Blog, News & Articles

Plan For Success: Structured Cabling Tips When Moving Into A New Office Space

Date posted: 31 May 2018  –   Category: Cabling Services

There are many factors you need to consider when relocating to a new office space, especially when it comes to infrastructure. If not properly planned and executed, it can cause unnecessary expense and productivity loss down the line.

Considering all the stresses that come with meeting deadlines, satisfying bosses and employees, and sticking to budgets, your structured cabling and the networks it supports may be low on your priority list.

But if done well, you’ll save yourself from a lot of IT issues like slow connection speeds and Wi-Fi loss in your new office.

Here are a number of things you can do to save you from future headaches:

1. Plan in advance

Plenty of problems come out or the woodwork as you’re nearing moving out day. That’s why you need to devote at least a couple of months before the move to lay down a plan. Make sure you have the following tasks completed:

• Have your IT team visit the new location to take note of network cabling and server room requirements. How many phone lines, power outlets, or Cat 5/Cat 6 cables would you need?
• Contact all your carriers, ISP, and technology vendors. Let them know you’re moving and what you need to do to continue their service in your new area (if possible).
• Take inventory of all your current equipment and see if anything needs replacing, disposing, or updating. Will these equipment suit your new location? Do you need to return any leased device that you can’t take with you?
• Protect your data as something might go wrong during the move (e.g. equipment damage). Backup all company data systems somewhere that won’t be affected during the move. Also, make sure that a full recovery is possible if something does happen to your current data.

2. Consider the needs of all departments

Have your IT team work with relevant departments (e.g. HR, facilities) during the planning process. This way, you’ll be sure that your internal stakeholders will all have their needs met when they start working in a new environment. Document these requirements, so you can create and incorporate these solutions from the outset.

3. Note the building’s physical layout

Buildings can come with hidden challenges for your structured cabling, including ceiling voids, congested floors, or hidden girders. Your new property manager should have a detailed plan and schematics that you can use but, if they don’t, take note of the following:

• Location of voice and data network jacks, as well as all electrical outlets
• Ideal locations for workstations, scanners, routers, printers, and other devices
• Accurate measurement of each room
• All cabling needs, such as its length and the right amount of load for cable trays to remove the risk of overloading or crushing cables
• Any area that would lack coverage and if these areas would need to have additional network wiring
• The location of the new server room and if it would fit its requirements (e.g. cooling, electrical, security, dimensions)

They key here is getting an accurate visual sense of where each piece of your IT puzzle will fit. That way, you’ll have everything you need network-wise once you move.

Structured cabling comes with a number of advantages that can benefit your business in the long run by handling basic tasks (e.g. voice, fax, data communications) as well as sophisticated video and data signals. However, keep in mind that a cabling infrastructure is only as strong as its weakest link. A faulty cable can affect the entire network, so make sure that your structured cabling is installed correctly.

4. Get an expert’s advice

Truth is, buildings are not designed with IT in mind, which could then limit your infrastructure when you move into it. Get a reliable network specialist on board and a certified cabling company like TVNET for consultations and advice on the following:

• Cabling specifications, ideas, and options
• Avoiding costly oversights, as with the case of using cheaper patch cords that can cause signal degradation
• Configuration plans for new office layout with IT in mind

When choosing who to work with, make sure that you’ll get ample support—from planning to on-site visits to day one of moving into your new office. After the move, your cabling expert should also be able to test your office’s network and come up with solutions should issues arise.

5. Prepare for move day

Lastly, you need to be able to transport all electronic equipment properly. This is, however, not as easy as storing everything in a box and placing them inside a moving truck. To make sure all your equipment and data arrive safely, you should do the following:

• Instruct staff members on properly shutting down and storing their respective equipment the day before leaving
• Label all wiring and data cables properly
• Move data backup copies to the new office separately, so you won’t lose data should any of your equipment/device gets damaged

Don’t Underestimate The Need For Proper Cabling

Proper installation of structured cabling is integral in helping the entire staff adjust to their new environment. A company that relies heavily on technology will lose a significant amount of business if phone lines or the internet is down.

So before you move into your new office, contact our reliable and professional team and we’ll be more than happy to help you survey, design, and install an efficient network.