Moving Office? The IT Checklist That Keeps Your Business Running

An office move is one of the few times a small business can lose days of work to IT problems that were entirely predictable. The internet isn’t live on the first morning, phones still ring at the old address, the printer won’t connect, and half the desks have no network point. Almost all of it comes down to timing: the slowest jobs need starting months before you pick up a single box. This checklist covers what to do, and when, so your team sits down at their new desks and simply carries on working.

Three months or more before the move

1. Check the internet connection at the new address

This is the job with the longest lead time, so do it first, ideally before you sign the lease. Find out exactly what’s available at the new premises:

• Full fibre (FTTP): fast, reliable and usually installed within a few weeks where it’s already available.
• SoGEA: fibre to the street cabinet, a common fallback where full fibre hasn’t reached yet.
• Leased line: a dedicated connection with guaranteed speeds, but installation can take several months, especially if new ducting or civil works are needed.
• 4G/5G or Starlink: useful as a backup, or as a stopgap if the main line isn’t ready in time.

Availability can change from one building to the next on the same business park, so check the exact address rather than the postcode. If you’re moving in Thanet, our guide to checking full fibre availability walks you through it, or send us the address and we’ll compare every option for you.

2. Survey the cabling and Wi-Fi

Before you plan the layout, find out what’s already in the building:

• Is there structured cabling? What category is it, has it been tested, and where are the network points?
• Where is the comms cabinet, and is there power, ventilation and space for your equipment?
• Will the Wi-Fi cover every room? Thick walls, glass partitions and multiple floors all affect coverage.

If the cabling needs replacing or extending, book it before the fit-out. Running new network cabling into an empty office takes days; doing it around desks, staff and new decoration takes longer, costs more and looks worse. A Wi-Fi survey at the same time means access points go where they’re actually needed.

3. Decide what happens to your phone numbers

If you’re on a cloud phone system, your numbers move with you and there’s very little to do. If you still have traditional phone lines, an office move is the natural time to change: new copper lines can no longer be ordered, and the copper network closes on 31 January 2027. Moving to a cloud phone system before the move means you keep your numbers, and staff can take calls on their mobiles or laptops while the office is in boxes. See our article on the 2027 phone line switch-off for the wider picture.

One to two months before

4. Make an inventory of your IT

List every device and service that has to move or be replaced: computers, screens, docking stations, printers, the router and firewall, Wi-Fi access points, any server or NAS, phones, and the alarm, CCTV or door-entry systems that rely on the network. Note anything that’s old enough to replace rather than move. Buying new kit for the new office avoids a second disruption a few months later.

5. Plan the network at the new site

• Agree where the comms cabinet, router, firewall and switches will go.
• Count the network points each desk, printer, screen and meeting room needs, with some spare.
• Decide whether guest Wi-Fi needs to be kept separate from your business network (it should).
• Check that phones, printers and any CCTV or door entry are planned into the layout.

6. Update your address everywhere

Your new address needs updating on your Google Business Profile, website, email signatures, invoices and letterheads, and with suppliers and your bank. Keep the business name, address and phone number identical everywhere. Search engines compare them, and inconsistent details can hurt how you appear in local search.

Two to four weeks before

7. Confirm the connection is installed and working

Don’t wait for moving day to find out the line isn’t live. Have it installed, then test it: speed, the router and firewall set up, and any remote access or VPN your team relies on. If the installation date slips, arrange a 4G/5G backup so you can still trade.

8. Check your backups

Moving hardware is when hard drives get dropped and equipment goes missing. Make sure every device that holds data is backed up, and that you’ve tested a restore recently. Our backup health check covers what to look at.

9. Brief your team

Tell staff what to pack and what IT will handle, how to label their equipment, and how phones will be handled on the day. If you’re diverting calls to mobiles, test it beforehand.

Moving day

• Move over a weekend or a quiet day if you can.
• Shut down computers properly, label every cable and keep each person’s kit together.
• Move the network equipment first, so the core is working before the desks are set up.
• Divert calls to mobiles or the cloud phone app until the phones are connected.
• Test each desk as it’s set up: network, screens, printing, phone and access to shared files.

After the move

• Have someone on site the first morning to deal with the inevitable small issues quickly.
• Check the Wi-Fi in every room, including meeting rooms and the kitchen.
• Update your network documentation with the new layout and equipment.
• Securely wipe any devices you’re not taking with you, and recycle them properly. Old computers, servers and printers can all hold business data.
• Cancel the old lines and services once you’re sure nothing still depends on them.

Planning a move in Kent?

We plan and manage office moves for businesses across Kent, from checking the connection at your new address to the cabling, Wi-Fi, phones and moving day itself, so your team can carry on working. Office moves are quoted as a project, with the price agreed before we start. If you’re already a client, they’re a natural part of our managed IT support. Get in touch as soon as you have a new address in mind, and we’ll tell you exactly what needs ordering and when.