The Challenge.

  • Our client was running out of physical space and struggling to accommodate all of its staff at their head office in East London, so they decided to relocate to a larger venue.
  • All essential systems used by the 24-hour operations team in the Far East were being hosted at the head office in London. Because of this, it was essential to mitigate the client’s IT systems downtime and ensure that all critical services were back up and running at the new office location within strict project deadlines.

The Solution.

  • Our IT Department will take full ownership of all our clients IT migration requirements, including managing any third party vendors and contractors.
  • The IT relocation project will commence on a Friday at 5pm and finish late on Sunday. This timeframe will minimise outages and mitigate the disruption to 24/7 operations.
  • All IT hardware at the existing office will be decommissioned, professionally packaged and transported safely and securely to the new office location in Camden.
  • The client’s server infrastructure will be recommissioned at the new office by no later than 6 hours after the project commences, ensuring the Far East office will return to work with no disruption to operations.
  • All core services critical to the client’s 24/7 operations will be fully operational by this time, including the phone systems, internet, email and applications.
  • Staff at the London office will commence work first thing on Monday morning following our recommissioning of all remaining office IT hardware. This will minimise the impact on productivity.

The Project Outcome.

  • The project was completed successfully within 3 days with minimal loss of productivity to daily operations.
  • A new internet leased line was installed, tested and working at the new office two weeks before the IT relocation project commenced, avoiding any connectivity problems on the relocation weekend.
  • There was no damage to ANY of the IT equipment during the removal.
  • The client’s servers were installed, patched-in and all of the core services were operational within 6 hours, allowing the Far East team to return to work unhindered.
  • All IT hardware, including the user’s computers, peripherals, networking equipment and cable management was reinstalled, tested and working within 48 hours.
  • Our unified communications team visited the new office to setup, patch-in and test the clients existing 3CX VoIP system.
  • A Field Support Engineer was onsite for the day on Monday to address any post-relocation issues.

IT Relocation Project PDF

Introduction.

We recently completed an IT relocation project for one of London’s most established clothing manufacturers. The company was facing multiple challenges due to expansion resulting from a business merger and tapped into our expertise for assistance with relocating a complex IT infrastructure.

Established in 1985, our client is one of London’s most successful wholesale manufacturers of modern and classic ladies clothing, producing high quality garments in the UK and the Far East for over 30 years. They continue to supply ladies apparel to all of the major high street stores throughout Great Britain and across the world.

 

Our client was running out of space.

Following a successful business merger in 2016, our client was struggling to accommodate all of its staff at their head office in East London.

The head office housed over 50 workers that used IT equipment typically associated with a busy designer office. This included desktop PCs, Macs and a VoIP telephony solution, in addition to networking equipment including servers, network switches, routers and wireless access points.

In 2017, the client decided to address the lack of office space by relocating to a larger premises located in a different part of London.

Avoiding disruption to 24 hour operations.

All essential systems used by the 24-hour operations team in the Far East were being hosted at the head office in London. Because of this, it was essential for us to mitigate the client’s IT systems downtime and ensure that all critical services were back up and running at the new office location within strict project deadlines.

Following a number of positive meetings with the IT Manager and senior managers, our project management team proposed the following relocation schedule:

  • Our IT Department will take full ownership of all our clients IT migration requirements, including managing any third party vendors and contractors.
  • The IT relocation project will commence on a Friday at 5pm and finish late on Sunday. This timeframe will minimise outages and mitigate the disruption to 24/7 operations.
  • All IT hardware at the existing office will be decommissioned, professionally packaged and transported safely and securely to the new office location.
  • As a priority, the client’s server infrastructure will be recommissioned at the new office by no later than 6 hours after the project commences, ensuring the Far East office will return to work with no disruption to operations.
  • All core services critical to the client’s 24/7 operations will be fully operational by this time, including the phone systems, internet, email and applications.
  • Staff at the London office will commence work first thing on Monday morning following our recommissioning of all remaining office IT hardware. This will minimise the impact on productivity.
  • A Field Support Engineer will provide a full day of IT support on Monday in order to address any unlikely post-relocation issues.

Did you know?

“Our IT Department has a dedicated team of in-house IT project managers that have over 30 years collective experience with completing Complex IT relocation projects for a diverse selection of clients, from single server moves to 500 seat multi-office consolidation projects.”

