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

Your office move shouldn’t slow your business down—let Two Amigos handle every detail so your team stays productive and your transition happens seamlessly. Whether you’re relocating a small workplace, an entire corporate floor, or a large multi-department operation, our experienced office-moving specialists manage the packing, labeling, IT equipment handling, furniture disassembly, transport, and coordinated setup so your business is back up and running fast.

A Complete Guide to Moving Business Technology Without Disruption

Relocating an office is always a major project—but relocating your phone system, internet services, and full tech infrastructure takes the complexity to a completely different level. These systems are the backbone of your operations. When handled incorrectly, a single overlooked detail can lead to downtime, data loss, security gaps, missed calls, and frustrated employees or clients.

Whether you’re moving a small office or a multi-department operation with servers, VoIP systems, and specialized networks, you need a structured, technical plan to ensure everything comes online smoothly.

This guide walks you through each step of the process—planning, auditing, upgrading, coordinating with providers, transferring services, reinstalling equipment, and testing—so your business can move with confidence and zero unnecessary downtime.

Why Technology Infrastructure Must Be a Top Priority During an Office Move

Even if you have movers handling desks, furniture, and supplies, your IT systems require a totally different level of care.

Here’s why:

1. They are essential for your business to function

If your phones don’t ring, customers think you’re closed. If your internet is down, your team sits idle. If your server doesn’t boot, your operations stall.

2. Disconnecting and reconnecting tech is more complicated than it appears

Equipment such as switches, routers, PBX systems, cloud gateways, modems, patch panels, and servers must be shut down in a precise order and reconnected to avoid configuration failures.

3. Not all buildings support the same cabling or infrastructure

Your new office may require new wiring, upgraded network speeds, or enhanced WiFi coverage.

4. Providers often need weeks of notice

Carriers and internet providers are not designed for last-minute moves. Early scheduling prevents delays.

5. A move is the perfect time to upgrade

New office? New tech. A relocation lets you consolidate outdated equipment and move into more efficient systems.

Because of all this, businesses must give technology the same attention as logistics, scheduling, and staffing—if not more.

Step 1: Conduct a Full Audit of Your Existing Technology

Before touching a single cable, complete a top-to-bottom assessment of your current setup.

This includes:

• Phone system type and configuration (PBX, VoIP, hosted system, analog lines)

• Network hardware (firewalls, routers, switches, access points)

• Workstations and devices (desktops, laptops, docking stations)

• Cabling and wall-jack layout

• Server room layout including racks, power, ventilation, UPS units

• Printers, copiers, scanners, and shared devices

• POS or proprietary systems

• Cloud systems and software subscriptions

• Backup and data recovery processes

• Internet service details: bandwidth, static IPs, service-level agreements

Document every component, its location, and how it is connected.
Take photos wherever possible to simplify reinstallation.

This audit becomes your blueprint for the entire relocation.

Step 2: Determine What Needs to Be Upgraded Before the Move

Tech evolves faster than office furniture.
A relocation is an ideal time to modernize systems, including:

VoIP Phone Systems

Businesses still using analog lines or an on-site PBX often upgrade to cloud-based systems during a move to eliminate bulky hardware and reduce support costs.

Network Equipment

Switches, routers, firewalls, and WiFi access points typically need upgrading every five to seven years.

Server Infrastructure

A move may inspire transitioning from physical servers to cloud solutions such as Microsoft 365, Google Workspace, or hosted servers.

Cabling

If your existing cabling is not Cat6 or better, the new office gives you the opportunity to implement high-speed cabling that supports modern data demands.

Backup Systems

Cloud backups, off-site replication, and modern redundancy systems protect your data during and after the move.

Perform upgrades before the move, not after.
This prevents double work and dramatically improves reliability.

Step 3: Assess the New Office for Technical Requirements

Before signing a lease—or long before your move date—inspect your new location with an IT professional or consultant.

Key factors include:

Internet Availability

Determine:

• Available carriers

• Available speeds (fiber, cable, DSL)

• Whether the building can support your bandwidth and redundancy needs

• Whether you require static IP addresses or dedicated lines

Order new services at least 30–90 days before move-in, depending on the provider.

Cabling Infrastructure

Verify:

• Number of network drops per workstation

• Cabling type (Cat6, Cat6a, fiber)

• Wireless coverage needs

• Server room cabling requirements

• Whether recabling is required

Power Requirements

Servers, VoIP equipment, and network infrastructure may need:

• Dedicated circuits

• Higher voltage power

• UPS and surge protection

• Redundant power paths

Server or Network Room

Ensure the room includes:

• Controlled temperature and ventilation

• Sufficient rack space

• Secure locking mechanisms

• Proper grounding

• Fiber or CAT cabling structure

Phone System Compatibility

If you’re keeping your current phone system, ensure it’s compatible with the building’s wiring or your provider’s infrastructure.

