The short answer

IT should be planned before the office opens, not during the week employees arrive.

Internet lead times, cabling, Wi-Fi design, hardware supply, security and access to business systems can all delay an opening if they are left until the last minute.

The best office IT projects begin alongside the lease, fit-out and construction planning.

Start with internet connectivity

Do not assume a new office can simply order internet a few days before opening.

Availability varies by building and service type.

Before finalising the technology plan, determine:

• what connectivity is available
• installation lead time
• expected speed
• service reliability
• whether a backup connection is required

For important sites, a secondary internet service or mobile failover may be worthwhile.

Plan data cabling early

Cabling is much easier to install during the fit-out than after ceilings, walls and furniture are finished.

Consider locations for:

• desks
• meeting rooms
• printers
• Wi-Fi access points
• televisions
• phones
• security systems
• communications cabinets
• warehouse equipment

Even businesses that use Wi-Fi heavily still benefit from properly planned structured cabling.

Design Wi-Fi for the space

A single wireless router hidden in a cupboard is not an office Wi-Fi strategy.

Wi-Fi performance depends on:

• building size
• wall materials
• number of users
• device density
• neighbouring networks
• access-point placement

Warehouses and larger offices may require multiple access points.

Decide where network equipment will live

Switches, firewalls and internet equipment need an appropriate location.

A communications cabinet should consider:

• ventilation
• power
• physical security
• cable access
• UPS requirements

Order hardware early

Prepare a device list for:

• employees
• shared workstations
• meeting rooms
• reception
• printers
• phones
• monitors
• docks
• accessories

Equipment should ideally be configured before it arrives onsite.

Configure accounts before opening day

New employees should not spend the first morning waiting for accounts to be created.

Prepare:

• Microsoft 365 accounts
• email
• Teams
• SharePoint
• business applications
• MFA
• security groups
• printer access
• shared resources

Consider cyber security from day one

New locations should follow the organisation's existing security standards.

That may include:

• managed computers
• endpoint protection
• MFA
• encryption
• firewall rules
• guest Wi-Fi
• restricted administrator access

Temporary shortcuts made during an office opening have a habit of becoming permanent.

Don't forget printers and meeting rooms

These are often underestimated.

Test:

• video conferencing
• screens
• cameras
• microphones
• room accounts
• wireless presentation
• printing
• scanning

Do this before employees arrive.

Plan the move

If the business is relocating rather than opening a new site, decide:

• what equipment is moving
• what is being replaced
• when the old internet service ends
• when the new service starts
• how phones will transfer
• when critical systems will be tested

Where possible, create an overlap between old and new services.

Test everything before opening day

Perform a complete walkthrough.

Can users:

• connect to Wi-Fi?
• sign in?
• access files?
• print?
• make calls?
• join Teams meetings?
• reach business applications?
• access shared drives?
• work remotely if the site connection fails?

Finding these problems before opening day is much cheaper than finding them with 30 employees standing around.

Opening an office or warehouse in Canberra?

ITS Canberra can coordinate connectivity, networking, Wi-Fi, Microsoft 365, hardware, vendors and onsite deployment so IT is ready when the doors open.

We make IT work.