IT Relocation Project Process. Case Studies

We proceeded with the IT relocation project process as soon as a scope of works was agreed upon between us and the client.

Pre-project IT audit.

A member of our projects team is typically assigned the task of conducting a pre-relocation audit before any new project commences. This audit allows us to gain a full understanding of the current network environment setup and ensures efficient re-installation at the new office address.

However,…

An IT audit wasn’t required for this project because we already have a full inventory of our client’s IT infrastructure recorded in our help desk system.

Clear communication with the client.

The project leader overseeing this relocation project was in regular communications with the client’s IT Manager and Office Manager – keeping them updated on the project progress and making them aware of any potential issues.

Pre-relocation testing.

We were fully aware that all of the critical services HAD to be back up and running within 6 hours of the relocation commencing.  Because of this, our projects team created a number of test plans to ensure the core services were running as expected on that day.

Managing third parties.

In addition, the project leader is also responsible for managing any third parties that are involved in the relocation project. They must ensure that the project is kept on schedule by enforcing stringent project deadlines and eliminating any issues that could compromise a successful project outcome.  For this particular project, we managed the following third parties:

  • Cabling contractors that we’ve worked with on many previous relocation projects. They will provide our client with a pre-patch cabling solution before the relocation commences, allowing us to resolve any communications issues before that could potentially become problematic.
  • Trusted and established removal companies that specialise in the transport of IT equipment. Our project leader will provide the removal company with a full inventory of equipment that is being transferred to the new office, in addition to overseeing the packing of all IT equipment.
  • Internet Services Providers (ISP) who will provide a dedicated internet leased line at the new office address. This ensures the new property has full internet access before the relocation project commences.
  • A trusted hardware distributor that will provide a new server cabinet in the dimensions we require for the new server room.

 

As a 3CX Gold partner, Our IT Department already provides ongoing support for our client’s existing 3CX VoIP telephony system, removing the need for a middle man to manage their voice communications.

The project leader will liaise with our internal 3CX specialists and provide them with all the information required to ensure that all telephony communications will be transferred, tested and working at the new office before the staff return to work on Monday.

The project team at Our IT Department planned and coordinated every aspect of this IT relocation project. The project was completed successfully within 3 days with minimal loss of productivity to daily operations.

The new office reinstallation time was reduced and executed efficiently, thanks to the meticulous pre-relocation preparation completed by our project team.

  • Our project leader worked closely with the ISP to ensure that the new internet leased line was installed, tested and working at the new office two weeks before the IT relocation project commenced, avoiding any connectivity problems on the relocation weekend.
  • There was no damage to ANY of the IT equipment during the removal.
  • The client’s servers were installed, patched-in and all of the core services were operational within 6 hours, allowing the Far East team to return to work unhindered.
  • All IT hardware, including the user’s computers, peripherals, networking equipment and cable management was reinstalled, tested and working within 48 hours.
  • Our unified communications team visited the new office to setup, patch-in and test the clients existing 3CX VoIP system.
  • A Field Support Engineer was onsite for the day on Monday to address any post-relocation issues.

Thanks to the forward planning of our Project Management team.

The client’s head office users were able to return to work on Monday morning as if nothing had changed. The client’s productivity was unaffected and downtime was kept to a minimum because the client’s core operations were prioritised.

To conclude.

We continue to provide day-to-day support to our client at their fantastic new facilities. The additional space has allowed them to continue expanding their operations while our procurement team is working closely with the Office Manager, providing them with the equipment needed for the new members of staff.

We have the knowledge, skills and resources needed to ensure that your IT relocation project runs smoothly and efficiently, allowing you to focus on other important relocation activities.

Serving new and existing London and the East of England clients, our dedicated Project Management team and our trusted partners will facilitate all our Complex IT project requirements, including small to large scale IT relocation projects.

From creating an effective migration plan to shipping and reinstallation, we provide a fully managed, fully comprehensive IT relocation service that takes everything into account. This ensures that priority equipment is relocated and reinstalled quickly by our skilled technical relocation experts who can work across a multitude of hardware platforms including server, storage, and network and security equipment.

We have long-standing relationships with a several trusted partners that work with us to ensure that we can handle all your IT relocation requirements, including Internet Service Providers, cabling contractors and removal companies that specialise in transporting IT equipment.

Contact us for a no-obligation quote for our Professional IT Relocation services.

Call 020 8501 7676 or complete the online contact form below to provide us with more information about your IT relocation requirements.

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