Plan technology before move-in week

New office projects often fail because technology is treated as a final punch-list item. Internet circuits, structured cabling, WiFi coverage, Microsoft 365 access, printers, phones, conference rooms, and security tools all need lead time. Waiting until furniture is installed usually creates avoidable downtime.

Use this checklist when opening a new office, expanding into another suite, moving a professional services team, or adding a second location in the Seattle or Charlotte service areas.

Before signing the lease

Ask technology questions before committing to the space:

• What internet providers are already available in the building?
• Where is the demarcation point?
• Is there an existing network room, rack, or cabinet?
• Are cable pathways available above ceiling, in walls, or through floor boxes?
• Is existing cabling labeled and tested?
• Are there enough electrical outlets for workstations, printers, access points, and network hardware?
• Are there restrictions on after-hours cabling work?
• Are there landlord requirements for low-voltage vendors?

If possible, schedule a walkthrough before lease execution. A space that looks ready can still require significant cabling, circuit, or network work.

60 to 45 days before opening

This is the time to order circuits and define the network design.

Complete these steps:

• Order primary internet and backup internet if the business depends on uptime.
• Decide where the network rack, firewall, switches, UPS, and patch panels will live.
• Create a workstation map showing desks, conference rooms, printers, phones, cameras, and wireless access points.
• Determine where wired network drops are needed.
• Plan WiFi coverage for offices, conference rooms, guest areas, warehouse space, and shared work zones.
• Review phone, VoIP, door access, camera, and alarm requirements.
• Confirm whether Microsoft 365, email, Teams, SharePoint, printers, VPN, and line-of-business apps need changes.

The goal is a complete technology floor plan before vendors start pulling cable.

30 to 15 days before opening

At this stage, focus on installation and configuration.

Complete:

• Pull and label structured cabling.
• Install patch panels, rack hardware, switches, firewall, wireless access points, and UPS.
• Test every cable run.
• Configure WiFi networks, guest access, VLANs, firewall rules, and VPN as needed.
• Prepare computers, docks, monitors, phones, and printers.
• Confirm Microsoft 365 licensing, groups, shared mailboxes, and access.
• Configure endpoint protection, patching, backup, and remote support tools.
• Document vendor contacts, circuit information, IP addresses, and admin access.

Do not wait until move-in day to test printers, conference rooms, and WiFi. These are common failure points.

Move-in week

Move-in week should be about support and small adjustments, not first-time setup.

Have a checklist for:

• Workstation placement and cable management
• Printer setup and test prints
• Conference room display, audio, camera, and calendar tests
• Teams or Zoom test meetings
• WiFi testing from key areas
• Phone number and voicemail tests
• VPN or remote access tests
• Backup and security agent verification
• User sign-in and MFA support

Keep a support person available during the first business day in the new space. Small issues are easier to solve before employees build workarounds.

After opening

Within the first two weeks, review what changed:

• Update network diagrams.
• Record final cable labels and switch ports.
• Confirm all user accounts and devices are documented.
• Review internet and firewall logs for errors.
• Verify backups and restore points.
• Remove temporary accounts or vendor access.
• Create a list of unresolved items and assign owners.

This closeout step is what turns a move into a maintainable environment.

Common mistakes

Avoid these common project issues:

• Ordering internet too late.
• Assuming existing cabling works without testing.
• Placing access points based on convenience instead of coverage.
• Forgetting guest WiFi, conference rooms, or printers.
• Skipping backup internet for critical offices.
• Not documenting the network after installation.
• Waiting until the first workday to test Microsoft 365, Teams, or phones.

Vendor coordination checklist

Office technology projects usually involve more than one vendor. Assign one person to track each handoff.

Coordinate:

• Internet service provider installation dates
• Low-voltage cabling schedule
• Building access and after-hours rules
• Electrician work for rack, conference rooms, and work areas
• Furniture plan and final desk locations
• Phone or VoIP vendor requirements
• Security, camera, or access control vendor needs
• Printer and copier delivery
• Moving company timing
• IT support for go-live day

Most delays happen between vendors, not inside one task. A cabling vendor may need the furniture plan. A firewall install may depend on the internet circuit. A conference room may need power, data, display mounting, and calendar configuration. Track dependencies before move-in week.

What good handoff looks like

At the end of the project, you should know what was installed, where it is, how it is labeled, who supports it, and what needs future attention. If the only record is a paid invoice, the project is not finished.

Budget and timing notes

Office IT projects get expensive when decisions are made late. Internet circuits, low-voltage cabling, furniture placement, conference room equipment, WiFi coverage, and firewall setup all affect one another. Start the technology plan before walls close, desks are finalized, or the move date is locked.

Build a small contingency for items that are easy to miss: extra cable drops, a UPS for the network rack, patch cables, rack shelves, printer placement changes, display adapters, spare access point cabling, and go-live support. These are usually not the largest costs, but they can become the most frustrating delays if no one planned for them.

For leadership, the project should have one visible owner, one timeline, and one punch list. That keeps vendors coordinated and makes it clear which items must be complete before employees arrive.

Next step

If you are planning a new office in the Seattle or Charlotte area, BCT can help review the space, design the network, coordinate cabling, configure systems, and support users during move-in.

Useful next pages:

• Structured cabling in Charlotte
• Structured cabling in Seattle
• Infrastructure, networking, and WiFi
• Contact BCT