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Moving offices is always a challenge, whether you’re relocating to larger premises, opening an additional site or downsizing. A key aspect of any office move is the relocation of IT and communications equipment. It’s essential that downtime and operational disruption are minimised, so you can keep in touch with your customers and keep trading during the move.

 

Here at Jalapeno, we’ve helped dozens of businesses successfully move their IT and telephony systems into new premises – saving our clients time and hassle. We offer an end to end service that’s project-managed at every stage, ensuring everything goes smoothly and you’re up and running at your new offices as soon as possible.

Every office move is different, but here’s an example of the kind of process we normally follow:

  1. IT needs analysis

The first stage of any office move is to assess your IT requirements at the new premises. This could simply mean moving your existing kit ‘as is’, buying new equipment to enable growth, or disposing of systems you no longer need. Our experienced engineers will discuss your IT and telephony needs with you in detail before coming up with a plan for your move.

We’ll also visit the new premises to take measurements and decide where any new cable installations, phone points and plug sockets need to be located.

We recommend that your IT needs analysis takes place well in advance of your move, to give us enough time to plan effectively and put new services and equipment in place as required.

  1. Plan of action

Our next move is to put together a detailed plan covering every aspect of your move, together with timescales and costs for buying or disposing of equipment. We’ll be careful to factor in enough time for your new phone and Broadband connections to be installed and provisioned before you move into your new premises.

The plan will also set out where each piece of IT and phone equipment will be located at the new premises. This makes life much easier on moving day, as you won’t need to make any last-minute decisions about where to put things.

Each action listed on the plan will have an owner, which we’ll have agreed at the IT needs analysis meeting. For example, if you’re having new data cabling, this could be installed by a third party contractor in advance, with Jalapeno adding the final touches and testing the connections before you move in.

  1. Liaising with third parties

We’ll contact your phone and connectivity providers, and other third parties such as data cabling contractors, on your behalf to discuss your requirements and arrange for new services and equipment to be installed in good time.

We’ll agree a process in advance of moving day, and on the day itself, that ensures a seamless transition from your old phone and Broadband services to your new ones.

  1. Moving day

Our first task will be to move your IT and phone equipment from your current premises to your new offices. Any services and systems that are no longer required will be decommissioned.

Working with your communications providers, we’ll get your new phone and internet connections up and running, and take care of any last-minute cabling requirements.

Next, we’ll turn our attention to your IT infrastructure – installing routers, firewalls, network connections and servers. This will be followed by setting up individual workstations, printers and other devices, phone systems and desktop phones.

Once everything is in place, we’ll test all your systems and equipment and check you’re happy with our work.

  1. Post-move support

The day after your move, we’ll come back to your new premises to make sure your infrastructure and systems are working properly and running smoothly for you. If there are any issues, we’ll make sure these are resolved as soon as possible.

After that, we’ll be on hand as usual to monitor, manage and mentor your IT needs into the future.

Like to know more?

If you’re considering an office move, Jalapeno Business Services are here to help. Get in touch today to discuss your requirements with one of our experienced consultants. You can call us on 01636 681110 or email enquiries@jalapeno.is.

And if you’d like to know how some of our previous office moves went, here are some testimonials:

“The move was seamless IT wise – this was down to Jalapeno Business Services.”

Matt Ballard, Operations Director, Ballards Removals Ltd

Just a short note to say thank you for the excellent service your company provided during our recent move into the new office. The installation of the new cabling was neat, tidy and good quality and your service was value for money.

The actual move of the existing computers and associated equipment was well coordinated and we particularly liked your flexibility working closely with individual team members to provide a smooth transition.

We will certainly be using your service in the future and would recommend Jalapeno Business Services to other businesses. Thank you.”

John Hudson, Deputy Manager, Newark Emmaus Trust