Considering Your Technology When Switching Office Spaces
Moving your office from one space to another can be a complex and frustrating task, whether they’re in the same building or all the way across town. When we’re buried in dealing with the desks and staplers and filing cabinets and chairs, we can often overlook some important bits related to our technology needs.
First thing’s first – take inventory of your technology requirements. You may be moving because you need more space – make sure you have the connections you need. Most offices will need two to four electrical outlets per desk, minimum. One for your computer, one for the monitor, and one for a desk lamp of some sort. You can figure out what you need fairly quickly – just make sure you have it at the new space. Surge suppressors can be useful allies, but they should be switched off every night if possible to limit the possibility of electrical overload or fire.
You will probably also need at least one network connection per desk, and – depending on the size of your office – a patch panel or other central area where your desk connections can be patched into an ethernet switch. Make sure the cabling is clearly marked, because some phone systems use the same RJ45 connector that high-speed ethernet does. You also should make certain that your new office is cabled for Cat5 or Cat5e – nearly all current computer systems support at least 100mbps (megabits per second) and frequently 1000mbps. If your office has older cabling rated for 10mbps, it can cause hard-to-diagnose network problems.
If you use local servers – file servers, mail servers, or other servers – you will need to make certain you have appropriate power available, and appropriate cooling. Your office may not be large enough to support a full blown “computer room”, but if your business depends on your local servers, you must provide them with cooling (even if you have to have someone install a small unit specifically for your ‘closet’), battery backup, and power. Many small businesses learn this lesson the hard way – thermal failure of server systems after a move.
You will probably also need to make certain that an internet connection is available that provides sufficient bandwidth for your business. Don’t take this for granted; if you’re moving into an office space used by a business that was primarily phone-based, you can find yourself saddled with expensive charges for retrofitting the office for high-speed internet access.
You will also want to make certain your phones are compatible with the phone system at the new office. Some smaller offices may have an analog breakout box and use analog phones with discrete wiring for each line, while other offices may have digital lines; the phones are not usually interchangeable, so make certain you know what the requirements of your new space are. Will you be using the phone company’s business services, or will you be using a local PBX?
If you use mobile phone technology as part of your business, you should verify your handset coverage in the new building. If you have a large office and your staff uses the same wireless provider, you can sometimes get in-building repeaters to make certain your coverage is flawless in and near your office. If you’re a very small office that depends on such coverage, you should choose your new space accordingly.
This discussion is far from comprehensive, as most businesses have special needs that are specific to their business. It should serve, however, as a good start for thinking about the technology needs of an office move.
Whatever you do, don’t forget to contact North Star several weeks prior to your move to help you plan for a smooth transition. You’ll have less headaches, less downtime, and happier employees!
Provided by Jim Horton - North Star Strategic ITYour Denver source for IT computer support, network consulting and planning, voice over IP (VoIP) solutions, and so much more.
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