IT Checklist for New Office Setup or Relocation

Planning: 4–8 Weeks Before Move

• [ ] Confirm internet availability at the new premises — check NBN availability and lead times for business-grade connection provisioning (Business Class NBN can take 5–10 business days; NBN Enterprise Ethernet 30–60+ business days)
• [ ] Order the new internet connection as early as possible — this is the longest lead-time item
• [ ] Plan structured cabling requirements at the new premises — how many data points are needed, where?
• [ ] Confirm electrician availability if new power outlets are needed at IT equipment locations
• [ ] Check carrier coverage for 4G/5G failover at the new address
• [ ] Plan server room or communications cabinet location: power, cooling, cable access
• [ ] Decide whether to reuse existing networking equipment or upgrade as part of the move

2–4 Weeks Before Move

• [ ] Audit all existing IT equipment to be moved — document serial numbers, ages, and condition
• [ ] Identify hardware that should be replaced rather than moved (computers over 4 years old, switches with known issues)
• [ ] Order new hardware so it arrives before the move date
• [ ] Confirm data backup is current and a verified copy exists offsite
• [ ] Plan network design for new premises — VLANs, Wi-Fi coverage, printer placement
• [ ] Arrange structured cabling installation at new premises (needs to be done before move)
• [ ] Confirm internet connection installation date aligns with move date — or arrange temporary 4G/5G connectivity to bridge any gap

The Week Before Move

• [ ] Confirm structured cabling is complete and tested
• [ ] Confirm internet connection is active or confirmed for move day
• [ ] Set up core networking equipment (firewall, switches, Wi-Fi access points) in advance if premises is accessible
• [ ] Back up all servers and critical systems — take a final backup on the last day at the old premises
• [ ] Label all cables, equipment, and patch panel ports
• [ ] Confirm physical security at new premises (door access, server room lock)
• [ ] Arrange temporary 4G/5G connection if permanent internet is not confirmed for day one

Move Day

• [ ] Pack IT equipment in appropriate padded bags/boxes — do not stack hard drives or stack monitors face-down
• [ ] Transport servers personally or with a professional IT mover — vibration from a removalist van can damage server hard drives
• [ ] Label what plugs in where before disconnecting at old premises
• [ ] Power on and test all equipment before the removalist truck leaves

After the Move — First Week

• [ ] Test all workstations — internet, email, file access, printing
• [ ] Test server access from all workstations
• [ ] Test VoIP phone system — calls in and out
• [ ] Confirm backup is running at new premises
• [ ] Test internet failover if 4G/5G failover is installed
• [ ] Check Wi-Fi coverage across the office — walk the floor with a device
• [ ] Update business address in any IT records (domain registrar, Microsoft 365, security certificates)

The IT Planning Timeline for an Office Move

The biggest IT risk in an office relocation is leaving IT to the last few weeks. IT needs to be on the planning timeline from day one. Key milestones:

At lease signing (3+ months before move):

• Engage your IT provider to be part of the relocation planning process
• Confirm the new address and assess internet service options (what NBN infrastructure is at the address, Enterprise Ethernet availability if needed, fibre availability)
• Plan the network infrastructure for the new space (data points, power, server room or comms room location)

8 weeks before:

• Order business internet service at the new address — lead times can be 20-60 business days for business-grade NBN and significantly longer for Enterprise Ethernet or fibre
• Order any hardware that needs to be purchased for the new space (new switches, access points, server racks, UPS)

4 weeks before:

• Finalise the network design for the new space (VLAN configuration, Wi-Fi coverage planning, data point locations)
• Confirm the internet installation date and ensure it falls at least one week before move-in

Move week:

• Disconnect, label, and pack existing equipment systematically
• Reconnect equipment in the new space following the documented network design
• Test all services before staff arrive

After the move:

• Update the business address with internet service providers, Microsoft 365 tenant (company profile), domain WHOIS
• Verify backup is running from the new location
• Verify all devices are connected to monitoring

The Critical Internet Decision

At a new premises, business internet selection is both a more significant and more time-sensitive decision than most businesses realise.

The availability question. NBN availability and technology type (FTTB, FTTP, FTTN, FTTC, HFC) varies by building and by address. The NBN availability checker gives technology type but not the actual speed achievable, which depends on the distance to the distribution point and the quality of the copper (for FTTN and FTTC). At a new address, get the specific technology type and, if FTTN/FTTC, an estimate of achievable speeds before assuming a speed tier is achievable.

Enterprise Ethernet. At some commercial addresses in Brisbane and Gold Coast CBDs and business parks, Enterprise Ethernet (dedicated fibre from a carrier exchange to the premises) is available. This provides significantly better upload speeds (symmetrical 100 Mbps or better), a dedicated connection rather than shared infrastructure, and a stronger SLA than NBN. If your work involves large file transfers, video production, or heavy cloud workloads, Enterprise Ethernet at the new premises is worth assessing.

Lead time. NBN business connections typically take 15-25 business days from order to installation. Enterprise Ethernet can take 40-60+ business days. If you are moving in eight weeks and have not placed the internet order, you are at risk. If you move in before internet is connected, temporary connectivity via a 4G/5G mobile router is a practical bridge — budget for this as a contingency.

What to Document After the Move

An office move is a natural opportunity to update your IT documentation. After the move is complete and everything is working:

• Updated network diagram — the physical and logical layout of the new space
• Updated device inventory — any equipment added or replaced during the move
• Updated internet service details — provider, account number, NBN/fibre connection ID, router admin access
• Updated floor plan with data point locations — which socket connects to which switch port
• Updated emergency contacts — internet provider technical support, managed IT emergency number

This documentation is the foundation for the next time something goes wrong (a cable gets damaged, a device fails) and for the next relocation or infrastructure change.

Netluma IT manages IT relocations for SE Queensland businesses — from planning to connectivity to equipment reconnection and documentation. Call 1300 521 162 to involve us in your relocation planning from the beginning.

Netluma IT manages IT for office relocations across SE Queensland. Call 1300 521 162 to plan your move.