Support Your IT Staff During a Commercial Relocation

Your IT department may not generate a direct revenue stream, but your revenue stream depends on the IT crew. As you plan your commercial relocation, make it a priority to develop an organized, well-managed relocation plan for your computers, routers, servers, and other equipment.

Support your IT staff during the move to minimize computer, connectivity, communication, and data issues. Here’s a breakdown of the three most important ways to show your support.

  1. Budget for the Move

Many companies make the mistake of scrimping on their IT allocations. These owners view IT spending the same way they view bathroom soap and business cards. These expenses are viewed as operating costs rather than infrastructure investment.

During a commercial relocation, this policy must be revised to ensure a successful transition to a new site. Funding must be provided for the following IT tasks:

  • IT inventory and breakdown
  • Moving and packing supplies
  • New IT site-plan creation
  • New site inspection, measuring, and testing
  • Proper racks, cables, and infrastructure
  • Rack and cabling installation
  • Specialty moving fees

When your IT staff is tasked with the huge job of not only breaking down but also recreating your data and internet systems, there will be many more related expenses. For example, if you have a small IT staff, expect to pay overtime during the transition period to those employees who qualify. Your staff will work many late hours on this project.

By properly funding your IT department during the move, you give staff the resources they need to minimize downtime of your sensitive operations. Your IT equipment is safer and more secure when you invest in relocation support.

  1. Time for the Move

You can throw files in a box and stack desks in a moving truck during a move. You can’t just chuck IT equipment in cardboard boxes or throw tangled Cat-6 cables in a bag like neglected strands of holiday lights.

Sensitive IT components must be carefully dismantled and cushioned for a move. Servers, routers, and other equipment should never be exposed to temperature extremes or rough handling. Cables should be carefully wrapped and labeled.

The physical process of moving your IT rooms is only one area of the relocation experience where thoughtless speed will cost you. If you don’t offer your IT staff the time for proper planning and execution during your move, expect more tech conflicts and downtime in the new location.

Time-support for IT staff includes scheduling that covers:

  • Advance notice of move
  • Backup of necessary data and hardware
  • Advance notice of new providers
  • Drawdown phase operations
  • Validation, troubleshooting, and testing

Manage time well by ordering your new broadband or other internet services well in advance of your move. In some locations, there are long wait times for internet connections in commercial districts.

Connect and power your new site two months or more in advance of the move. This gives your IT staff ample time to ensure the reliability of your Wi-Fi connection, speed, and system security.

  1. Tools for the Move

Your IT team needs the proper tools to dismantle and reconstruct your network or data center. As part of their planning, the team should create a list of hand tools, specialty software, and other supplies to facilitate a smooth, secure move.

The inventory process is an important part of moving your racks of gear. Every single component of your system should be added to an inventory and labeled before being packed. Inventory databases should include:

  • Serial numbers
  • Make and model of components
  • Associated data, applications, and users
  • Dependencies and support information
  • Location on racks and cabinets
  • RFID chip information

A proper inventory can save you moving expenses by allowing the IT staff to discard unused and redundant components. Unneeded but usable components can be wiped clean of data and sold for metal, donated to a non-profit, or sold as usable IT equipment to a start-up.

Sometimes, it’s easier to move components where they are rather than breaking down your IT configurations. If you plan to move components on the racks, your IT staff should check both the static and dynamic load ratings of all equipment carts and racks.

You can load racks up to the static-rating threshold when the racks are perfectly still. The dynamic rating indicates the maximum capacity of racks when they’re rolling or being moved.

Racks that are loaded over the dynamic limit should be reconfigured so they don’t tip over during the relocation. Otherwise, purchase new racks to avoid accidents or injury to people and equipment.

If your IT employees don’t have the tools or experience to handle your intricate cabling needs, hire a professional cable installation company to complete this step in your new location. A fresh, neatly organized cable setup gets your new site off to a great start and frees your IT staff to focus on staff communication and connection needs.

Contact Wheaton World Wide Moving today to schedule professional relocation of your sensitive IT equipment. Our crews have conditioned trucks and plenty of experience moving fragile data center components, so your commercial relocation is worry-free.

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