Smooth Move!

Think you're ready to move to a new office? You may be—but you might want to read further for a few things you may have overlooked. Moving can be a harrowing ordeal, and it's always good to learn from others' mistakes....

When one of our clients had some unexpected trouble with their Internet Service Provider (ISP), the business found itself moving into a new space that had no Internet access. Staff members were without Internet access for almost a month, which severely limited productivity. Another organization's staff thought they had their bases covered, but when their furniture delivery was delayed way behind schedule, they couldn't even install their workstations.

Moving horror stories are, unfortunately, quite common. This is probably because there are so many different pieces to consider during a move — not only is there the physical moving, but there is also the necessary management of the entire process to minimize downtime in your staff's network, Internet and email access to keep productivity up and business flowing. Read on to learn about common roadblocks to office moves, common mistakes to avoid, and how Optimal Networks can help your business achieve a truly smooth move.

Common Roadblocks

When conducting an office move, there are several common obstacles to look out for, such as:

• Permits to acquire
• Space limitations
• Cabling issues
• Electricity issues
• ISP issues

Any one of these ominous roadblocks could cost your business weeks or even months of productivity. It's good practice to keep these issues in mind, but if you foresee your office move having multiple complications, you might consider hiring a moving consultant to take care of the details—they will take care of coordinating all your move partners.

Common Mistakes

In addition to the roadblocks listed above, here are some common mistakes your business can avoid during an office move:

• Don't upgrade your servers or workstations during the move. We know it seems intuitive to take care of these changes simultaneously, but combining the turmoil that surrounds moving your office with the change to new systems dramatically increases the risk that something will go wrong. Better take care of that system upgrade before your move, or even delay it until afterwards.
• Don't make assumptions. Don't assume that your new space's existing cabling will be adequate for your needs. Don't show up and hope that you can find a space for your server(s). Better get in there and investigate before moving in, or you could be in for a surprise—never a good thing during a move.
• Don't move over a holiday weekend. It seems like a good time because you get an extra day off to move, but many of the service companies you may need to help you will also be off, or at the least, extremely short-staffed.

Ensure a Smooth Move

Here's what you can do to ensure a smooth move:

Plan your move out months ahead of time.

• Involve us early in the process—ideally six months before you move, but a minimum of three months. Optimal's experts can work with you on every aspect of moving your technology systems. We can help you determine what kind of network to set up; design the new server room; label, disassemble and pack your computers and servers for the movers; unpack, assemble and test your workstations in the new space; coordinate your new Internet service with your ISP, coordinate your cabling and cable vendors; and more.
• Allow several weeks (eight to 10) for your Internet Service Provider (ISP) to get you up and running in the new office. Lack of Internet access is the one of the most common and most debilitating troubles after a move. A trusted ISP with plenty of lead time is the best way to mitigate this risk.
• If you want any new technology capabilities, even some type of backup wireless Internet access to hedge your bets, plan to implement those projects no less than 6 weeks prior to your move date.

Plan for your new computer room, which will house your servers, central networking equipment and, more than likely, your phone system.

• Size: Plan for your computer room to be an 8' by 10' space—while there should be room for someone to work on the servers, no internal staff offices should be located in your computer room.
• Location: Plan for your computer room to be near the center of your new office space, allowing for shorter cable runs to offices and ultimately higher speeds and better connectivity.
• Environment: Computer equipment generates heat and requires a cool operating environment. Ensure proper air conditioning for your computer room.
• Security: Keep your computer room locked when not in use; the physical security of your computer room is at least as critical—if not more so—than Internet and network security.
• Electricity: You will probably need more than the regular amount, and conditioned circuits help the equipment.

Plan for proper cabling of the new space.

• Timing: Select your cabling vendor early in the moving process—this vendor will work with you and your architect to design the optimum cabling layout, even before the walls go up.
• Vendor: Select a vendor who specializes in network or data cabling (as opposed to simply voice cabling). Since your network cables are the foundation of your computer system, it is especially important for your system's reliability that they be properly installed and under warranty.
• Standards: Plan to install Category 6 cabling, the industry standard.
• Phone system: Unlike with a network upgrade, moving is the right time to evaluate your organization's phone system which could ultimately affect cabling needs. Make sure you consider Voice Over IP (VOIP) systems which can give you some new capabilities (such as working from home and having your office phone with you). If you choose not to use a VOIP system, you will need phone cabling as well as network cabling.
• Phone Cabling: Have your network cabling company simultaneously run your phone system cables—this will save you money and also give your office cabling a consistent look and feel.
• Locations: Plan to have at least one phone and two network jacks at each computer work station, planning for additional jacks throughout conference rooms and other network stations and for future or unanticipated needs.
• Cable management: Plan to run your phone and network cables to the same room, your computer room, to make it easier to manage your cables and network from one location.

Time your move well. You can minimize the disruption to your business operations by moving on a weekend, but avoid holiday weekends. Instead, plan to shut your office down the Friday before a move, and notify your clients or members ahead of time.

When it comes time to move your office, plan ahead, and put some of Optimal's experience to work to help things go as smooth as possible.

Last Word

Moving to a new location is a time of incredible change. Planning carefully, and in advance, for the move of your technology systems can minimize your move worries. If you are planning to move and would like our assistance, please e-mail us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

And ...
Is there a new technology that you would like to learn more about? Have a technological question that you think others might have as well? We want to hear from you. Email us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it and tell us. Your topic may be covered in an upcoming issue of Optimal Impact.