The Complete IT Planning Guide & Checklist for Office Relocation | TCI
The Complete IT Planning Guide & Checklist for Office Relocation: Don't Let Technology Derail Your Move
Moving your business to a new office is an exciting milestone, but from an IT perspective, it's one of the most complex projects a business can take on. While you're coordinating furniture deliveries and lease agreements, your IT systems require just as much attention and often significantly more lead time than you might expect.
Internet delays, missing cabling, unsupported firewalls, phone outages, and security systems that aren't ready on move-in day are all common and almost always avoidable.
The biggest mistake companies make? They start thinking about IT too late.
According to industry research, poor IT planning is one of the top reasons businesses experience costly downtime during office relocations. The average cost of IT downtime can be about $300,000 for SMBs, making proper technology planning essential to a successful move.
This comprehensive guide walks through everything you need to know about relocating your office technology, from internet connectivity to security systems, ensuring your business stays operational throughout the transition.
👉 For a detailed, printable checklist you can follow step-by-step, download TCI’s Office Relocation IT Planning Guide & Checklist.
Why IT Planning Is Critical During an Office Move
Your technology infrastructure isn't just about having internet on day one. It's the backbone of your entire operation that touches every employee, system, and customer interaction.
Without proper planning, businesses often experience:
Weeks without internet connectivity while waiting for installation
Lost productivity from employees unable to access critical systems
Security vulnerabilities from improperly configured networks
Compliance issues with outdated emergency systems
Unexpected costs from emergency installations and rushed orders
Internet not installed by move-in day
Phones offline or emergency addresses incorrect
Wi-Fi coverage gaps in the new space
Security systems delayed due to permits or construction conflicts
The key to avoiding these pitfalls? Starting early and understanding the timeline for each technology component.
A structured IT plan keeps your move:
On schedule
On budget
Secure
Operational from day one
The Office Move IT Timeline: When to Start Planning
Technology planning for an office move can require 4–24 weeks of lead time, depending on the building, services, and equipment involved. Different technology elements require different lead times. Each phase builds on the last, which means skipping steps early almost always causes issues later.
Here's what you need to know:
4-6 Months Before Move: Planning & Assessment
This phase sets the foundation for everything else. Yes, you read that right, six months. Here's why this timeline matters:
Key focus areas:
Reviewing floor plans and layouts
Determining where technology will live in the new space
Inventorying existing equipment
Identifying what should be moved vs. upgraded
This is the ideal time to schedule a technology walkthrough of the new space with an IT provider. Small details like where power, closets, and pathways exist have a big downstream impact.
Internet Connectivity: Start Early or Pay the Price
Internet connectivity assessment should be your first priority. Whether you're moving to a new construction or an older building can drastically impact installation timelines. New fiber installations can take anywhere from 4 to 24 weeks depending on your location and building infrastructure.
Important considerations:
Are you under contract with your current carrier?
What providers are actually available at the new address?
Does the building already have fiber or cable access?
Will construction be required to deliver service?
Starting early gives you time to:
Review your current internet contract and provider obligations
Research alternative providers in your new location
Compare speeds and pricing across multiple carriers
Account for installation lead times
Don't assume your current provider offers the best solution at your new location. Working with an IT partner who has access to fiber and cable maps across all major providers —Cox, Verizon, Spectrum, Charter, Comcast, and others—ensures you're getting the best speed for the best price. The infrastructure available at your new address might open up better options than you currently have.
⚠️ Waiting too long to address internet is the #1 cause of delayed move-ins.
TCI helps businesses evaluate:
All available carriers in the area
Speed vs. cost tradeoffs
Whether the quotes being provided are truly competitive
3-4 Months Before Move: Core Systems & Infrastructure
Low-Voltage Wiring (Cat6 Cabling): Often Overlooked, Always Critical
Low-voltage wiring planning becomes critical at this stage, especially if you're moving into a space requiring retrofit work or tenant buildout. Here's what many businesses don't realize: low-voltage wiring for Cat6 cabling typically isn't included in the general contractor's scope of work.
Every device in your office depends on proper cabling, yet it's frequently excluded from the scope.
Key things businesses often miss:
Network drops for each workstation
Cabling for printers, conference rooms, and access points
Backbone connections between IT closets
Coordination with construction timelines
This creates coordination challenges. You might have your IT company, your phone company, and your alarm company all wanting to run their own cabling. This approach is inefficient, more expensive, and creates coordination headaches.
If multiple vendors are involved, wiring responsibilities can quickly become unclear. This is why many businesses should choose a single provider, like TCI, to handle IT, cabling, communications, and security, so finger-pointing and delays are reduced.
Physical Security: Timing Matters
Physical security systems also need attention during this window. Access control, alarm systems, and camera installations must be coordinated with any construction taking place.
Security planning includes:
Door types and hardware compatibility
Camera placement (indoor and outdoor)
Building penetrations and waterproofing
Permit approvals and inspections
Integration with fire and life-safety systems
Why coordination matters:
Door hardware must be specified correctly to support access control systems
Construction modifications may be needed to support security infrastructure
Access control systems typically require building permits
Integration with fire and safety systems must be planned
Outdoor camera installations may require building penetrations that need to be waterproofed
Coordinating these elements during construction rather than after saves time and money while ensuring proper installation. Security systems installed too late often require rework or delay occupancy entirely.
2-3 Months Before Move: Communications & Collaboration
Network Infrastructure: Move or Upgrade?
Network infrastructure evaluation should happen now. This includes your server rack, network switches, firewall, and Wi-Fi access points. An office move is often the best time to modernize your network.
