Moving offices is more than just moving computers: IT planning that's often overlooked before a business office relocation.
Why should IT teams be involved in the design and construction phase, from commercial broadband, network cabling, Wi-Fi, and server racks to system switching?
The new office renovation is complete, the furniture is in place, and colleagues are ready to officially start work on Monday.
However, a few days before the move, the company discovered that the commercial broadband had not been installed, the Wi-Fi in the meeting room was unstable, some seats did not have enough network points, printers and IP phones could not be connected, and the power supply and cooling of the server rack were not ready.
Every problem seems to occur on the day of the move, but the real reason often lies weeks or even months earlier—IT was not incorporated into the overall plan when the renovation plans, seating layout, server rack locations, and project timelines were finalized.
For businesses, Office Relocation is not just about "moving computers and equipment to a new address," but a complete IT Infrastructure Transition.
The true measure of success is not that all equipment has been delivered to the new office, but that employees can log into the system, access the internet, print, hold meetings, and serve customers normally on the next workday.
First, the IT team should only be involved after the decoration plans are finalized.
Many companies will handle the lease, interior design, renovation and furniture first, and only notify the IT supplier to arrange the relocation when the project is almost complete.
However, at this stage, many decisions that would affect future operations are difficult to change, including:
Location of Server Rack and Network Cabin
ISP fiber optic and telephone line entry points
Network Points required for each seat and room
Wi-Fi Access Point cabling and installation location
Interconnection between printer, CCTV, access control and IP phone
The meeting room requires displays, video conferencing, network, and power.
The server rack's power supply, heat dissipation, UPS, and maintenance space.
Do employees, visitors, CCTV, and other equipment need to use different VLANs?
If omissions are discovered only after the renovation is complete, businesses may need to reopen the false ceiling, install exposed piping, or alter the walls and furniture. In addition to increasing costs, this will also affect the appearance, construction time, and even delay the official opening date.
Therefore, the ideal time for an IT team to move in is not when they are "preparing to move computers," but when the seating chart and layout plans can still be adjusted.
The sooner IT, interior design, renovation, and related systems suppliers align their requirements, the lower the chance of needing to fix things later.
i-Success on-site observation
In a recent office renovation and relocation project we assisted with, the client needed to maintain basic network services during the renovation period, while also rearranging the ISP fiber optic, Wi-Fi access point, and related cabling.
If some wiring is not confirmed before sealing the ceiling or installing the furniture, adding wiring after completion may require reopening the false ceiling or using exposed wiring, which will not only increase costs but also affect the original decoration effect.
Second, applying for commercial broadband does not mean that the new Office suite is network ready.
Commercial broadband simply takes the Internet connection to a new address.
To make the entire office truly usable, the internal wiring and configuration of devices such as Firewall or Business Router, Managed Switch, LAN Cabling, Wi-Fi Access Point, VLAN, VPN, fixed IP, as well as printer, NAS, server, CCTV, and access control systems still need to be completed.
In commercial buildings in Hong Kong, businesses also need to confirm in advance:
Does the new address have suitable cable coverage and bandwidth options?
Where can optical fibers actually be connected?
Does the building management office need to approve or arrange the wiring installation, and are there any additional costs involved?
Can existing fixed IP address, phone number, or services be migrated?
Can the installation, testing, and commissioning dates be coordinated with the renovation schedule?
How long should the services in the old office be maintained?
If the ISP line is delayed, employees may still be unable to work normally even if the renovation, furniture, and computers are all ready.
Therefore, the Internet line should be considered as a critical path in the entire relocation plan, rather than just one item on the procurement list.
For businesses whose operations cannot be interrupted, backup plans should also be prepared in advance. For example, if the official fiber optic cable cannot be activated, a temporary 5G router can be used to support basic email, cloud systems, and communication needs.
However, the speed, stability, bandwidth limitations, and indoor reception of mobile networks can vary depending on the on-site environment, so they are only suitable as a tested transition or emergency arrangement and should not be decided on the spot after moving in.
III. Suggested Timeline Planning
The most frequently asked question by businesses is: "How far in advance should we start?"
The cable coverage, access conditions, and construction arrangements vary greatly among different commercial buildings in Hong Kong, and there is no standard delivery time applicable to all addresses.
