Guide · moving or fitting out a Sydney office
Office move IT checklist for Sydney business.
Moving premises or fitting out a new office? This is the IT side, laid out in the order it actually needs doing, so the internet, cabling, Wi-Fi, phones, email and cameras are all ready on day one and nobody is sitting on the floor with no network.
Start with the long lead item
An office move runs into trouble when the IT is left to the last week. The reason is simple: the internet connection at the new address is almost always the slowest thing to arrange, because a new service at a new site has to be provisioned, and that can take weeks. Get that ordered early and most other tasks can be lined up around it.
The trick is to do things in the right order. Sort the connection and the floor plan first, then cabling and Wi-Fi, then the things that plug into them, phones, computers, email and cameras. Below is the checklist we work through with Sydney businesses on the move, in that order.
The checklist, in order
Step 1
Internet connection
Order the link to the new address as early as possible, this is the long lead item. Check what is available at the building and book the install so it is live before move day.
Step 2
Floor plan & desks
Confirm where people will sit, where the comms cabinet goes and where printers and meeting rooms land. Everything else is placed around this.
Step 3
Data cabling
Run tidy, labelled cabling to each desk and to where the Wi-Fi access points and cameras will sit. Some buildings have usable cabling already, some do not.
Step 4
Wi-Fi & network
Place business-grade access points for even coverage, set up a separate guest network, and keep tills, cameras and staff apart and safe.
Step 5
Business phones
Move the phone system across. With hosted VoIP your numbers are not tied to the building, so they come with you and customers keep ringing the same number.
Step 6
Email, files & cloud
Microsoft 365 email and files live in the cloud, so they are not affected by unplugging the office. Confirm logins, printers and shared drives reconnect cleanly.
Step 7
Backups & data
Make sure backups are current and tested before anything is switched off and moved, especially any data still sitting on local servers or machines.
Step 8
Cameras & security
Set up security cameras and access at the new site so the premises are covered from the first day, and check the cyber-security basics carry over.
What usually goes wrong
The most common slip is leaving the internet connection too late, then discovering the new site needs weeks to be provisioned. The next is moving computers across with no current backup, so a knock or a dropped machine becomes a real loss. After that it is small things: a desk with no network point, Wi-Fi dead spots in the new layout, or a phone system that did not get its numbers ported in time.
All of these are avoidable with a plan and a date. Work back from move day, get the connection ordered first, confirm the floor plan, and let cabling, Wi-Fi, phones and backups follow in order.
Doing it yourself, or getting a hand
A small move with cabling already in the walls is something a capable team can manage with this checklist. A bigger fit-out, a new build with no cabling, or a move where you simply cannot afford downtime is where it pays to have one local team handle the IT side end to end. We can project-manage the lot, or just guide your people through the steps, whichever suits your move. See our managed IT support and networks and Wi-Fi pages for how we work.
Is this a service of Alien IT Solutions?
Yes. Sydney IT is the local Sydney brand of Alien IT Solutions (ABN 44 619 802 201). It is the same hands-on team, focused on small and medium Sydney businesses, so an office move is handled by a familiar local face backed by an established IT company.
Office move IT, answered
How far ahead should I plan the IT for an office move?
Start as early as you can, ideally as soon as the new lease is close to signed. The long lead item is almost always the internet connection, because a new service at a new address can take weeks to provision. Cabling, Wi-Fi and phones can be arranged in parallel once you have a floor plan and a move date.
What is the first thing to sort when moving offices?
Order the internet connection at the new site first, because it has the longest lead time and everything else depends on it. While that is being provisioned, confirm the floor plan so data cabling and Wi-Fi access points can be placed where people will actually sit and work.
Can we keep our phone numbers when we move?
Usually yes. With a hosted VoIP phone system your numbers are not tied to the building, so they move with you. We can port existing numbers across and set up the new handsets, so customers keep ringing the same number after the move.
Will moving offices put our data or email at risk?
It does not have to. Email and files in Microsoft 365 are in the cloud, so they are not affected by unplugging the office. The main risk is any data on local servers or machines, so we make sure backups are current and tested before anything is switched off and moved.
Do you handle the whole move or just advise?
Either way. We can plan and project-manage the IT side end to end, the connection, cabling, Wi-Fi, phones, computers and cameras, or simply guide your team through the checklist if you want to do more of it yourselves. We will tell you straight which suits your move.
How long does IT setup take at a new Sydney office?
It depends on the size of the site and what cabling already exists, but the connection lead time usually sets the timeline. Once the link is live and cabling is run, the on-site fit-out of Wi-Fi, phones and computers is often done over a day or two. We give you a clear timeline before the move so there are no surprises.