Do’s and Don’ts — Not To Be Overlooked

Relocating the technical infrastructure of an entire business is more complicated than simply moving furniture and computers. The process requires dismantling an entire infrastructure and computer network, and subsequently rebuilding it in a new location. The process is best left to professionals and requires a good deal of planning to ensure business continuity from one location to the other. It sounds daunting, but can go smoothly with the right preparation and IT support team.

The Must-Haves of an IT Relocation

The first step in any IT relocation is thinking ahead. Changing needs, upgrades or budget restrictions can greatly impact the kind of relocating your business will undergo. Here are some of the most important things to consider.

• Changing business needs. A relocation might mean the business is expanding, in which case the IT demands will change as well. This holds true for company downsizing as well. IT demands will ebb and flow along with the business, so always keep IT in mind when making changes that alter business operations.
• Modernization. Switching locations is a good excuse to upgrade and modernize old hardware or network systems used in your previous location. Consider upgrading your hardware and hardware support services when relocating IT systems to make things run smoothly at the new office.
• Location. Consider whether or not the site location will be able to handle the demands of your business and IT systems. Size and connectivity availability to networks and proximity to service support are important things to consider when choosing a location.
• Capacity. You will need to make sure your proposed new location has the capacity to handle your IT needs. This means electrical power, outlets, wires, etc. If your new location doesn’t meet all of your needs, you will need to assess if the building has the capacity in order for your service team to bring them in on their own. Understanding all of these are essential, especially if all or some of these needs are going to be brought in directly by your organization.
• Data. It is imperative you have a plan for data backup and recovery when moving IT locations. The move from one location to another should not have any disruptions in your data or privacy protection, and is a crucial step in relocation.

Planning for an IT Relocation

The planning process is the majority of the work in an IT relocation. There are a lot of moving parts, so here are some of the most crucial things to start with.

Assess the current IT infrastructure — IT evolves along with the business, and you might have added (or taken away) pieces here and there. Assess what your current IT infrastructure looks like to have the full picture in front of you.

Identify equipment relocation — Once you have an idea for the equipment you have, you will need to make a plan for its relocation. Identify what equipment needs to come with you, and what will be discarded or left behind for new tenants.

Develop a detailed relocation plan — Once you have assessed what you have and what needs to come with you, develop a detailed plan of how and when you plan to move these items. Some IT infrastructure is quite large, so hiring specialized professionals might make it easier to ensure sensitive equipment gets moved the way it’s supposed to.

Understanding the Challenges of an IT Relocation

Moving in general is difficult enough, but IT relocations come with their own set of challenges. Here are some potential difficulties to be prepared for.

• Risk of data loss. Moving servers, sensitive computers, and network hardware is a difficult job and can result in the loss of crucial company data. Keep this in mind when considering how to move and whether or not to hire professional IT services to do it for you.
• Downtime and business disruption. Moving equipment and getting new networks up and running takes time. This lag can potentially disrupt business continuity and needs to be taken into consideration.
• Physical and logistical challenges. There are several moving parts during an IT relocation — it can produce a lot of logistical issues. Third-party IT services like Techmate can help to ease some of these headaches. If you decide to go at it on your own, consider coordinating with your old and new location beforehand, ensuring all moving trucks arrive on the same day and relatively in the same time slot.

Key Steps in IT Relocation

Once the decision has been made to relocate the business, there are several crucial steps to be taken to ensure a safe IT relocation.

1. Pre-move audit and inventory

The pre-move audit or “walkthrough” is one of the most important steps to relocating your IT infrastructure. For many businesses, IT systems are a living, breathing thing that grows over time, and by the time you’re ready to move, have evolved into a system that looks different from the one you began with. Taking an accurate assessment of what you’re working with will let you know what to expect, and how to price the move and new installment at a different location.

Taking accurate inventory will also ensure smooth set-up of new networks and might even diagnose any extraneous hardware or software that is no longer needed.

2. Secure data backup

Perhaps the most important on this list is protecting company data. Little will be accomplished at any new location if business continuity is disrupted as a result of data loss. There needs to be a solid, well-thought out plan in place that prioritizes the securing and duplicating of all company data. Included within that plan also needs to be a course of action for cybersecurity threats. This includes current and new location security. Moving any IT infrastructure makes systems vulnerable, and many lose data or have their data compromised in the process.

Securing data on your own and backing it up in a secondary location, like a hard drive or new set of servers, is necessary. A third-party service professional who specializes in data recovery and relocation will also ensure your data stays safe.

