Moving to a new location can be a significant source of stress for many people, but it does not have to be. When you partner with Be Structured Technology Group Inc. to provide IT support throughout your office relocation, you can trust that your technology transition is in good hands. Our current clients have called on us multiple times because of how well their previous relocation went. A commercial move is also a perfect opportunity for you to start your new partnership with Be Structured.
We can design and structure your new services, help you move in, and be there to maintain your technology in the coming years. One of the most essential things to remember about the moving process for us is that this is not just about moving things like office furniture or file cabinets. You can hire a moving company for that. Instead, it’s about moving your IT network, getting everything set up again, and making certain that your technology is back in place as quickly as possible. We know that for every day your team is unable to access all of your files and applications is a day where you’re not as productive as you should be. You’re losing profits every day you work like this. That’s why commercial office relocation is a process that takes planning and precise execution to complete properly.
Do I Need IT Support During A Relocation?
Moving your business isn’t something you want to do on a whim or without fully thinking it through. There are a number of reasons a relocation could be a bad idea, no matter how near or far. However, there are many reasons why relocating may make perfect sense for your company at this time. Knowing when it’s the latter instead of the former is one of the things that makes a great business leader.
The biggest reason companies relocate is because they’ve outgrown their current office space. You may find that you need to hire more employees but don’t have offices for them. You may be out of room to store products or for new equipment you need to work more efficiently. Another reason is that it’s time to upgrade. If you’re still in the building where you started your business, it may no longer be the perfect fit for you. There can be a number of reasons why this is the case, but the main issue is that it’s time to move to a building that meets your new needs, not the needs you had when you first started your business.
IT Issues to Consider When Relocating
When you’re moving into a new office, you want your new space to be ready to handle all of your IT needs. We will assist you with all of your IT considerations so that your new space meets your current and future technology needs.
Cabling – If you have a good number of computers and other devices that need to be hard-wired into your network, you may need to have additional ethernet cabling running through the new space. If you’re moving into a large building that has a number of floors, you may meet to have structured cabling ran to telecommunications enclosures on each floor and backbone cabling ran between those enclosures and the main equipment room. Our IT Support Technicians help provide planning as well as installation in your office relocation.
WiFi deployment – Preparing a building for WiFi requires more planning than simply placing a few wireless network extenders and routers here and there. We will look at the size of each floor and take into consideration anything that could impede your WiFi signal, including walls and other electrical installations. Then we will carefully plan out a series of WiFi equipment to create a blanket of signal that covers the entire space. Our goal is to make certain you don’t have any spots where wireless connectivity drops or becomes significantly weaker than in other parts of the building.
VoIP – If you’re going to use primarily VoIP for your phones, you will need to have a Cat5 ethernet connection near each location where you will have a phone. VoIP phones cannot use standard phone jacks or cable, although you can use one connection for both your phone and your VoIP handset by connecting the two.
Video Conferencing Equipment – You may need additional cables and equipment installed in any conference room where you plan to do video conferencing. These conference rooms may need video screens, projectors, microphones, speakers, and other equipment. Even if you don’t plan on doing video conferencing, you may still want to have your conference rooms equipped with the capability in case you need it in the future.
Server Rooms – During a relocation, planning out exactly where your servers, telecommunications enclosures, and your equipment room isn’t something you should evert leave to chance. Everything needs to take into account location in the building, the amount of cabling that will need to be run, the location of where the internet connection from the utility company is located, and other factors. Having the proper IT support team is critical for making these decisions wisely. We carefully work with your team to determine the best locations for these rooms so that your IT infrastructure is thoughtfully considered.
Power Outlets – If you’re moving into an older building, you may be surprised by its lack of power outlets. Today, offices have a lot of equipment that needs to be plugged in, including computers, monitors, printers, servers, routers, backup drives, and much more. Using too many power strips could lead to overloading the circuits and other issues. Part of our IT support during your relocation is to assess power requirements and determine if the building’s existing infrastructure can meet those needs. It’s possible an experienced electrician will need to come in and do a partial or full rewire of the space.
Cooling Requirements – If you have a larger server room, it’s going to get very hot in there very quickly. Servers put out a lot of heat, so these rooms are going to need to be cooled to the correct temperature and remain at that temperature. Otherwise, your servers may overheat. We will evaluate your planned server setup and the building’s HVAC system to determine if it’s adequate or if you’ll need to upgrade it.
IT Support While Expanding Your Current Space
If you’re expanding into more of your current floor or if you’re moving into additional floors in the same building, you need to take into consideration your current infrastructure and if it’s really sufficient to handle the increased load. In most cases, it’s simply not. You may need additional telecommunications enclosures, more ethernet connections, additional WiFi repeaters, and other support structures in order to expand yet still have the same network access and quality.
Expanding can require as much work as moving into a new space, especially if the area you’re expanding into hasn’t been wired for use as an office. This is why having the proper IT support and during any phase of office transition is so vital for your business. You may have to run a good amount of network cable before you can begin using that space, but it’s always best to do so before you move into it. It may be tempting to immediately spread out, but talk to us first so we can help you plan out the best way to expand without losing any of your networking capabilities.