You have two paths here:
Move existing equipment: If your current infrastructure is relatively new and meets your needs
Upgrade to new technology: If your equipment is aging or you need enhanced capabilities
This is an excellent time to assess whether upgrades make sense.
Questions to ask:
Is your firewall current and still supported by the manufacturer?
Do you have the latest Wi-Fi access points supporting current standards?
Do your switches support PoE for VoIP phones?
Will your existing Wi-Fi provide coverage in the new layout?
Are you planning for growth, not just today's needs?
Equipment lead times can be extended, especially for enterprise-grade networking gear. Factor in time not just for ordering but also for configuration, testing, and installation planning. Network equipment can have extended lead times, so decisions made here directly affect move readiness.
Phone Systems: The Right Time to Upgrade
Phone system planning also fits into this timeframe. If you're still running a legacy phone system, your office move presents the perfect opportunity to upgrade to VoIP. Most legacy phone systems are end-of-life (EoL), out of support, and have no hardware availability—sometimes jokingly called "SOL" (s*** out of luck) in the industry.
Why upgrade now?
Many legacy systems are end-of-life
Replacement hardware is hard to source
Support contracts are often expired
Even with VoIP, moves require planning:
Phone number porting
Call routing
User setup
E-911 address updates (legally required)
The evaluation process for new phone technology typically takes 30-60 days when you factor in:
Vendor demos and feature comparisons
Pricing negotiations
Implementation planning
System programming and configuration
Hardware delivery
1-2 Months Before Move: Protection & Preparation
Audio/Visual, Paging & Background Music
Light AV equipment planning should be finalized now. Conference room displays, projectors, sound systems, and collaboration tools follow similar considerations as other technology:
Equipment lead times if purchasing new or upgrading
Installation timeline and scheduling
Integration with your network infrastructure
If you're moving existing AV equipment, understand that deinstallation can take 3-5 days or longer, depending on complexity. The equipment must be carefully dismantled, transported, and reassembled, which isn't just a quick process.
Paging and background music systems deserve special mention. Here's an important cost consideration many businesses overlook: the cost to move paging or background music systems is often comparable to purchasing new equipment. Think about it, you’d be paying labor costs twice, once for deinstallation and again for reinstallation if you move your systems. All while conference room technology, paging, and music systems often cost the same to replace due to the labor involved.
This is a good time to evaluate:
Whether existing systems still meet your needs
Compatibility with new collaboration tools
Installation and deinstallation timelines
Have an honest conversation with your vendor about whether it makes financial sense to move existing systems or invest in new technology. A simple cost comparison upfront can prevent unnecessary expenses later. Sometimes starting fresh is the smarter financial decision.
Data Backup & Business Continuity
Before anything is disconnected, protect your data:
Multiple backups should be created:
Back up all company data systems, including firewalls and servers
Backups should be stored off-site
Recovery testing should be completed
Moves introduce risks, so proper backup planning removes them. Before your move, verify backup systems are functioning and plan for your data center or server room move carefully.
End-User Equipment & Labeling
As move day approaches, coordination becomes critical:
Labeling equipment and cables
Assigning devices to new locations
Coordinating with movers and IT support
Communicating shutdown procedures to staff
This preparation is what allows employees to sit down and work on day one.
Common IT Moving Mistakes to Avoid
Learning from others' mistakes can save you significant time and money. Here are the most common pitfalls:
Starting too late: The single biggest mistake businesses make is underestimating technology lead times. Internet installation alone can take up to six months in some locations.
Assuming your contractor handles everything: General contractors rarely include low-voltage wiring in their scope. Don't discover this gap when it's too late.
Working with multiple vendors: Coordinating separate companies for IT, phones, security, and cabling creates scheduling nightmares and finger-pointing when issues arise.
Forgetting about permits: Security systems and sometimes network installations require permits. Factor this into your timeline.
Not updating emergency systems: Failing to update E-911 addresses isn't just an oversight; it's a safety and legal issue.
Moving old equipment without evaluation: Your office move is the perfect time to assess whether aging technology should be replaced rather than relocated.
Don't Try to Keep It All in Your Head
An office relocation involves dozens of moving technology pieces, multiple vendors, and strict timelines. Even experienced teams benefit from having a clear, written plan.
That's why TCI created a step-by-step Office Relocation IT Planning Guide & Checklist you can follow from early planning through post-move optimization.
👉 Download the checklist to:
Stay organized
Avoid downtime
Keep your move on schedule
Make sure nothing gets missed
Why Partner with an Experienced IT Provider
Office relocations involve countless moving parts—literally. Having a single technology partner who can handle all aspects of your IT move offers significant advantages:
Single point of contact eliminates coordination headaches
Comprehensive planning ensures nothing falls through the cracks
Access to carrier maps helps you find the best internet pricing
Vendor relationships can expedite equipment orders and installations
Experience with common pitfalls helps you avoid costly mistakes
Project management keeps everything on schedule
The right IT partner doesn't just move your technology; they ensure your business maintains productivity throughout the transition and emerges with infrastructure positioned for future growth.
TCI specializes in end-to-end office relocations, handling:
IT infrastructure
Internet connectivity
Cabling
Phones
Security systems
AV and collaboration tools
Whether you're months away or already under a deadline, our team can help make your move seamless.
Ready to Plan Your Office Move?
Don't let technology planning become an afterthought in your office relocation. Download our comprehensive IT Moving Planning Guide & Checklist to ensure you've covered all the bases and avoid costly surprises during your transition.
With proper planning and the right technology partner, your office move can be smooth, efficient, and position your business for success in your new location.
Need help planning your office relocation? Contact TCI to discuss your technology needs and ensure a seamless transition to your new location.