3. Detailed labeling and tracking

The amount of equipment ranges from business to business, but a lot can easily get lost in the shuffle during an IT relocation. The problem with missing equipment or things getting lost in the mix is that when the infrastructure is ready to be reconstructed at a new location, a missing piece might delay the entire process and continuation of business operations. “Bagging and tagging” is the most common way to organize and keep track of peripherals like workstations, cabling, network closet equipment, and other devices. This includes marking every bag clearly so they can be installed in their appropriate location at the new office.

4. Specialized equipment handling

Some of the equipment moved during an IT relocation is extremely sensitive and prone to damage. This can include large servers, exposed motherboards or other hardware with exposed chips, and specialty wiring. If this type of equipment is not moved carefully and properly, it can be easily damaged, requiring new equipment and adding to the overall cost of the relocation.

This is a situation where third-party IT support services might come in handy as well. If your business has a lot of specialized equipment, getting specialists on the job might end up costing less than the risk of damaging it and needing to replace.

5. Setting up at the new location

The final step is putting it all back together. Caution and precision are needed to make sure all networks and software run as they were at your previous location. The re-installation of entire networks and hardware can take days or weeks. You will need to consider whether or not your in-house team will be able to handle the task, or if extra support will be needed.

Again, this is an area where the initial cost of hiring specialized technicians to help might pay off in the long-run. By ensuring your new system is up and running as quickly and as smoothly as possible, you can keep your business running and decrease potential new expenses from damaged or misaligned equipment. Take into account the size of your IT systems and who will be doing the installation at the new location as part of your overall plan.

Considerations When Selecting a New IT Location

Location, location, location. Deciding where you will be moving is, of course, half the battle.

• Space and infrastructure requirements. You will need to ask yourself what your business needs, and if the new space is able to provide. For example, if your business requires a larger than normal server center, can the new location provide the space? Do their systems provide enough electricity and wattage for your hardware needs? Does the infrastructure and modernity of the new location align with your business and where it currently stands in its evolution? Would new space provide adequate cooling to the new IT closet?
• Network accessibility. Different businesses will have different network needs. For example, a financial trading business will require large networks that are high-speed and can complete large volumes of transactions in seconds. A publishing house might not require the same. You will need to assess the accessibility of your networks at each particular location, their proximity to secondary access locations, and how quickly you can get back online should there be problems.
• Security considerations. All businesses need data and personnel security, but their office locations might not be able to provide it. Keep this in mind when selecting a new location for your business. Are there guard officers 24/7? Camera systems? What happens in the event of an emergency or data breach? Does the building provide auditable physical security?

The Role of IT Relocation Services

There is a lot at stake during an IT relocation. Millions of dollars worth of sensitive technical equipment and hardware in addition to the priceless data and information your business has spent years building. One way to mitigate potential losses and keep peace of mind is by relying on Techmate’s IT support services.

What IT Relocation Services Offer

IT relocation services offer third-party, specialized support when you need it. Technicians like ours specialize in the dismantling and reconfiguration of sensitive equipment and data, and do it all for you. It is one way to ensure business continuity and help your in-house tech team focus on transitioning your employees to new business center operations as soon as possible. Think of it as an extra team member in the relocation of your business, but with expert attention to keeping your property safe.

Benefits of Professional IT Relocation Services

IT relocation services from Techmate can help your business continue its operations during a move without a hitch. Often, companies hit a snag while relocating due to unforeseen problems with hardware, the mishandling of equipment, something breaking or lack of familiarity with new systems at the new location. Techmate’s IT relocation services solve these problems with specialists who are trained in relocation services for sensitive equipment and modern restructuring of network systems.

Another component to these specialized teams is protection. Data loss is not uncommon in an IT relocation, so perhaps the biggest long-term benefit is the protection of equipment and data.

Moving is difficult, but losing precious data and equipment is even more difficult. Preparing for future IT relocations is imperative for business continuity and overall success at a new location. IT relocation service teams like Techmate can deliver specialized support that provide continual improvement and upgrades to your systems to make sure your business runs smoothly.

Frequently Asked Questions

Why is IT relocation necessary for businesses?

IT relocation for a business is necessary for a number of reasons. Oftentimes, it is because the business has outgrown its current location and new, upgraded IT services/networks are required. The need for increased office space as a result of more employees can also be a reason, which will also result in an increased infrastructure need.

How can my business minimize downtime during an IT relocation?

Using IT relocation services is the best and quickest way to ensure business continuity. Some of the biggest downtimes are a result of snags that happen in the relocation process, and in-house teams are likely not trained in handling these specialized issues. A IT relocation team that is specialized in this exact type of relocation need is the fastest way to get your business up and running again.

What are the steps usually involved in an IT relocation process?

Assessing the inventory you currently have, assessing the needs of the business at the new location (once it is selected), protecting your data, and having a plan for backup and recovery are the major steps involved in the IT relocation process.