The process of moving computer systems and information technology is one of the biggest challenges that organizations and companies face when moving offices or changing locations. Moving these devices and systems requires careful planning and coordination to ensure business continuity, information integrity and business efficiency.
The relocation process has several important aspects that must be carefully considered, including: proper planning of the relocation, defining tasks, identifying resources, and establishing a schedule for completing the relocation. Also consider the capacity and space required to house the equipment and systems in the new location.
In addition, security measures must be taken to protect sensitive data and information during transmission; Policies must be put in place to protect data and ensure its integrity during transmission, such as: the use of encryption methods and data security.
Stages of mobile office systems, computer and information technology
The first stage: continues after 6 to 12 months
- Organize your notes and submissions in one place:
He must determine where and how to record and organize all notes, documents, to-do lists, and other items related to the office relocation process. It is about knowing all the tasks that need to be done, who needs to do them, and when they will be done.
- Organizing the main files:
Important paperwork including insurance papers, contracts, agreements and other documents should be organized. If you don't already have contracts and agreements, you can simply make room for it. Help you stay organized in the future.
- Tell the staff:
Most companies plan to use email or video to teach their employees everything they need to know about moving to a new office. The more details you share with your employees, the easier the process will be. You can include the following items or videos in your email:
- The name and address of the new office.
- Transfer date.
- The main features of the new office.
- Explain why you moved.
- What should employees do now?
- Information about the transition employees expect.
- Talk to the staff:
A few weeks after learning about moving to a new location, talk with employees to discuss their key observations and expectations for the new office, including:
- Evolving Workplace Demands: Some employees may want standing desks, privacy lights and screens, and more.
- Equipment needs: damage to replace keyboards, monitors, etc.
- Changes in employee seating: Some employees may need or want to change the group and the person sitting next to them.
- Business style preference: Especially if the new workspace has floor plan elements.
- Basics and tips for employees.
- Prevents problems that prevent workers from moving heavy boxes and helps move commercial office furniture.
And don't forget to create an email campaign once a month, for example, informing employees of the steps in the transfer process and the tasks for each step.
- Set a budget and make a list:
Obtain a budget from your company and develop guidelines for all necessary purchases related to the office relocation process. Find out how to complete the check, bill, or card payment process and who you need to agree to your contract with the carrier. In addition, two lists of office property should be drawn up, the first containing what you will transfer and the second what will be exempt.
- Develop a strategy:
Encourage department heads to develop a comprehensive workflow management plan during the transition, especially when important deadlines fall within the process timeline, and remind them to consider this step during the transition. Planning new projects.
- Defining the responsibilities:
Standard tasks include:
- Planning.
- Encapsulation.
- uninstall.
- arrange.
- Planning and furnishing new offices.
- The second stage: the first 3 to 6 months
- suggestion:
Before you start looking for a mover, consult with a commercial office moving specialist who arranges a wide range of inbound and outbound moves, such as The Four Sides Company. Ask for the carrier's opinion in addition to general advice. And look for a professional company that provides shipping services:
- the whole convoy.
- carriage cart.
- middle.
- Cleaners.
Insurance::
The office furniture commercial mover criteria shall be:
- Flexibility: If I need to arrive earlier or later, will the carrier take care of it for free?
- Pricing: By task or by the hour?
- Feedback: What did previous customers say?
- Services Included: Is the cleaning service included in the delivery?
- Choice of funds:
At first glance, this task seems simple and easy. There are huge boxes that need to be stored after the transfer is complete. There are also many details such as chests that can be rented, chests, and so on. The boxes should be selected according to the budget and the materials to be transported.
- Protection of delivery trucks and loading docks:
If you do not have a contract with a carrier that offers truck insurance, it is important to talk about it beforehand. You must determine engine selection criteria when selecting a truck, including flexibility, pricing structure, testing, and included services, and you must work with existing and new-build facility managers to find time and space to ship. idealism.
- Disassemble the furniture and equipment and start packing:
You can reduce the number of items that you have to move. So take some time to double check items once a week, mark them for disposal, and mark them as you get ready to move. Just because you don't want to pack, remember to start packing early, divide items into lists, and make packing plans for others.