Here is the planning timeframe we recommend businesses allocate to allow for approvals, coverage inquiries, onboarding processes, and unforeseen delays:
Recommended time | Key IT tasks |
3–4 months before relocation | Readiness Review, View Charts, Check ISP Coverage, Fixed IP, Telephone and Incoming Line Conditions |
2-3 months before moving | Determine the division of labor for Network Point, Access Point, Rack, Power Supply, Heat Dissipation, and Suppliers. |
1-2 months before moving | Structured Cabling, Equipment Procurement, ISP Installation and Cabinet Preparation |
1-2 weeks before moving | ISP, Wi-Fi, VPN, Backup Restore, and major system testing |
Relocation weekend and Day 1 | Cutover, full testing, and employee return-to-work support |
The above are not the standard delivery dates promised by the telecommunications companies, but rather suggested planning times for approvals, coverage inquiries, onboarding work, and unforeseen delays.
If renovations have already started, it doesn't mean it's too late.
Businesses should arrange on-site assessments as soon as possible to identify which problems can still be addressed before boarding, furniture installation, or handover, and prepare alternative solutions for parts that cannot be changed.
4. Wi-Fi access point locations should not be decided only after renovations are complete.
The Wi-Fi planning for the new office is not simply a matter of placing a few access points evenly on the floor plan.
Signal performance is affected by a number of factors, including:
Room and hallway layout
Materials such as gypsum board, glass, concrete, and metal
Metal filing cabinets and other large furniture
Wireless network near the office
AP installation height and orientation
Number of Notebooks, mobile phones and other devices connected at the same time
The meeting room requires video conferencing and wireless projection.
AP channel, power, and network settings
Businesses should not estimate Wi-Fi load solely based on the number of employees.
An employee may use a notebook, mobile phone and other wireless devices at the same time; video conferencing, wireless projection and visitor network in the meeting room may also generate high demand for connectivity and bandwidth in a short period of time.
Professional Wi-Fi planning needs to consider coverage, capacity, and interference simultaneously, rather than simply determining the number of access points based on area.
Having more access points (APs) doesn't necessarily mean better performance—poor placement, overlapping channels, or improper power settings can also cause unstable connections and reduced speeds.
A more appropriate approach is to conduct a preliminary design during the renovation phase based on the floor plan, wall materials, number of users, and business needs, and to reserve network cables and PoE; after installation, actual testing and adjustments can be made.
Reference: Cisco WLAN Site Survey Guidelines
5. The plan provides space for server racks, but this does not mean that power and heat dissipation are already prepared.
The fact that a server rack is provided on the diagram does not mean that the location is suitable for the long-term stable operation of the equipment.
In addition to ensuring sufficient electrical outlets, the location of the server rack should also be checked for load, power supply circuit, UPS, grounding, heat dissipation, and physical safety.
Depending on the importance of the server and network equipment, consider using a dedicated circuit to avoid sharing the same circuit with the break room, photocopying equipment, or other high-load equipment.
Physical security for server rooms or racks also needs to be considered, including door locks, rack locks, and access control records—especially when racks are located next to public corridors, storage rooms, or meeting rooms.
i-Success Project Observation
In a recent multi-story infrastructure design project, even though the plans had already reserved space for the core server racks, we still needed to check the available space, equipment height, power, UPS, heat dissipation, wiring routes, and future maintenance needs item by item.
The fact that a cabinet is located on the diagram does not mean that the location is suitable for long-term placement of network and server equipment.
What else needs to be confirmed when relocating a commercial building in Hong Kong?
The following items may not be automatically included in the scope of work of the renovation, moving, or IT vendors. Businesses should confirm in advance which party will be responsible, as each item can affect project timelines and the official commissioning date:
Does the central air conditioning operate in the evenings, on weekends, and on public holidays?
Does the server rack have sufficient heat dissipation outside of office hours?
Is the ISP available to provide service in this building, and are there any specific onboarding arrangements or related fees?
Does the project require a work permit, night work permit, or noise work approval?
Are reservations required for cargo, unloading areas and handling periods?
Does the old office need to have its old network cables and equipment removed, and its false ceiling restored?
Can phone numbers, fixed IP addresses, and other services be retained or transferred?
How to inventory and protect notebooks, servers, NAS devices, and storage devices during relocation?
