The challenges of IT relocation

Close up cable connection

IT systems are the lifeblood of any modern company, so ensuring the successful relocation of your systems is vital for the continued running of your business throughout your office move.

With this in mind, what are the main challenges during an IT relocation, and how can they be addressed?

Overcoming the complexity

Where do you start when planning an IT relocation? IT infrastructures are often incredibly complex, so it can be a daunting prospect to undertake one as part of an office move.

Server centres especially are highly technical to move and require specialist knowledge of the technology, combined with expertise in business relocation.

Pickfords carefully plan IT relocation projects before a single item is moved, creating an execution and layout plan based on your existing setup and any changes that need to be made, e.g. to rationalise any redundant equipment.

Handling delicate equipment

Incorrect handling of vital IT equipment can disrupt your business and lead to down time, lost data, or the need to replace expensive hardware.

Infrastructure moves need to be planned in detail to minimise downtime and avoid losing data. All delicate equipment should be packed carefully to prevent damage.

In addition to the execution and layout plan, Pickfords offers businesses the option of a virtual server to back up your essential date before your physical server is powered down, safeguarding your data and ensuring business continuity.

Pickfords’ ensure the safe transit of your systems using specially designed packing materials and n air-ride suspension vehicles to ensure the safe transit of your systems.

Minimising disruption and downtime

During an office move, your customers will rightly expect continuity of your business, regardless of the status of your IT systems.

Our experts will plan the phasing and reconnection of your IT and telecoms in line with your departmental and business needs, ensuring all your data is backed up and your systems continue to be operational throughout the transition.

Keeping your workplace safe

The safety of your employees should be the first priority of any office move. How do you ensure a safe working environment while large pieces of hardware and countless metres of cabling are being moved between offices?

Work to ridged health and safety guidelines, Pickfords carry out carefully planned cable management to eliminate potential hazards while moving, executing a phased move plan to ensure the efficient transfer of all hardware.

Your office move is also an ideal time to review your electrical equipment and have PAT Tests carried out.

Pickfords can arrange for your equipment to be PAT Tested to ensure it is compliant with health and safety regulations and that it functions safely prior to your relocation.

How to manage an office downsize

Modern office reception area

With the growth of home-working, hot-desking and virtual offices, more and more companies are choosing to consolidate their office space, both as a cost-saving exercise and as part of a shift in corporate culture as technology increasingly allows employees to carry out their work using remote digital environments, without the need to be physically present at their office.

Downsizing can improve a company’s efficiency and, ultimately, its bottom line, but will inevitably present its own set of challenges.

Keep your employees informed
If your company persues an office downsize, it’s important that the situation is managed carefully. Even if the physical downsize isn’t the result of economic challenges, staff may feel nervous, leading to rumours and assumptions that moving to a smaller office means the company is in trouble and therefore their jobs may be in jeopardy. Such anxiety can lead to increased stress levels and reduced productivity, and even potentially employees looking for jobs elsewhere.

In this situation, communication is key. Don’t keep your employees in the dark; create a communication plan, detailing your key messages and the positive reasons behind the change.  Explain to your staff as early as possible why the downsize is happening, focusing on the positives that affect them, such as increased flexibility, efficiency and remote working. Encourage opportunities for two way discussion so they feel their questions are being heard.

Whether your downsize involves consolidating your existing office space or moving into a new building, consider how this will affect your employees and give them plenty of notice, particularly if a new building means additional commuting time for some.

Make the most of your new space
When preparing for an office downsize, it’s important to carry out a detailed space plan to help you save money in unnecessary rental of redundant office space while identifying any under-utilised areas and maximising the space you intend to use.

Pickfords Business Solutions offers a detailed space planning and interior design service to help you best utilise your office space for the needs of your business.

Carefully plan your IT
Getting your new infrastructure right is vital to ensure minimal disruption to business operations during an office downsize, particularly if upgrading or installing a new virtual office environment.

To help you manage a potentially complex IT relocation, Pickfords Business Solutions works with your IT supplier or internal department to ensure a seamless infrastructure move, including disconnection and reconnection services, server and data relocation, network patching and auditing services, portable appliance testing and cable management.

