Short answer: Start the IT side of an office move at least three months out, because business internet is the longest lead item: a dedicated fiber circuit commonly takes two to four months to install, and longer if the provider has to build to the building. Order internet first, then plan cabling and Wi-Fi from the floor plan, schedule your phone number port, and save the physical move of servers, network gear and printers for a weekend with a full test day before staff arrive. Keep the old internet and phone service live until the new site is confirmed working.
Most office moves that go badly on the IT side fail for the same reason: the internet wasn't ready. Desks and boxes can move in a weekend. A business fiber circuit often can't be rushed.
What's the timeline for an office move?
| When | IT tasks |
|---|---|
| 90+ days out | Order internet at the new site, review the floor plan, decide what moves and what gets replaced |
| 60 to 90 days | Cabling and Wi-Fi plan, network equipment order, check in with your phone provider |
| 30 to 60 days | Cabling installed, server and backup plan, printer and copier vendor scheduled |
| 2 to 4 weeks | Internet installed and tested, phone port scheduled, labeling and inventory done |
| Final week | Network built and tested at the new site, full backups, staff instructions sent |
| Move weekend | Equipment moved, connected and tested desk by desk |
| Day one | On-site support, phones and printers checked, issues logged |
| Weeks 1 to 4 | Cleanup, old services canceled, documentation updated |
The rest of this checklist walks through each step.
How far ahead should you order internet for a new office?
As early as you can, ideally as soon as the lease is signed. Lead times depend on what's already at the building:
- Dedicated fiber (often called DIA): commonly 60 to 120 days from order to service, including any construction. It can be faster if the building is already lit, and much longer if the provider needs permits or has to dig.
- Shared business broadband (cable or fiber) at a building that already has service is usually quicker, but still order early so you aren't waiting on an install slot the week you move.
Ask the landlord which providers already serve the building, and ask each provider whether service at your address requires construction. Consider a second connection from a different provider for backup, especially if phones, card payments or cloud software depend on the internet. Get the install scheduled before the move, not on move day, so the circuit can be tested while you still have time to fix problems.
What should you plan for network cabling and Wi-Fi?
Start from the floor plan and count every place that needs a wired connection:
- Every desk and workstation (many offices plan two or more data drops per desk)
- Printers and copiers
- Wireless access points, usually mounted on the ceiling
- Conference room displays and video equipment
- Phones, if they plug into the network
- Security cameras, door readers and alarm panels
- The network closet or rack, with power, cooling and room to grow
Wi-Fi should be planned too, not guessed at. A predictive Wi-Fi survey uses the floor plan and building materials to estimate coverage and pick access point locations before anyone moves in. After move-in, a walk-through test confirms coverage in every room, including break rooms and back offices.
Get cabling installed and tested while the space is empty. Running cable is much easier before furniture, ceiling work and staff are in place. Every cable should be labeled at both ends, matching the patch panel and a printed map. Our networking solutions page covers the cabling, switches, firewalls and Wi-Fi that make up a business network.
How do you move business phone numbers?
If you use a VoIP phone system, the phones often move with you and plug back in. If you're switching providers or moving off old copper lines, your numbers need to be ported. Plan for:
- Porting takes longer for businesses. FCC rules require a simple port (generally a single line) to be completed within one business day. Most business ports involve several lines and aren't considered simple, so allow extra time and ask your provider for its estimate.
- The details must match exactly. The account name, address, account number and PIN on the port request must match the current carrier's customer record. A mismatch can reject the port and push the date back.
- Don't cancel the old service early. Canceling before the port finishes can put your numbers at risk. Let the port complete, then cancel.
- Update your 911 location. FCC 911 rules generally require multi-line business phone systems and interconnected VoIP providers to send a dispatchable location (street address plus floor, suite or room when needed) with 911 calls. Update every phone's registered address in your phone system for the new site.
- Call flows and greetings. Update auto attendant messages, hours and any number that rings to a desk that's moving.
See our IP phone service page if you're considering a move to VoIP at the same time.
How should servers and network equipment be moved?
Servers and network equipment should move last out of the old office and first into the new one.
- Run full backups of every server and confirm they can be restored before anything is unplugged.
- Shut down cleanly, not by pulling power.
- Pack servers, firewalls and switches in their original boxes or padded cases, and move them yourself or with your IT team rather than on the furniture truck.
- Photograph and label the rack and cabling before it's taken apart.
- Bring it up in order at the new site: internet and firewall, switches, servers, then workstations.
A move is a natural time to ask whether an aging on-site server should move at all. Our guide to cloud vs. on-premise servers can help with that decision.
What about printers, cameras and door access?
- Printers and copiers: leased copiers usually have to be moved by the leasing company. Call them early. Network printers will need new IP settings or a check after the move.
- Security cameras, access control and alarms: coordinate with your security provider early. Their equipment often needs network ports, power and a spot in the network closet, so get their requirements into the cabling plan instead of adding them later.
- Conference rooms and TVs: plan power, network and display locations with the cabling.
What should be tested before day one?
Plan a test day after the equipment is in place and before staff arrive:
- Internet speed and backup connection failover
- Wi-Fi coverage in every room
- Every desk: computer logs in, reaches shared files, prints and gets to the internet
- Phones: inbound calls, outbound calls, voicemail, auto attendant and a test of the 911 address with your provider
- Line-of-business software, accounting and scheduling systems
- Cameras, door readers and alarm communication confirmed by your security provider
- Backups running from the new location
On day one, have someone on site to fix the small things quickly: a dead jack, a printer that won't map, a phone in the wrong department. On-site and remote IT support during the first few days keeps those from turning into a lost week.
What gets cleaned up after the move?
- Cancel old internet and phone service once the new service is confirmed, and return provider equipment
- Update your Google Business Profile, website, invoices and email signatures with the new address
- Wipe or securely dispose of any equipment you're not keeping
- Update the network diagram, cabling map, asset inventory and vendor contact list
- Walk the old space for anything left in the closet
FAQ
How long does it take to get business internet at a new office?
It depends on the service and the building. Dedicated fiber commonly takes two to four months, and longer if construction is needed. Order as soon as the lease is signed.
Can we keep our phone numbers when we move?
Usually, yes. VoIP numbers typically move with the system, and numbers from another carrier can be ported to a new provider. Business ports take longer than a single-line port, so schedule early.
Should we buy new equipment for the new office?
Only where it makes sense. A move is a good time to replace aging switches, Wi-Fi and servers, but working equipment can often move with you.
Who should coordinate the IT side of the move?
One person or one IT partner should own the timeline and talk to the internet provider, phone provider, cabling installer and security provider, so nothing falls between vendors.
Plan your move with TechCore
TechCore helps businesses in Nashville, Middle Tennessee and Chattanooga plan the IT side of an office move, including networking, phones, computers and day-one support. Talk to us about technology consulting for your move and we'll build a timeline around your lease date, starting with a free IT assessment of what you have today.