VI. Moving all old equipment to the new location may not be the most cost-effective option.
Office relocation is also a good time to review IT infrastructure. Before deciding which equipment needs to be moved, businesses should take stock of the model and age, maintenance and license status, number of ports and PoE capacity, UPS battery status, and whether key settings, passwords, and configuration backups are complete.
Disassembling, transporting, and reinstalling equipment that is nearing the end of its service life, and then replacing it shortly after the relocation, may not be more economical than upgrading it directly during the relocation period. Some performance and stability issues of older equipment may only become apparent after relocation, repowering, or increased load.
This doesn't mean that businesses moving their Office suite necessarily requires replacing all equipment. A more reasonable approach is to categorize the equipment into four types:
Direction of action | Judgment Examples |
Continue to use | The warranty period and license are still valid, the performance and number of ports are sufficient, and security updates are still available. |
Convert to backup | Stable but older Switch, AP, or other non-core devices |
Upgrade before relocation | Firewalls that have stopped receiving support, switches with insufficient ports or PoE, and UPS units with significantly degraded batteries. |
Safe disposal | Hard drives, NAS devices, copier built-in storage devices, or other storage devices that are no longer in use must be reliably erased or physically destroyed according to the level of data sensitivity, and asset disposal records must be retained. |
The last category requires special attention: obsolescence of equipment is not just about moving or discarding it. Businesses should first confirm whether the device still stores personal data, customer data, settings files, or login data before arranging reliable data erasure or physical destruction, and retain asset disposal records.
What businesses need to avoid is moving existing technical defects to the new office without any evaluation.
7. Without a cutover plan, all risks will be concentrated on the night of the move.
Office relocation typically involves multiple entities, including IT vendors, ISPs, renovation companies, moving companies, telephone systems, printers, CCTV, access control, and software vendors. If each party only handles its own work without a shared relocation plan, it can easily lead to a situation where "the equipment has been moved, but the system is still unusable."
A complete Cutover Plan should clearly list:
Which systems need to be taken offline, and the estimated downtime?
The person in charge, supplier, and completion deadline for each task.
The order of shutdown, relocation, and startup of server, NAS, firewall, and network equipment.
How to switch between ISP, fixed IP, firewall, VPN and remote access
Test items for Microsoft 365, file sharing, printers, IP phones, and meeting room equipment.
How long should the network and critical equipment in the old office be retained?
Which tests must be completed before employees officially start work?
Response and Rollback Arrangements When New Lines or Equipment Strike
Before relocation, it is essential to ensure that important data has a recoverable backup. A "successful" backup system result only indicates that the backup process was performed; what truly matters is whether the required data and services can be restored within the specified timeframe. Therefore, in addition to backup, critical data should undergo restore testing based on business risk assessments, ensuring that the backup does not share the same risks as the equipment being relocated.
i-Success Project Planning Examples
We are currently involved in a phased renovation project, which requires us to first plan the basic network for the temporary office area, and then gradually transition to the final network architecture.
The challenge of these projects is not simply moving equipment, but coordinating temporary networks, permanent networks, renovation work, the return-to-work times of different suppliers and employees, and maintaining testing and contingency plans at each transition phase.
8. Don't just calculate the moving costs, you should also calculate the business downtime.
When businesses compare IT relocation quotes, they typically calculate the number of computers, engineers, network cables, and transport hours. These are certainly part of the cost, but not the whole story.
What truly needs management also includes:
The time when employees are unable to log in, connect, or access data.
Impact of customers being unable to contact the company or service disruptions
Delays in transactions, appointments, shipments, or internal approvals
The time management and employees spend handling unexpected problems
The cost of repeatedly arranging for rewiring, relocation, and resetting after completion.
The data and security risks associated with resuming services without sufficient testing.
Businesses can use a simple formula to make a preliminary estimate:
Rough downtime costs
= Number of affected employees × Average hourly labor cost × Number of hours unable to work
+ Impact of customer service, transactions, appointments, or operational disruptions
This is only a preliminary estimate and does not include reputational damage, contractual liabilities, data loss, and the time management takes to handle the incident. However, even using more conservative figures, this estimate is sufficient for management to reassess the value of the initial planning.
A lower quote, but lacking prior planning, supplier coordination, and Day-1 support, may not necessarily result in a lower total cost. The standard for a successful office relocation should be that business can resume on schedule, not that the engineering team has already left on the night of the move.
