I have created a helpful checklist for ensuring the entire process of relocating IT systems is a success and as stress-free as possible. Hope it helps!

1. Planning

• Assign a group (IT Team) to coordinate this part of the checklist.
• Determine # of employees now and into the near future.
• Dimensions of the new building.
• Get quotes from MSPs.
• Hire an MSP.
• Confirm the move date with MSP.
• Site visit of both locations with MSP (if required).
• Inform IT & telecom service providers of move dates and locations.
• Create/use DRP (Disaster Recovery Plan) and Security Plan.

2. IT & Telecom Equipment Review

• Network and hardware documentation.
• IT & Telecom Service Agreements; Who and Cost?
• Give vendors plenty of notice before ending.
• What items will you use in the new location? What items are you not? Label
• Dispose/recycle/donate unused equipment.
• Ensure that ISP in the new location will be fast/reliable for current/new equipment.
• Purchase new/upgrade equipment for the new building. Label
• Document new/upgraded equipment. Label
• Server room- Evaluate/plan dimensions, hardware, environment, upgrades, functionality, scale Label
• Test new equipment before moving and train employees (IT team).
• Talk to security vendor- Transfer old equipment, lease, where to install cameras, door locks, insurance.

3. Site Visit

• MSP- Review configuration plan of the new location.
• What existing equipment can be re-used in the new location? Label
• Plan and configure new power outlets, telephone, and network cabling points for new location. Label
• Printers, copiers, fax, scanners, modems- Where to put, how to install,
• Minimum requirements for the server room? (security, cooling, dimensions, electrical). Label
• New location supports structured cabling? If so, how it will be done, cost, install time, best practices. Label
• Wireless networking- position modems/routers in areas per best practices. Label
• Workstation Layout. Label
• Verify/plan HVAC operations/server room.

4. Business Phone

• Review line capacity- Need new or more new phone lines? Upgraded?
• Purchase new phone lines (if necessary).
• Install new phone lines and internet routers in advance of your move date. Label
• Obtain quotes for new internet circuits and telephone lines.
• Determine/purchase/plan Phone Software.
• Set up call forwarding from old numbers of the old building to the new numbers of the new building.
• ISP- Internet access for the new location.
• Review phone systems/phone software.
• Consider growth and expansion expectation for 3-5 years. 

5. Data and IT

• Create several backup copies of company data systems including servers/firewalls.
• Store copies of backups at an offsite data center (secure).
• Create a continuity plan to prepare for any unexpected problems during the move.
• Inventory- software, hardware, storage, servers, and networking equipment.
• Plan- switching internet connections, phone lines, migration of data, numbers, and transfer of servers.
• List- business priorities/classify data per business criticality.
• Emergency- contact details of IT, security, and telecom vendors.
• Test- Continuity Plan- is/are all information/backups available for complete recovery?
• Create hot site- Ensuring business can continue due to a disaster or delay.
• Evaluate the benefits of consolidating servers.
• Ensure that MSP/IT team and contractors are communicating to make sure data connections/lines are in optimal locations.
• Get ISP to switch DNS/email to the new IP address.

6. Prep for Moving Day

• Move data backups to the new location and independently from the main system.
• Label wiring & data cables to each piece of equipment, respectively. Label
• Create a contact list of everyone involved in the move- Vendors, Technicians, Employees.
• New business stationery with the new address, phone, and fax numbers.
• Update websites, social media, and email lists with the new address, phone, and fax numbers.
• Disconnect services at the old office/instruct staff to shut down equipment before leaving on last day before the move.

7. New Office Test Plan

• Check that all cabling, IT equipment, and phones are in the right locations. Label
• Triple check all individual telephone numbers and their locations, including each fax, modem, and all other devices.
• Test call forwarding from the old number from the old building to the new number from new building is correct and to the right phone.
• Test every aspect/feature of landline phones/VOIP/Browser-based system.
• Start/monitor/check servers, test network capability, ensure data transfer was a success.
• Send, Receive, Check incoming and outgoing emails.
• Check that all websites, intranet, and extranet are working properly and to their max potential.
• Frequency test each network connection.
• Work with security vendor to test cameras and recording hardware/software, verify camera placement and test performance and find gaps in coverage.
• Verify and test intrusion prevention with hardware, software, servers, firewall, and physical location.
• IT team should be ready to help any users with connectivity issues, along with MSP.
• Chronicle each step of the entire process with the action performed, date, location, employees involved, cost, and duration for future inquiries and work.