The third stage: the month of transition
- attached:
Interpretive labels should be placed on the new boxes and workstation so that each box can be moved to the desired location. For example, you can assign a color to each team in your company, and a number to each employee. You can mark mobile office areas with ribbons that match team colors, and you can label each person's area with their number. You can also give your employees stickers of your colors and numbers to stick on their boxes.
- Start moving:
If you thoroughly follow all the details of the ongoing office relocation process, you will have a great transition period. So don't neglect the planning process.
IT systems strategy and IT transfer
- Planning:
IT system infrastructure varies from company to company and technical teams should visit the new office to review network requirements before moving. This visit gave them time to plan the computer relocation and determine what new cables and racks were needed. In addition to contacting the Internet service provider to set an appointment to deliver the service to the new office.
- equipment level:
Before moving computers and computer systems, make sure they can continue to perform optimally, replace hardware and systems that are no longer working and dispose of old hardware in an environmentally friendly manner.
- Backup:
Before moving computers and IT systems, several backups of company data, servers, and security measures must be made. Transfer these backups separately from the main system to avoid possible transfer errors.
- Recruitment Specialist:
Professionals should be hired to move office furniture and equipment to ensure that the equipment is properly disposed of.
- Hardware and system testing:
Once the move to the new office is complete, verify that all equipment is in place, then start checking that servers, technical systems, data systems, and all network connections are working properly.
How to ship, pack, and package your computer
- Packing materials:
The first step in moving is to ensure proper packing of the equipment as you will need different boxes and packing materials. At Four Sides we offer suitable materials for packing, shipping and storing computers and technology equipment:
- Carton: If the device manufacturer's carton is not available, a new carton must be obtained that matches the size of the item to be packed and its double walls. Here is a list of common PC components and boxes that we recommend for packing and moving this project:
- Medium structure is required for keyboard and mouse.
- Tablets require a compact and robust body.
- For laptops (11" to 17"), a medium sized case is required.
- Large laptops (17 inches and up) require a medium-sized carrying case.
- Standard screen sizes (19"-24") require large boxes.
- Ultra-wide monitors (34 inches and larger) require an enclosure.
- Small and medium-sized computer processors require a medium-sized case.
- Computer game processors require a large electronics case.
- Screen Protectors: TV Screen Bags are suitable for packing large screens as they are suitable for modern flat screens such as gaming monitors and embedded computers.
- Rolled beans: Rolled beans can be used to restrain movement, vacuum pack, and secure items in a box. This is an important part of the process because it is safe, environmentally friendly, and antistatic, so valuable equipment is not damaged by static electricity during transportation.
- Bubble Wrap: Wrap IT equipment in bubble wrap for insulation and put items in boxes to keep them safe. It's also the easiest way to provide solid protection during shipment, storage or shipment.
- Anti-static covers and bags: Static electricity can damage electronic devices such as computers. Using antistatic packaging materials is an easy way to protect equipment from dust, moisture, and harmful static electricity during shipment.
- Miscellaneous Materials Needed Other items that will make moving or shipping your computer easier include transfer and shipping tape, cardboard labels, cardboard labels, and several small bags.
- Hardware Disassembly: Back up important files before performing a hardware disassembly. Then make sure that the computer is turned off and that accessories such as power cords, keyboards, monitor stands, and other detachable parts are disconnected. Insulated wires and small accessories should be stored in small plastic bags. Then wrap the wires as best you can to save space and keep things tidy.
- Item packaging: Cover the machine with anti-static film first, then wrap it with bubble wrap. Hold large objects such as monitors and processors (in the docked position) and roll them into concentric circles. As for cutlery like a scanner, roll it up and give it to one side. For better protection, wrap the tape in bubble wrap.
- Fill in the gaps: Attach bubble wrap to the bottom of the box for better shock absorption. Also enter packaged cereal. Then press these materials firmly and continue to fill the remaining space with beans. But avoid stuffing the box. Consider packing bulky items like monitors and processors into separate boxes and try shaking the box after packing to see if more packing beans need to be added. Bubble wrap can also be reused to limit movement if more material is needed.
- Closure: Glue the top and bottom of the box in the shape of the letter "H". Mark the right side of the box with the marker. In addition to naming the content. When packing it for shipping, put a (fragile) label or two on the box.