How should companies plan their Office Relocation IT work?
A more complete Office Relocation IT plan can be divided into the following five phases.
1. Readiness Review｜Relocation Preparation Assessment
Understand the old and new offices, number of employees, seating and room layout, existing equipment, critical systems, external suppliers, expected downtime and business requirements, and identify any unconfirmed risks.
2. Infrastructure Design
Plan the ISP inbound lines, network cabling, Wi-Fi, server rack, power supply, UPS, firewall, switch, VLAN, meeting room and related systems, and reflect the items that need to be coordinated with the renovation in the drawings and project timetable.
3. Vendor Coordination
Confirm the work boundaries, order of operations, on-site requirements, and responsible persons for the renovation company, ISP, moving, telephone, printer, CCTV, access control, and software suppliers to avoid gaps in work or duplicate arrangements.
4. Cutover and Testing | System Switchover and Testing
Shut down, move, connect, and start up equipment according to the confirmed plan; test Internet, Wi-Fi, VPN, shared data, printer, telephone, meeting room, and other critical systems one by one, and keep contingency and recovery plans in place.
5. Day-1 Support | First business day support
Once employees start using the new office, some issues that may not have been fully simulated during technical testing will arise. On the first workday, on-site or rapid support should be arranged to address issues related to account login, Wi-Fi, printers, telephones, meeting equipment, and individual seat connections.
Frequently Asked Questions
How far in advance should you start IT planning when moving your Office suite?
Ideally, the initial floor plan and seating arrangement of the new office should be available, but the interior design drawings should not yet be fully finalized. It is generally recommended to allow three to four months. This stage provides enough data for the IT team to determine the needs, and there is still room to adjust the location of server racks, cabling, access points (APs), power supplies, and equipment.
When should I apply for commercial broadband?
It is recommended to check coverage and access conditions as soon as possible after confirming the new address, rather than waiting until the renovation is almost complete. The line coverage, access arrangements, and building approval requirements vary greatly among different commercial buildings in Hong Kong. Some addresses require additional works or management approval, all of which will affect the actual availability date.
Should we move the old firewall, switch, and UPS all?
The equipment should first be evaluated item by item, including its maintenance status, performance, Port and PoE capacity, battery condition, and security update support, and then categorized into continued use, conversion to backup, upgrade before relocation, or safe disposal. Relocating equipment that is nearing the end of its service life to a new location and then replacing it in a short period of time is often more costly than handling it during the relocation process.
Can a 5G router be used as a temporary network during the relocation period?
It can serve as a tested transitional or emergency arrangement to support basic email, cloud systems, and communication needs. However, the speed, stability, bandwidth limitations, and indoor reception of mobile networks will vary depending on the site environment and should be tested in advance rather than decided on the spot after moving in.
What does the Office Relocation IT Readiness Review include?
This typically includes an initial assessment of the old and new environments, a review of floor plans and seating layouts, ISP and network cabling needs, Wi-Fi and server rack power planning, recommendations for the disposal of existing equipment, a preliminary risk list, and recommendations for next steps.
What factors influence IT relocation quotes?
This mainly includes the office area and number of network points, whether a restructured cabling is needed, the scope of equipment replacement, acceptable downtime, whether a phased relocation is required, and the on-site support staff needed for the first business day. Due to the significant differences, it is recommended to complete an on-site assessment before providing a quote, rather than simply estimating based on area.
In conclusion: A new office needs more than just adequate space.
Office relocation is an opportunity to reorganize IT infrastructure, improve network design, and resolve existing problems. The earlier the IT team is involved, the better the company can identify problems before the renovation is complete, reducing the risk of rework, last-minute purchases, and business disruptions.
Are you planning to move, renovate, or expand your office?
i-Success can start by examining the new office floor plan, existing IT equipment, ISP, network cabling, Wi-Fi, and relocation timetable to help businesses identify unresolved risks and supplier coordination issues.
The Office Relocation IT Readiness Review may include:
Preliminary assessment of the site and the old and new environments
Floor plan and seating layout review
ISP, Network Point, Wi-Fi, Rack, and Power Requirements
Recommendations for the retention, upgrading, and relocation of existing equipment.
Preliminary risk list and next steps recommendations
Discovering problems before the renovation plans are finalized is usually easier in terms of cost and time than redoing the work after completion.
