An office move is one of the few times a business gets to build its technology from scratch, and one of the easiest times to get it wrong. The phones, the network wiring, the internet circuit, and the security cameras all depend on each other, and they all depend on decisions that have to be made before the drywall goes up. Get the order right and move-in day is uneventful. Get it wrong and you spend your first month in the new space running extension cords and apologizing to customers.
We have helped Connecticut businesses through many relocations and build-outs. This is the checklist we wish every client had before they signed the lease.
Three to four months out: decisions that shape everything
Order the internet circuit now
Business internet, especially fiber, can take 30 to 90 days to install in Connecticut, and sometimes longer if the building has never had service. This is the single most common cause of a delayed move. Contact carriers as soon as the lease is signed and ask specifically about lead times at the new address.
Decide on the phone system
A move is the natural time to evaluate whether your current system should come with you. If you are on an aging on-premises system, moving it may cost nearly as much as replacing it. If you are considering a hosted VoIP system, the new space only needs network jacks and internet, which simplifies the build-out. Our guide to cloud PBX vs. traditional PBX covers the tradeoffs.
Get a cabling plan on the floor plan
Before construction starts, mark every location that needs a network drop: desks, conference rooms, printers, wireless access points, cameras, door controllers, and the TV in the lobby. Plan for growth by adding drops to spaces that are empty today. Running cable is cheap while the walls are open and expensive after. Read our network cabling mistakes to avoid before you finalize the plan.
Six to eight weeks out: the infrastructure
Install structured cabling
Cabling goes in after framing and before drywall and ceilings close up. Insist on Cat6 or Cat6A for new construction, a properly sized telecom closet with a rack, and a patch panel where every run is labeled and tested. This is the foundation for everything else. See our network cabling services for what a professional installation includes.
Run fiber between buildings or floors if needed
Copper Ethernet is limited to about 100 meters per run. If the new space spans multiple buildings, a large warehouse, or several floors with a distant closet, you will need fiber optic cabling for the backbone. Plan it now, not after the first speed complaint.
Rough in the security cameras
Camera locations need cable runs just like desks do, and the best mounting spots are decided before the ceiling goes in. Cover entrances, parking, loading areas, and any space where inventory or cash is handled. Our security camera installation team can walk the site with you and recommend placements.
Three to four weeks out: the equipment
Confirm the network gear
The new closet needs a business-grade router or firewall, Power over Ethernet switches with enough ports for every drop, and a UPS battery backup. Wireless access points should be planned for coverage, not just plugged in wherever there is a jack.
Stage the phone system
Whether cloud or on-premises, the phone system should be configured and tested before it reaches the building. Extensions, ring groups, the auto-attendant, and voicemail are all built in advance. For an on-site system, this is the point where Avaya installation equipment gets programmed in the lab.
Schedule the number port
Your phone numbers do not move automatically. If you are changing providers, the port request should be submitted at least two to three weeks before the move. Confirm the port date in writing and make sure it lands after the internet circuit is live.
Move week: the cutover
- Verify the internet is live and tested before anything else is connected.
- Install and test every phone at its desk, including calling in and out, transfers, and voicemail.
- Bring cameras online and confirm recording, retention, and remote viewing.
- Keep the old system running until the new one is confirmed. Forward the old numbers if the port has not completed.
- Train staff on the new phones before the first customer call, not after.
After the move
Keep the cabling test results and the labeled patch panel diagram somewhere you can find them. Make sure someone is responsible for ongoing support. A local partner who knows your building is worth far more than a help desk in another time zone when a phone stops working on a Monday morning. Our support services cover phones, cabling, and cameras under one roof.
One call for the whole build-out
Most businesses end up coordinating three or four vendors for a move: one for cabling, one for phones, one for cameras, and one for the network. Tricom Systems handles all of it. We have designed and installed the phone, cabling, fiber, and security infrastructure for offices across New Haven County and Connecticut for over 20 years, and we know how to keep a project on schedule. Call 203-306-1950 or contact us as soon as you have a floor plan.