Why Your Tech Partner Should Be at the Table Before You Pack a Single Box

Moving offices isn't just a change of address-it's a high-stakes moment that can either empower your business or disrupt it. For small businesses, even a few hours of downtime can mean lost revenue, frustrated clients, and disengaged employees. And while most teams focus on furniture, floorplans, and finishes, the real foundation of a productive office is invisible: your IT infrastructure.

That's why your technology partner must be involved from the moment you start planning your new space. Before a single wall goes up or a desk is ordered, critical decisions need to be made. Where will the server and network rooms be located? How are data jacks distributed? How will the wiring be routed? What power and cooling considerations must be made? What Internet carriers are available?

These choices directly impact your ability to stay connected, secure, and operational on day one.

We've seen it time and again: when IT is looped in early, we can coordinate with general contractors to run wiring through open walls, avoid costly rework, and ensure the right equipment is ordered in time (especially when lead times are long). With the right planning, your team walks into a fully functional office, without scrambling, surprises or downtime.

10 Critical IT Tips for a Seamless Office Move

1. Plan Network Infrastructure Early-and Urgently
Start network planning at least 90 days before your move. This gives your IT partner time to:

• Coordinate with your internet provider

• Identify and order hardware (some items may be backordered)

• Collaborate with contractors to place data jacks and cabling before walls are closed

• Design server/network rooms with proper power, cooling, and security

Tip: Laying out and labeling your network infrastructure during the buildout phase minimizes future downtime and simplifies troubleshooting.

2. Assess Bandwidth Needs
Evaluate your team's internet usage and plan for:

• Upload/download speed requirements

• SLAs with uptime guarantees

Tip: Fiber connections offer high-speed, low-latency performance ideal for modern offices.

3. Prioritize Physical Security
Protect your hardware from unauthorized access:

• Surveillance in server/network rooms

Tip: Keep gear in climate-controlled, access-restricted areas.

4. Implement Robust Cybersecurity
Secure your digital perimeter:

• Endpoint protection and email filtering

• Phishing awareness training

Tip: A layered security approach (defense in depth) is your best defense.

5. Use VLANs for Network Segmentation
Separate traffic for performance and security:

• Isolate guest Wi-Fi, VoIP, IoT, and internal systems

Tip: VLANs help with bandwidth management and troubleshooting.

6. Standardize Cabling and Labeling
Avoid chaos with structured cabling:

• Label patch panels, wall jacks, and switch ports

• Test and Certify all newly installed cabling

Tip: Document your cabling layout for easier maintenance and upgrades.

7. Set Up Redundant Systems
Minimize downtime:

• Dual power, routers, ISPs

• Cloud backups and failover systems

Tip: Test your failover systems regularly-don't wait for a crisis.

8. Ensure Network Is Fully Operational Before Move-In

Your team should walk into a fully functional office-not a construction zone with cables still being run. Before move-in day, your IT partner should:

• Test all network connections, including data jacks, Wi-Fi coverage, and switch configurations

• Validate internet connectivity and speed from your provider

• Confirm that all hardware (routers, switches, firewalls) is installed and functioning

• Label and document all network components for easy troubleshooting

Tip: A pre-move network audit ensures your team can connect, collaborate, and work from day one-without scrambling to fix last-minute issues.

9. Document Everything
Keep your IT environment transparent:

• Network diagrams and IP address maps

• Device configurations and vendor contacts

Tip: Store documentation in a secure, cloud-accessible location.

10. Conduct a Post-Move Audit
Verify everything is working:

• Network performance tests

• Inventory and configuration checks

Tip: Schedule a 30-day follow-up to catch lingering issues.

A successful office move isn't just about desks and décor-it's about building a secure, scalable, and high-performing IT foundation. By following these best practices, you'll ensure your team hits the ground running.

Need help planning your next move? Open Tier Systems specializes in seamless IT transitions. Contact us today to get started.