Moving to a new office can be intimidating (less so when hiring a professional Vancouver office moving company), but it’s also super exciting! It is a chance for growth and new opportunities. But, before you get to the new office, a few things need to be handled… including managing your technology safely and securely from point A to point B. As technology becomes more and more integral in our business practices, our IT infrastructure also becomes more and more important, so it’s imperative to have a plan in place to ensure a smooth technology migration process.
Transporting your important tech equipment may be one of the biggest challenges you face when moving offices. Afterall, you want your employees to be able to work once they arrive at the new location and you want to mitigate any downtime that your company may have during the move. Plus, your IT infrastructure might be made up of sensitive equipment and documents that require specialized handling to prevent damage and data loss. There are a few things that you can do to help make the process of moving your technology easier, such as hiring a professional Vancouver office mover, planning ahead, and preparing your equipment for the move. Here are a few of our tips for getting your tech ready for the move.
Hire a Professional Moving Company
When it comes to moving your office, it’s best to hire a professional moving company. Why? because their experience in handling business equipment, such as technology, plays a crucial role in mitigating risks. They will be able to properly pack and transport all of your valuable equipment – the stuff that helps keep your company running – and transport it to your new office without causing any damage. On top of that, they will be able to help you set up your new office in a way that maximizes the new layout. Definitely consider hiring a professional Vancouver moving company and perhaps IT experts to help get your company back up and running seamlessly after a move.
Collaborate with Your Internal IT Team
Another key factor to successfully moving your tech is effective collaboration between the moving company and your internal IT team. Clear communication and coordination ensure that IT equipment is handled and transported according to specifications. The internal IT team’s involvement ensures a smooth transition and minimizes disruptions – in fact, it might be helpful to work with your IT team to plan ahead and prepare your equipment for the move.
Prepare Your IT Equipment for the Move
Checklist for Preparation
Before the move, it’s crucial to prepare IT equipment properly. This includes backing up data, labeling items for easy identification, and disconnecting equipment safely. Creating and following a checklist can be really helpful for keeping your move plans on track. Consider creating this checklist with your Vancouver office mover. Some office moving companies will provide you with an Office Move Coordinator, who is invaluable when it comes to planning and executing every step of your move, and will likely be able to give you a few good tips on what to include on your checklist.
Here is a general timeline to help you with preparing your checklist for your move:
3 Months Out
- Determine who your internet service provider will be in the new location, order your provider and IP address.
- Design floor plans for your new location with wire placement and arrangement in mind.
2 Months Out
- Follow up with your internet service provider to make sure everything is in place ready for your move
- Begin work on wiring if your new location is under construction or if the new site is available
- Choose a professional moving company in Vancouver or IT provider to assist with your move
1 Month Out
- Finalize schedule of moving day activities and share it with your staff
- Make sure your data is backed up
- If you have access to your new location:
- Make sure internet service provider and cable TV installation (if needed) are complete and have been tested
- Hang TV screens in offices and conference rooms
- Make sure all the wiring and cabling is ready
Moving Day
- Disconnect all your IT equipment properly by shutting off, then unplugging
- Pack your IT equipment in protective packing materials
- Label each item or box with it’s contents and where it should go in the new office
- Collect all the cords and label them so they can be easily identified during the set up process
- Test your hardware, software, and network connections once everything has been moved to the office to make sure everything is working properly
Importance of Protective Packing Materials
Don’t underestimate the power of protective packing materials! When preparing your IT equipment for the move, make sure you have anti-static bags, bubble wrap, and foam padding to prevent damage to your technology from shocks and vibrations. Proper packing techniques will minimize the risk of equipment failure and data loss. If you’re working with a Vancouver office moving company, you’re in luck! A professional moving company will help keep your equipment safe by helping source packing materials and using proper packing techniques.
Ensuring Secure Transport and Accessibility of Your IT Systems
Back up your Data
Before even thinking about moving any equipment, it is important to back up all of your data. Back up all of your files, databases, and other important data onto an external hard drive or through a cloud-based backup service (or both). By backing up your data, you can ensure that no data is lost during the move and business can start up as usual once you make it to your new office.
Label your Equipment Properly
One of the best ways to not lose track of items while moving is to label each item with its contents and destination. That way, everyone will know exactly what is in each box and where it should go.
Keep Software and Serial Numbers Safe
You’re going to need your software in your new office. When you’re moving, pay special attention to any CDs, DVDs, or serial numbers associated with your software programs. This way, any software can easily be installed in your new equipment at the office.
Train your Employees
Before you move, give your employees the rundown on how to access the new office space and IT systems. Communicating clear access protocols and procedures means that, when your employees show up for work in the new office, everything can keep running smoothly. Train your employees on any new equipment before the move. This will ensure that they are able to work efficiently and effectively in their new environment.
Conclusion
We know that moving offices comes with a lot of balls to juggle – including finding a way to safely and securely manage your technology transportation and set up. With the careful pre-planning, preparation, and the help and expertise of professionals your business can have a smooth transition to your new space. Make sure your technology is properly taken care of during a move by backing up your data, labeling everything properly, disconnecting everything correctly, and setting up your wiring and internet service or cable providers ahead of time. Collaboration is the key to your move’s success, so don’t be afraid to seek out the help of your employees, IT team, or professional moving company – many hands make for light work!
Planning an office move? DLO Move Support Services Ltd. services all areas of Vancouver and the Lower Mainland, including West Vancouver, North Vancouver, Burnaby, Coquitlam, Port Coquitlam, Port Moody, Surrey, Langley and the Fraser Valley.
Call 604-254-0135 or contact us today to plan your office move!