Your IT Checklist for an Office Move

Avoid Common Problems — And Downtime — With A Plan That Looks Ahead

December 2013 | By Michael Spadaro


Involve Your IT Team Early in the Process

Many CEOs are caught off guard by how much lead time is necessary to successfully plan and execute an IT move. Involve your key IT staff or outsourced IT team early in the process—preferably even before you have signed a lease.

Design Your IT Closet

Your architect and IT team should both be involved in planning for IT closet space. Key considerations are square footage, ventilation, physical security, and equipment noise. Be sure to consider your future as well as current needs.

Evaluate Internet And Phone Service Options

Your options for Internet and phone will vary from location to location. Find out what vendors service your new location and ensure they will be able to deliver the service capacity as well as up-time assurance that your business requires. In many instances it makes sense to have two Internet connections so that your business can continue to operate smoothly if one of the connections should fail.

Budget And Plan Ahead for Network Wiring

Be sure you place network and phone jacks in every location you can foresee placing an employee in the future. It is much easier to go all out now than it is to augment your wiring later after the construction is complete.

Get Your Wiring Vendor And General Contractor on the Same Page

In some instances, your General Contractor (GC) may oversee network wiring. Other times, you will need to bring in a separate vendor to install wiring. If you bring in a separate wiring vendor, be sure they are on the same page as your GC from the start of the process to avoid costly delays.

Decide: Will You Move or Replace It Equipment—or Move to the Cloud?

If you have IT assets that are approaching the end of their lifecycle, you may want to replace them in conjunction with your office move. This is less disruptive than moving existing equipment because it does not require any downtime during the move and your staff can move into a fully functioning office. This is also a great time to consider options for moving services to the cloud and doing away with aging servers.

Develop Contingency Plans

Always expect the unexpected when it comes to office moves. What happens if a construction deadline is missed, or if a vendor install does not go smoothly? Build contingency plans into your move. Can key staff members work from home if need be? Do you need to allow for an overlap in occupancy from your old office to your new office?

Allow Time for IT Hiccups and Staff Adjustment

Moving your office network is like performing major surgery on your IT, so give your business time to recover. Allow your IT team time to assess how the network is functioning once the move is complete, and take into account that your employees will need time to adjust to their new surroundings.

How Can Time Warner Cable Business Class Help?

Wideband Internet Access: Time Warner Cable Business Class (TWCBC) Wideband Services simplifies online backup in the cloud with data transfers at speeds that scale up to 50 Mbps. Wideband also enables large-scale business needs such as internal and external large-file sharing, streaming video and online order processing.

TWCBC Web Hosting: A professional web presence, powered by our web-hosting service, can help your business stand out from the crowd. We offer a variety of cost-effective, upgradeable plans that can scale as your business grows. Our website templates require no coding knowledge for fast and easy setup. Select from plans that meet your needs based on your website size, traffic and e-commerce functionality.

TWCBC Cloud Services: A flexible, cost-effective solution from Time Warner Cable Business Class can deliver the IT services your business needs, right when you need them – without the cost and complexity of managing them in-house. TWCBC Cloud Services help employees access and seamlessly share emails, contacts, calendars and documents, as well as synchronize information in real time, on virtually any PC, iPhone, Android™, Blackberry®, or tablet using Microsoft® Hosted Exchange 2010, SharePoint® 2010 and Outlook®. And, you, the business owner, do not have to invest in the latest software and hardware or IT resources to manage all of these activities.

Let TWCBC Cloud Services streamline your communications by moving your on-premise email, file sharing and backup services to the cloud. With free on-boarding and 24/7 support, we make transitioning to the cloud fast and easy.

Online Backup: Time Warner Cable Business Class Online Backup makes it easy to back up data on your company’s computers to a secure, off-site location. There is no special hardware to purchase or maintain. Instead, by following a few simple set-up steps, an Online Backup software client automatically manages the process through the network. A user-friendly administrator portal makes it easy to set up and manage multiple users, whether they are located at the same business site or remote locations. Administrators are kept up to date with email alerts and reports on the backup activities of their users. With TWCBC Online Backup, small business owners can relax with the knowledge that their company data is safeguarded, minimizing the risk associated with unexpected losses.

Michael Spadaro is the author of Profound Cloud, an IT consulting, support and management company in the greater New York City area.

Article first appeared in Winter 2014 edition of Time Warner Cable Business Class magazine, Solve.

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