Moving Offices

When moving offices, there are several items to consider and plan for to ensure a smooth transition. This guide outlines what you need to consider and prepare from an IT perspective.

As your IT provider, Vibe will support you in the transition and we are here to assist with any additional questions.

📍 General Information

We will need your new office address confirmed as soon as possible. This is essential for internet provisioning, site visits, and coordination with third parties.

It is also important to confirm your move date and timing and when you expect IT systems to be fully operational so we can align our work with your schedule.

🌐 Internet & Connectivity

We are your internet provider. A new connection requires 2–8 weeks lead time depending on the service type, so it must be ordered early to avoid delays.

Please note, once your internet service is connected to the building, your electrician may need to attend to connect the network cable through to your communications cabinet. This will depend on the internet service type, and we will advise you of this as soon as you provide your new office address.

🔌 Network Cabling

Your office needs to be properly cabled before IT equipment can be installed. This work is carried out by your electrician.

Vibe recommend each workstation location has at least 3 data points:

  • – One for the PC
  • – One for the phone
  • – One for a peripheral (such as a printer, scanner, EFTPOS terminal, or spare future use)

We also need to know the total number of data points across the office so we can plan the right number of switches to support your network.

📦 Equipment

Please let us know which IT equipment you intend to move. This includes:

  • – PCs, laptops, and monitors
  • – Printers and copiers (check with your lease provider if relocation needs approval)
  • – Scanners, EFTPOS/Tyro Terminals
  • – Desk phones or headsets

🔔 Note: The physical relocation of PCs, monitors, and desks should be carried out by your office mover. Once equipment is in place, we’ll reconnect and configure everything for you.

If you plan to replace or upgrade equipment during the move, please let us know so we can prepare and quote accordingly.

☎️ Telephony

If Vibe provide your telephony services, we will handle moving your voice service for you.
We’ll make sure your phone system and numbers are carried across smoothly, and we can supply any new handsets, headsets, or conference phones you may need.

If you need additional handsets at the new premise, please let us know so we can plan and quote accordingly.

If your phones are provided by another company, you will need to contact them ahead of time and advise of the relocation. It is important they are involved as Vibe cannot ensure third party phones will be operational at the new site.

📶 Wi-Fi

A new office layout can affect Wi-Fi coverage. In some cases, additional wireless access points may be required.

If the office space is larger than your current office, we can carry out a Wi-Fi survey of the premises to ensure reliable coverage across all areas, including meeting rooms and reception.

🗄️ Comms Room

Your new office should have a designated comms room or area (where network equipment is housed). Even though your systems are cloud-based, network devices such as switches, routers, and firewalls still need a cabinet or appropriate space.

The comms room must have:

  • – Reliable power supply
  • – Adequate ventilation to prevent overheating
  • – All the network cables run to this location

🕐 Move Day Logistics

On move day, please make sure:

  • – We have clear access to the building (passes, lifts, loading bays)
  • – A facility manager contact in case we need to access any of the building communications rooms (ie. The MDF room)Someone is available as the on-site contact for the move
  • – We will test all systems before staff arrive
  • – We can schedule support during business hours, evenings, or weekends depending on what minimises disruption for your team.

✅ In summary:

  • – Confirm your address and move date early.
  • – Ensure network cabling is installed and tested by an electrician.
  • – Confirm which equipment is moving (PCs, printers, phones). Physical moving is done by your office mover – we’ll handle disconnection and reconnection.
  • – We will manage your telephony move.
  • – Prepare a comms room with power and ventilation.
  • – Allow us time for testing before staff start work.

🚀 Next Steps – What We Need From You

To create a tailored IT move plan and provide a formal quote, we will need the following confirmed:

  • – Your new office address
  • – A list of contacts involved in the move. Including the facility/building manager, Electrician and Project Manager as applicable
  • – Your move date/time and when you expect systems to be operational
  • – Confirmation of network cabling installation and the total number of data points
  • – A list of the IT equipment being moved, replaced, or upgraded
  • – Confirmation if you’d like a Wi-Fi survey
  • – Any special or other requirements

Once we have this information, we’ll:

  • – Prepare a detailed IT move plan
  • – Provide a quote for our services
  • – Agree the schedule for installation, testing, and support on move day

Ready to start planning your move? Complete the Office Move Form to submit a office move request online now.