Step 4: Coordinate With Internet and Phone Providers Early

Telecom and internet providers often experience delays.
To avoid downtime, contact your providers as early as possible.

You’ll need to:

• Submit address change requests

• Confirm installation dates

• Discuss transferring phone numbers

• Determine cut-over dates

• Request any new static IPs

• Ask about downtime windows

• Confirm technician scheduling

For VoIP systems, the process is usually fast and handled remotely.
For analog or PRI systems, schedule well in advance because physical wiring changes are required.

Step 5: Create a Technical Moving Plan

Your plan should include:

A detailed shutdown sequence

Servers, switches, firewalls, and phone systems must be powered down in the correct order to avoid data corruption.

Labeling and documentation

Every cable, rack component, and workstation should be clearly labeled before disconnecting.

Packing standards

Use anti-static materials, specialized crates, or shock-protected containers for sensitive equipment.

Timing strategy

Decide whether the move:

• Happens after hours

• Occurs over a weekend

• Requires temporary redundancy

• Needs backup systems running in parallel

Reinstallation plan

Prepare configuration details, IP mappings, rack layouts, and workstation assignments ahead of time.

Your IT team or managed service provider should take the lead on this plan.

Step 6: Prepare Your Team for the Transition

Employees must know:

• When systems will be offline

• What to back up

• How to secure personal or company data during the move

• How to label and pack their workstations

• How to handle sensitive equipment such as laptops and monitors

For teams using cloud systems, ensure all files are synced before shutdown.
For those using local storage, ensure backups are performed.

Step 7: Moving Day Procedures

On relocation day, follow a structured approach.

IT Shutdown

Your tech team should shut down:

• Servers

• Network switches

• Firewalls

• Backup devices

• Phones

• WiFi access points

• Specialty hardware

Shutting down improperly can lead to hardware failure.

Packing

All technology must be packed separately from furniture.
Equipment should be handled by tech-savvy movers or specialized team members.

Transport

Use:

• Climate-controlled transport if necessary

• Equipment-rated cases

• Shock absorption systems

• Professional handling protocols

Unloading

Place equipment directly in the server room or designated tech areas, avoiding unnecessary movement.

Step 8: Reinstallation and Configuration in the New Office

Once onsite, reinstall systems in the proper order.

Network Setup

Install and configure:

• Patch panels

• Switches

• Firewalls

• Routers

• Access points

• PoE requirements for phones

• Redundant ISP connections (if applicable)

Phone System Setup

Reconnect VoIP or PBX hardware and verify:

• Extensions

• Call routing

• Voicemail

• Auto-attendants

• Conference lines

Server Room Setup

Ensure:

• Rack mount stability

• Cable management

• Proper ventilation

• UPS power and surge protection

• Backup systems online

Workstation Setup

Each workstation should be tested for:

• Network connectivity

• Login access

• Phone functionality

• Printer connections

• Software licensing

Step 9: Testing, Troubleshooting, and Going Live

Before giving employees full access, complete a full technology test.

Verify:

• Internet speed and stability

• Internal network performance

• Phone system call flow

• Email delivery

• Server accessibility

• Software functionality

• Remote access (VPN, cloud portals)

• Printing and scanning

• Security systems and alarms connected to the network

Address issues before regular operations resume.

Step 10: Post-Move Optimization

After the move is complete:

• Fine-tune WiFi coverage

• Reorganize cabling

• Review server room airflow

• Update documentation

• Train staff on any new systems

• Dispose of outdated equipment securely

• Evaluate whether additional bandwidth or redundancy is needed

This phase ensures your office operates at peak efficiency in the new space.

Final Thoughts: Make Technology the First Thing You Plan, Not the Last Thing You Move

Relocating your office phone system, internet, and tech infrastructure requires planning weeks or even months in advance. When done correctly, you minimize downtime, avoid costly mistakes, and ensure your business transitions smoothly into its new space.

Many companies wait too long to plan their IT move and end up dealing with delays, hours of downtime, and infrastructure that does not work correctly in the new location. By following a structured process—from auditing and upgrading to provider coordination and thorough testing—you safeguard your company’s operational continuity.

If you need help with technical moving logistics, specialized equipment transport, or coordinating the entire relocation, professional commercial movers and IT specialists can ensure everything arrives safely and comes online without disruption.