How Do you Ensure a Smooth Office Network Move?

Let’s face it: Nobody likes to move. It’s usually nice to be in a new location with the move behind you, especially if it’s larger and better, but without proper planning and execution, an office move can easily degenerate into chaos, especially when it comes to handling valuable and essential technology. It is crucial that you take extra care, both with fragile items and when packing and moving your network, devices, and other peripheral tech items.

A home tech move is one thing - you pack up a couple of computers and peripherals, but it’s quite another thing when moving an entire office network. If your business only has 4 computers, it may be worthwhile to do it yourself, but to maintain business continuity during and after a move, it is advisable to let a qualified IT services company do the move for you.

In effect, you need two movers: one for the IT and one for everything else.

We've put together a handy checklist to help you navigate this process smoothly If you do want to try ‘going it alone.’ Use it to help ensure your technology remains safe and sound during the move.

Back Everything Up

You should be regularly backing up your data - both locally and in the cloud but perform a special backup before you start disassembling your technology. Create copies of important files, documents, photos, and any other irreplaceable information. You can back up to your server (if your business is large enough to have one), an external hard drive, a NAS or SAN unit, or cloud storage – whatever reliable system you have in place.

By doing this, you'll have peace of mind knowing you've protected your data. Should something unfortunate happen during the move, your files will be intact. Check with your IT team, whether it’s an in-house IT Support Department or outsourced Managed IT Services firm. If all your data isn’t being backed up regularly, you need new IT.

Label and Organize Workstations, Peripherals, and Cables

Of course, you want Mary’s computer to show up at Mary’s desk in the new location, but to avoid confusion, take the time to label everything, even the cables. Why?

Have you ever seen an area so strewn with tangled cables that nobody wants to touch it for fear one may come unplugged? Messes like that are especially likely to exist when you're eager to set up your devices in the new place. To avoid this headache, take the time to organize and label your cables before packing.

Cable ties or twist ties will keep them neatly bundled. Attach labels to identify which cable belongs to which device. Trust us - this simple step will save you a lot of time and frustration later.

Take Care When Packing Devices

If you still have them, use the original boxes when packing your devices. If you have the storage space, this is why you don’t want to toss those out. The original packaging is designed to provide the best protection during shipping, with specific compartments to secure each component.

If the original boxes aren’t available, use sturdy cardboard boxes and seal them with strong (duct) tape. Wrap each device in bubble wrap or anti-static foam to prevent any damage. Fill any empty spaces in the boxes with packing peanuts or crumpled paper to ensure a snug fit. Electronic devices don’t respond well to being jostled and bounced.

Remove Ink Cartridges and Batteries

This is not something people tend to think about, because the inclination is to just load up your printers ‘as is’ to move them. Bad idea. For printers and devices that use ink or toner, it's crucial to remove those cartridges before packing the devices. Ink cartridges can leak or dry out during transit, and nobody likes to clean up toner. This can cause a mess and/or render the cartridges useless.

Take the batteries out of devices such as laptops, cameras, or remote controls to prevent accidental power-on and possible damage during the move. Pack the cartridges and batteries separately in sealed bags and label them.

Photograph Cable Connections

This is often overlooked, but it’s a simple and useful step. Before unplugging cables from your devices, snap a photo of the connections. This visual reference will be very helpful when it's time to set up everything at your new location. You won't have to worry about remembering where each cable goes. Just refer to the photos, and you'll be back up and running in no time!

Wi-Fi Equipment Should be Packed Separately

One of the first things to do is to reconnect to the internet. To make it easier, pack all your Wi-Fi network equipment separately from other items: including your modem, router, ethernet cables, and other network connectors. Clearly label the box “Wi-Fi Equipment” so you’ll know right where to go first to get online.

Protect Fragile Screens

TVs or monitors have delicate, easily damaged screens, so take extra precautions to protect them from scratches and cracks.

Cover these screens with soft cloth or microfiber cloth and secure them with elastic bands or tape. This barrier will shield the screen from any accidental contact during transit. Additionally, make sure to pack these items in a vertical position to reduce the risk of damage. NEVER consider them a flat surface to put boxes on.

Identify Fragile Items for the Movers

Be sure to be clear about your technology if you use professional movers, informing them about the fragile nature of your devices and other tech items. Clearly label the boxes containing your valuable devices as ‘fragile.’ Provide any necessary instructions to handle them with care. By communicating your concerns upfront, you reduce the chances of accidents while moving.

After the Move, TEST EVERYTHING

Think of this as a dress rehearsal for the first business day after the move. You don’t want to discover problems on a busy Monday morning. Once you've reconnected the cables for your devices, turn them on and test them to ensure they work correctly and weren’t damaged in transit.

Sometimes you can’t tell that something is damaged by looking at the outside. These are electronics, highly susceptible to internal damage. You want to know this right away so you can file a claim and call in an IT services professional to help.