Office Move Technology Checklist: Internet, Wi-Fi, Cabling, Phones & AV

An office move can look ready when the furniture is in place but still leave staff working from a phone hotspot. Internet delivery, access to the building and unfinished cable routes are easy to miss when the main programme is about desks and decoration. This checklist is for the planning stage, before equipment and suppliers are committed.

1. Confirm the internet order and what happens if it is late

Check the new address with the provider, the exact product ordered, the installation location and any access or landlord requirements. Coverage shown online is not a confirmed activation date. Keep the existing service until the cutover plan allows it to end, and make sure somebody is authorised to speak to the provider.

If the fixed connection may arrive later than the staff, discuss an installed customer-owned interim connection. Mobile signal or a suitable satellite position must be assessed at the site. The same equipment may later become a backup where the design and subscriptions support that use.

2. Mark the floor plan before counting sockets

• Desk positions, shared printers and equipment that needs a wired connection.
• Meeting tables, displays, reception screens and camera or microphone positions.
• Wireless access points, CCTV and suitable access-control equipment.
• The cabinet location, incoming service point, power and ventilation.
• Future desks or another floor that may need additional capacity.

Count usable connections at their actual destinations. A bank of spare ports on the wrong wall does not help a meeting table in the centre of the room. Inspect existing outlets and routes before assuming they can be reused. Our data cabling service explains cable specification and testing scope.

3. Plan Wi-Fi coverage and switching together

Access points need suitable locations and a reliable connection back to the network. Plan coverage around the floor plan, walls and number of devices rather than placing a single router wherever the broadband enters. Identify which equipment needs PoE, which switch ports are available and whether guest or other traffic needs separation.

Ask your MSP to confirm the addressing and network policies. EDD can install the agreed physical network, configure supported hardware within scope and hand it over in a form your IT team can support.

4. Treat the phones as a separate cutover dependency

Record the provider, numbers, handsets, power arrangements and the people authorised to request changes. Confirm any number-porting process before cancelling a service. Check where reception, shared phones and meeting-room devices will sit. Agree who tests inbound calls, outbound calls and the intended routing after the move.

5. Specify what staff need from each meeting room

List the laptops and conferencing applications in use, the table layout, who joins remotely and how visitors present. Decide whether the room needs a laptop-based connection or another agreed arrangement. Camera framing, microphone pickup, display placement and the HDMI/USB path need to be considered together. Our Meeting Room AV service covers straightforward hardware supply and installation.

6. Agree EDD, MSP and removal-team responsibilities

An inventory should identify the equipment, its current connections and its destination. Label both ends of a connection before disconnection. Passwords and recovery information need an agreed secure handover; do not put them in a general contact form or on visible equipment labels.

7. Rehearse the first working morning

Agree a practical acceptance list: a representative desk connection, staff and guest Wi-Fi, inbound and outbound calls, a presentation and a remote meeting. Your MSP tests the software and business applications it owns. Record what passed, what remains outstanding and who is responsible, with a fallback for any unresolved dependency.

For one point of contact across the physical technology, see Office Technology Fit-Outs & Relocations. Send the floor plan, postcode, target dates and your existing IT provider's specification to start a useful conversation.