Naturally, just as there are reasons why you should move, there are also reasons why you shouldn’t relocate. If your business isn’t stable financially or if your industry is going through a rough patch, it can be a risk. You need to take time and look over your business’s current state as well as the overall industry’s state and the economy before making the decision to relocate. However, if you do decide that now is the right time to relocate, we’re here to make that move go as easily and as smoothly as possible.
IT Support During A Relocation Is Less Stressful
Be Structured will be there to make sure you hit the ground running. We know that moving to a new location can be the first step in growing your business. You may be expanding the space of your office or manufacturing facility, allowing you to take on more customers or produce more product quickly. You could be moving into a new market that you feel will provide a better foundation from which to expand. You could simply be moving to a newer building or one with better rental fees. No matter what the reason, we want to make sure you can focus on the excitement that the new location brings and not worry about the little annoyances or problems that often come up in a commercial move.
When you move to a new location, there are many different opportunities you can take advantage of. Here are a few different reasons why moving locations can be so exciting:
You have more space – You can expand your office, adding additional workstations, conference rooms, storage, or any other area you need. This is one of the reasons why you need to carefully consider the location you’re moving to. You want to make certain you can expand to meet the needs you’ll have for the next five to ten years rather than your immediate needs. Otherwise, you may find yourself needing to relocate again in just a few years. This is vital to growing your business, especially if you know you will need to hire additional employees soon and may need to do so again in a few years.
Find new customers – Moving to a new location can mean moving into an area with more potential customers. This can be especially true with companies that deal in sales, whether it’s retail products or services. A new location may better fit your potential audience. You may also be moving out of an area that was a detriment to your business, whether it’s due to a lack of traffic, a high crime rate, or any other issue.
Save money – A new location may come with lower rent or lower utility costs. This can be a great chance to reduce your operating costs. Don’t base your decision on the rent alone, though, since there are other factors to consider. For example, moving into a larger space may come with a higher rent, but if it’s a new building, you may have lower utility costs thanks to better insulation and an energy-efficient HVAC.
Move for other amenities – In some cases, you may want to move not because you gain more space but because you can expand in other ways. For example, you may want to move to a location that has better parking or that is closer to your major clients. Better access to major highways, a port, or the airport can also benefit your business. Ideally, of course, you’ll move to a location that has these amenities, is the right size, and helps you reduce your monthly operating costs.
The building is newer – Working out of an older building not only impacts your monthly utility cost, but it can also affect your technology. Older buildings have older wiring that may not support your needs. This can result in either working without all of the equipment you need or spending money to update the building’s wiring and cable. Newer buildings, especially when you have the chance to do any upgrades before you move in, don’t have this issue. Newer buildings may also come with a reduced insurance rate, too.
Pay less taxes – It’s possible you may be able to move just a short distance yet fall into a new location with lower taxes. Changing counties or cities can put you in an area with a different sales tax. Keep this in mind when considering where you want to relocate your business.
Raise operating capital – If you’re relocating into a rental space and selling the property you’re currently using, the cash you receive from that sale can give you the operating capital you need to expand, reduce your debt, or use for other needs.
IT Support During A Office Relocation Is Less Challenging
Transitioning your internet/phone services and making sure emergency services are up-to-date are, in fact, two of the toughest hurdles to clear. Your new office space might need new access points or an entirely different cabling structure. This is where our experience becomes your biggest asset. We want to manage your transition with no disruption to your operations and no downtime in your services. The goal is for you to move into your new building and immediately be able to begin working again with as little downtime as possible.
If you take advantage of our other services, this can actually make your relocation even easier. When Be Structured is already managing your data backup, disaster recovery, and VoIP phone systems, moving them to a new location will be much more straightforward. We will be able to quickly set up your hardware, connect it to the cloud, restore your network security, and have your calls directed to the correct handset. We prefer to have 6 to 88 to 12 weeks of relocation planning time to engineer and structure your move, but we have been able to perform a move in less time in the past largely depending on the ability to get outside vendors (cabling, electricians, and Internet Services Providers) to complete installations in the time frame required.
Why work with us instead of letting a moving less experienced company move your technology or doing it yourself? We understand how to pack up your technology, move it and set up your equipment without damaging it. Thanks to our experience with IT, we know the best way to set up an office. We’ll work with you to determine the right layout for your new IT center and make certain that you have everything needed. We can even recommend additional hardware and other items that will help improve productivity and that can be installed and set up now so you don’t have to disrupt your daily business later.
Obviously, the more time we have for your move, the easier your transition will be. We want to help you create the perfect new location for your business where you have the space and resources needed to grow. Our service area for office relocation reaches beyond our home office in downtown Los Angeles. We also serve clients in Los Angeles County, Orange County, Ventura County, and San Bernardino County.