How to Relocate Your Office Phone System, Internet & Tech Infrastructure

Written By baba ajayi

Relocating an office is already complicated, but moving your phone system, internet, and technology infrastructure is a whole different level of planning. These systems are the backbone of your operations—if they’re not set up properly on day one, your team can’t communicate, your clients can’t reach you, and productivity takes a hit.

Whether your business is a small startup or a full-scale corporate office, this guide will help you relocate your IT and communications infrastructure without creating chaos.

1. Start Planning Early—Weeks (or Months) Before the Move

Phone and internet systems aren’t like desks or filing cabinets. You can’t just move them, plug them in, and hope for the best. They require coordination with:

  • Your IT team

  • Your telecom provider

  • Internet service providers

  • Movers

  • Electricians or contractors

  • Building managers

Ideally, you should begin planning 6–10 weeks before the move. Larger offices may need even more time.

Create a relocation timeline

Include key milestones like:

  • Ordering new service or upgrading existing plans

  • Programming phone extensions

  • Installing wiring and drops in the new space

  • Scheduling the cutover date (the day phones and internet go live)

  • Packing and moving equipment

Early planning reduces downtime and ensures you don’t hit delays with your service providers.

2. Conduct a Full Technology Audit

Before disconnecting anything, do a complete inventory of your current systems. This helps you determine what should be moved, replaced, or upgraded.

Document all equipment:

  • Desk phones and headsets

  • PBX or VoIP systems

  • Routers, modems, switches

  • Servers and racks

  • Access points and cables

  • Firewalls and security appliances

  • Conference room equipment

  • UPS and backup power units

  • Printers, scanners, point-of-sale systems

Take photos, label everything, and map out where devices will go in the new office.

Review your service contracts

Look for details on:

  • Transfer fees

  • Cancellation penalties

  • Upgrade options

  • Required equipment returns

A move is often the perfect time to switch to VoIP, upgrade your internet speed, or modernize aging systems.

3. Coordinate With Your Internet Provider Early

One of the most common (and painful) moving-day issues is discovering the internet isn’t ready. Installations can be delayed, wiring might not be complete, or the service may not be available in your new building.

Call your ISP as early as possible to:

  • Confirm service availability

  • Order new service if needed

  • Schedule installation for before moving day

  • Test the connection in advance

  • Verify upload/download speeds

  • Request static IPs if your system needs them

If your team relies on cloud apps, VoIP phones, or VPNs, even a few hours of downtime can disrupt productivity.

4. Assess the New Office’s Technology Infrastructure

Your new space might not be move-in-ready for your tech needs. Before relocating anything, inspect the new office for:

  • Existing Ethernet ports

  • Server room space

  • Ventilation and cooling for server racks

  • Power outlet availability

  • Cable pathways

  • Wi-Fi coverage and dead zones

  • Security system compatibility

If your company uses wired desks, call centres, or online conferencing, you may need to install additional data drops.

Work with the building manager

Ask about:

  • Approved cabling vendors

  • Restrictions on drilling or equipment

  • Network room access

  • Building Wi-Fi interference

  • Emergency power limitations

A walk-through with your IT team helps identify any gaps before the movers arrive.

5. Decide Whether You’re Moving Your Phone System or Upgrading

Phone systems vary, and how you move them depends on what you use.

If you use a PBX system (traditional desk phones):

  • Equipment needs careful packing

  • The system must be powered down properly

  • A technician may need to reprogram extensions at the new site

  • The system may require new wiring

If you use a VoIP system (internet-based):

The move is much easier.

  • Phones typically plug in and operate from any location

  • Most settings remain cloud-based

  • Your provider may need to update your address for emergency services

  • Internet quality matters more than wiring

Moving is a great time to modernize

If your hardware is aging or glitchy, upgrading to VoIP or cloud-based communication may be more efficient than relocating your old PBX.

6. Pack and Move Technology Safely

Phones, servers, and network devices may look simple, but they’re fragile and sensitive to temperature, humidity, and static.

How to pack them properly:

  • Use anti-static bags for servers, modems, switches, and routers

  • Wrap all devices in bubble wrap or foam

  • Label each component clearly

  • Pack cables separately—but label both ends

  • Use original boxes whenever possible

Servers should be moved in padded, shock-resistant cases, ideally by professionals who understand IT equipment.

7. Set Up the New Tech Infrastructure Before the Move

Don’t wait until moving day to start setting up. Ideally, all wiring and systems should be in place ahead of time.

Ensure the new office has:

  • Internet installed and tested

  • Phone lines or VoIP are ready to activate

  • Proper network drops at each workstation

  • Server racks mounted

  • Switches and routers installed

  • Wi-Fi access points are deployed strategically

  • Backup power/UPS connected

With infrastructure ready beforehand, connecting tech on moving day becomes quick and seamless.

8. Schedule a Cutover Date for Phone and Internet

A “cutover date” is when you officially switch communication from the old office to the new one.

The timing is critical.

Plan your cutover for:

  • After business hours

  • A weekend

  • A quiet period in your sales cycle

Your team should still have full access to phones and the internet while moving happens in the background.

Make sure your telecom provider is scheduled to support the transition. Many relocations fail because the cutover is delayed or misaligned with moving day.

9. Test All Systems Before Employees Arrive

After the movers and IT technicians finish reconnecting everything, test every service. Don’t assume it will “just work.”

Test the following:

  • Internet speed and stability

  • VoIP calls and extensions

  • PBX functionality

  • Conference room AV equipment

  • Email and VPN access

  • Printer connectivity

  • Wi-Fi coverage in all rooms

  • Security cameras, alarms, and access control

If you can fix problems quietly before employees walk in, the transition feels much smoother.

10. Keep Employees and Clients Informed

A communication plan is essential to avoiding confusion.

Employees need to know:

  • Any expected downtime

  • The new phone extensions

  • Temporary work-from-home plans (if needed)

  • How to reconnect to the network

  • Who to contact for tech support

Clients should be notified about:

  • Updated address

  • New phone numbers if applicable

  • Any short service interruptions

  • New business hours during the move

Good communication prevents frustration and keeps your reputation strong.

Relocating your office phone system, internet, and tech infrastructure doesn’t have to be stressful—but it does require deliberate planning. When you start early, coordinate with your providers, prepare the new location ahead of time, and test everything before employees return, your team can smoothly transition into the new space without lost productivity.

baba ajayi
Next

How to Move Office IT Equipment Safely: Computers, Servers & Data Security Tips