System Monitoring.

Frequently Asked Questions (FAQ)

How far in advance should we start the IT plan?

At least three months, primarily due to ISP lead times.

Can we move without downtime?

With temporary mobile connectivity and a phased transition, downtime can be limited to just a few hours.

What about existing phone numbers?

Generally, they can be transferred, but the process must be initiated well in advance.

Is relocation an opportunity to move to the cloud?

Often, yes. Instead of moving old servers, it is worth migrating to Azure or Microsoft 365.

Who takes care of the cabling?

A specialized contractor works according to our plan; we oversee the implementation and test the final network.