Consider storage as an option
While planning an office downsize, you may find it necessary to store certain furniture, equipment or filing, either as a temporary solution between office moves or a longer-term option to save on the costs of property rental.

Pickfords Business Solutions has a national network of storage centres for any length or size of business storage.

Meet your CSR objectives
Consolidating your office space normally results in an excess of furniture and IT equipment. Use this opportunity to meet your CSR targets by opting for environmental disposal of your unwanted goods, which can help raise thousands of pounds for local charities and causes while proving a cost effective alternative to landfill.

Planning an office makeover?

modern office interior

We often invest a lot of time (and large amounts of money!) decorating and redecorating our home, to get it looking and functioning just right. It is much less common, however, to put the same level of thought into our workspace. Considering that many of us spend upwards of 40 hours a week in the office, it is worth investing time to create a nice, relaxing and motivating space in which to work.

When you’re at the height of productivity and the work is flowing, it can be easy to keep your head down and forget everything else around you. However, on those days where things aren’t going quite so smoothly, your happiness, motivation and productivity could all be negatively affected by the unkempt office environment around you.

Perhaps your office just seems a bit run down, suffering under everyday wear and tear: worn out carpet, peeling wallpaper, dents in the walls. All of this can make your office feel dated and in need of a serious makeover. It could be that the company has undergone some hard times and needs to downsize to a smaller premises, or maybe the opposite is true and you are relocating to a bigger building. Whatever the reason, you will want to make sure that your office makeover goes as smoothly as possible.

The amount of preparation and assistance you will need when redecorating your office will depend on the size of your office and extent of the makeover. Whatever you need, Pickfords offers a range of business services to help you through your transition.

Whether you need help with reorganising your workplace, packing and moving your equipment, storage or recycling services for your excess furniture, or assistance with employee relocation, Pickfords can help. Visit our website to find out more.

How to ensure the successful relocation of your company’s IT systems

Close up cable connection
Moving business premises is never easy, is it?

There’s just so much to remember, and at the same time it’s important to try and maintain your professional profile, availability and company image.

If your company prides itself on being available 24/7, transferring your IT systems is one of the most crucial challenges. It’s a complex process, and a successful transfer can be vital to the continued success of your business.

As with anything important, relocating your company’s IT systems takes very careful planning, and you’ll need to know that your move is going to be proactively managed rather than reactively supported.

Create a Business Continuity Plan

The earlier you start planning your office relocation, the greater chance you have of making sure your business is not disrupted too much during the move.

This is especially important when installing new telephone and ISDN lines that have fixed lead times. Conduct a risk analysis before the move and make sure your business is not left without essential connectivity.

Ensure all your equipment is safely and securely shut down, relocated, and up–and-running again as soon as you need it to be. Make sure it’s also restorable in the event of delays or failed network connections.

If there is cabling in your new building, it might not be fitted to a suitable standard. Moving is a great opportunity to upgrade your IT systems, so have a look into this in the months before.

Phone lines also need careful consideration. Check what speed of broadband is available and that your new premises have a sufficient power supply. Again, this is where forward planning is key; use the move as an opportunity to shop around for the best phone providers or packages and order telephone connections as soon as possible.

Why not take the opportunity to assess your current setup, too? Consider: how many lines and handsets do you need? Can you keep your current phone numbers? Do you need voicemail or a call answering service? How will you let people know about your new numbers?

Finally, it’s always best to get the experts in for any relocation so you can rest assured that everything will go smoothly.

Pickfords’ IT relocation experts will work with your internal department or appointed supplier to ensure a seamless move and minimise the disruption and downtime of your business.

Our team begin the process by compiling user data information and testing your systems prior to disconnection. They then plan the phasing of the re-connection of your IT and telecoms equipment in line with your departmental and business needs too.

Pickfords Business Moving also has packing materials that have been specially designed for IT relocation projects to ensure the safe transit of your systems.

Other services include:

  • PC disconnection and re-connection services
  • Server and data storage relocations
  • Network patching and auditing services
  • Portable appliance testing
  • Cable management

It’s vital that your business doesn’t suffer just because you’re moving premises. With Pickfords, you can rest assured that your company or business relocation is in safe hands from start to finish.