Moving the office? Here’s a 7-step list to help you move your IT without any downtime.
Moving your office can feel like a new beginning, but for your IT systems, it’s a significant change that requires careful planning. One wrong move (literally) could result in more downtime, lost data, or even issues with client service.
If you are moving your business in the Washington, D.C., Maryland, or Northern Virginia area, this 7-step IT relocation checklist will help you stay connected, safe, and productive at all times.
Step 1: Check out your current IT setup
Before you pack up any cables, make a complete list of all your current IT assets:
- Racks and servers
- Laptops and workstations
- Firewalls, routers, and switches are all types of networking gear.
- VoIP phones and audio-visual systems
- Licensing and software requirements
Why it matters: This helps you identify old or unnecessary equipment that you can dispose of, replace, or upgrade while you’re moving.
Step 2: Before the Move Planning, the Network and Surveying the Site
Your new space requires the proper technical and physical infrastructure. Do a site survey to find out:
- Placement of data and power outlets
- Ventilation and safety in the server room
- Needs for structured cabling (Cat6, fibre)
- Availability of internet service providers
Pro Tip: Engage your IT partner early to avoid surprises, such as lacking fibre connectivity or inadequate wireless coverage.
Step 3: Make the perfect floor plan for tech
Talk to your office manager or designer about how to make the best layout for:
- Where to put the device
- Strength of the Wi-Fi signal
- Routing cables and integrating AV
- Make sure that essential systems can only be accessed securely.
Bonus: Place routers, access points, and switches in strategic locations to minimize performance slowdowns.
Early ISPs can take 2 to 6 weeks to put in new circuits or increase bandwidth, so don’t wait until the last minute. Coordinate:
Step 4: Set up Internet and carrier services.
- Setting up and testing the Internet
- Moving to cloud services (if needed)
- Setting up VoIP phones or moving numbers
- MPLS or VPN settings
HotBed Tip: Our team ensures that there is no downtime during the carrier transition by overlapping services, allowing the cutover to proceed smoothly.
Step 5: Make a backup of everything (twice)
Before moving any device or server:
- Back up everything completely, both locally and in the cloud.
- Check that backups can be restored.
- Take a picture of virtual machines (VMs) or databases.
- Utilise encryption to safeguard sensitive data.
This ensures that your business data remains secure and can be recovered if an issue arises during the move.
Step 6: Work with IT pros to plan the move.
Logistics are essential whether you’re moving 5 people or 500. Your IT moving company should:
- Safely pack, move, and set up all tech gear again.
- Label all hardware and cables.
- Set up LANs, patch panels, and wall plates.
- Reconnect printers, AV, and VoIP systems.
Pro Tip: Plan the move during non-business hours to minimise disruptions.
Step 7: Testing and optimising after the move
When everything is ready in your new space:
- Check that all internet and internal connections work
- Check the quality of VoIP calls and conference rooms.
- Look at networks for file sharing, server access, and printing.
- Check how well the system works for 24 to 72 hours
Instruct employees to report any issues promptly so they can be addressed and resolved.
Conclusion: Move Smarter Without Any Downtime
Moving your IT doesn’t have to be hard. You can make the move without losing any productivity if you plan, work with the right people, and follow this 7-step checklist.
Are you ready to move? HotBed Tech is here to help.
We handle all the technical details of your office move, from structured cabling and cloud migration to carrier services and VoIP relocation. You don’t have to worry about a thing.
📍 Serving 6718 Whittier Ave #100 McLean, VA 22101
Ask for a free consultation about moving your IT department
