Opening a new office is exciting. Signing the lease, choosing furniture, planning the first day in the new space. IT is usually what gets left until last. And that’s often when things go wrong. Staff arrive on day one to find no internet, no phones and a pile of laptops still in boxes. This IT support checklist Hertfordshire businesses can follow will help you avoid that.

8 to 12 Weeks Before: Connectivity

This is the one to start first. Business broadband and leased lines can take weeks, sometimes months, to install.

• Check what connections are available at the new address
• Order your main internet line as early as possible
• Consider a backup connection, such as a second line or 4G/5G failover
• Confirm when the provider will need access to the building

Don’t assume the previous tenant’s line will still work. It often won’t.

6 to 8 Weeks Before: Network Setup

Good network setup is the backbone of your new office IT.

• Survey the space for Wi-Fi coverage, including meeting rooms and kitchens
• Plan where network cabling, switches and access points will go
• Decide on a business-grade firewall
• Separate guest Wi-Fi from your main business network
• Plan space for any network cabinet, with ventilation and power

Cheap consumer routers rarely cope with a busy office. Business-grade kit is worth the extra cost.

4 to 6 Weeks Before: Phones and Communications

• Decide whether to keep or port your existing numbers
• Choose a cloud phone system or Teams calling
• Plan call routing and opening hours
• Order headsets and any desk phones

Remember the UK’s old phone network is being switched off, so now is a good time to move to VoIP if you haven’t already.

4 Weeks Before: Devices

List every one of your devices and what’s needed for each person and space.

• Laptops or desktops for every user
• Monitors, docking stations, keyboards and mice
• Printers and scanners
• Meeting room screens and video equipment
• Mobile phones, if provided

Order early. Supply delays are common, and new devices still need setting up.

2 to 4 Weeks Before: Security and Accounts

• Set up user accounts and Microsoft 365 licences for new starters
• Enable multi-factor authentication for everyone
• Install security software and apply updates on all devices
• Set up backup for new systems and data
• Plan door access, CCTV and alarms if they connect to your network

If you’re working towards Cyber Essentials, build these controls in from the start.

Moving Week

• Move and test equipment in stages
• Check every desk has power and a working connection
• Test printers, phones and meeting rooms
• Have IT support on site for day one

A smooth first morning sets the tone for everyone.

Business Expansion Beyond Day One

Business expansion doesn’t stop once you’ve moved in. Plan for growth too. Will you hire more staff in the next year? Make sure your network, licences and phone system can scale without starting over. Keep everything documented as well. A simple record of equipment, licences, warranties and supplier contacts saves headaches later. It’s also worth booking a review a month or two after the move. Small issues like weak Wi-Fi spots or a slow printer are easy to fix once people have settled in and you know how the space is really used.

Make Your Move Stress-Free

From Hatfield and St Albans to Stevenage and Hitchin, businesses across the county are growing. With this IT support checklist Hertfordshire teams can plan their move with confidence. FreshStance IT is based in Hatfield and helps local businesses plan, install and support new offices from start to finish. Call 01707 682 093 and we’ll take the IT side off your to-do list.