IT checklist for moving office

Moving office is easier when the IT work is treated as a project, not a last-week packing job. This checklist is for a small business moving into a new UK workspace. It covers the order of work that prevents the common problems: no live broadband, missing phone numbers, nowhere to plug in a desk and a team unable to work on day one.

Start earlier than feels necessary

Contact internet providers as soon as the new address is known. Broadband is often the biggest trap: a new line, construction work, landlord permissions or an unavailable service can take weeks. Do not rely on the previous tenant saying a connection exists. Check the address, the service type, installation requirements, contract dates and the realistic delivery date in writing.

Plan a temporary connection if the main line might not be ready, such as a business 4G or 5G service with suitable data allowance. Test coverage inside the actual office rather than on the pavement. Read our business broadband guide for the questions that matter before you commit. Build the move plan around the connection date, not an optimistic assumption.

Audit what will move, stay or be replaced

Step 1: make an asset list

Walk around the current office and list laptops, desktops, monitors, docks, printers, phones, servers, switches, firewalls, WiFi access points, meeting-room equipment, CCTV and access-control hardware. Record who uses each item, its condition, serial number and whether it needs specialist disconnection. Take photos of the existing network cabinet and cable labels before anything is unplugged.

Mark every item as move, replace, dispose, return to a leased supplier or leave behind. An office move is a useful point to retire equipment that is unsupported, unreliable or unsuitable for the new layout. Do not carry a failing server or a home-grade router to a larger space merely because it is already owned. Arrange secure disposal for devices that hold data, including old disks and multifunction printers.

Step 2: agree the target setup

Design cabling and the network for the new space

Ask for a floor plan and choose a secure, ventilated location for the network cabinet. It should have power, enough space, a route for incoming services and controlled access. Plan structured cabling to desks, access points, phones, printers, meeting rooms and anything fixed that needs a dependable connection. Label both ends of every cable and leave capacity for future desks.

Do not put the network in a cleaner's cupboard, above a radiator or in an unlocked reception area because it is convenient on viewing day. Consider power protection and battery backup for the router, firewall and switch. A network and WiFi plan should include coverage, staff and guest separation, and the cable routes before ceilings are closed or furniture arrives.

Sort phones and numbers well in advance

Tell your phone supplier about the move early. Check whether your numbers can move with you, whether the new location changes anything and how long a port may take. Keep the current service live until the replacement is proven where possible. A number port normally needs accurate account information and authorisation; a mismatch can delay it.

If you use hosted VoIP, test calls at the new site on the intended broadband and network before staff arrive. Check reception routing, hunt groups, voicemail, emergency calling details and any door entry or alarm links. If old analogue lines serve lifts, alarms, payment terminals or fax equipment, identify them now. The move could be the right time to consider a business phone system that is easier to use across sites, but do not change everything during a move unless the plan and support are in place.

Choose whether to move servers or change approach

If you have a physical server, decide early whether it moves, is replaced or is retired in favour of cloud services. Moving it means planning a shutdown window, labelled cables, secure transport, suitable rack or cabinet space, cooling and a tested restart. Make a verified backup before the move and confirm who has the keys, admin passwords and recovery information.

Cloud services can reduce what needs to be carried between offices, but they are not automatically the right answer for every system. Review the application, internet reliance, data location, cost and migration time. Our cloud versus on-premise server guide can help frame that decision. Avoid a last-minute migration simply because the removal van is booked.

Include physical security and building access

Decide who needs keys, fobs, alarm codes, car-park access and access to the network cabinet. Change any shared codes supplied by a previous occupier. Check where CCTV cameras, door controllers and alarm equipment will connect, who manages them and whether the cabling is in the right place. Keep the cabinet and backup media out of public view.

Write a moving-day runbook

Create a timed plan for the final day at the old office and the first day at the new one. Include backup confirmation, server shutdown, equipment labelling, who transports what, contact numbers, unlock codes, cabinet setup, internet test, WiFi test, printer test and phone test. Give the removal team handling instructions for IT equipment and take photographs of valuable kit before it leaves.

Check the first week, not just the first hour

On day one, check staff can sign in, print, make and receive calls, use meeting rooms, reach shared files and connect safely to WiFi. Check backups and remote access once normal work has resumed.

During the first week, review WiFi dead spots, broadband stability, meeting room use, phone routing and cable management. Confirm the old site has no active service you are still paying for and that its equipment has been returned or securely wiped. If you need a broader handover plan, our guide to changing IT support provider includes the access and documentation worth collecting.

What to do next

Start with the broadband order and a target network plan, then build the equipment audit around them. A short, owned runbook will save a lot of stress on moving day. TSS can offer a free, no-obligation chat to help businesses in Bury, Greater Manchester and Lancashire plan the IT side of an office move.