Anatomy of a Move

Expect delays

Anyone planning on new construction should expect delays—no matter what you’re told and what partners say to builders (who happen to be associates with the firm in our new building).  We were originally scheduled to move in November, but the date moved back to December 8. We actually moved on December 22.
 
Since most employees were off for the holidays, it was actually a good time.  With fewer people around, we had greater flexibility to get things working.  In fact, the last time I did a major upgrade to our network was December 27, and with over half of the staff gone it worked out rather nicely.  (Sometimes April 16 works well, too).

Hire a move consultant

Move consultants keep you on schedule in addition to arranging training with staff, which can help alleviate anxiety. They also help tear down and setup individual computers, and because they do this every week—they have the process down to a science. This was the best thing we could have possibly have done.

The IT Manager’s role

My job as the IT Manager was to ensure that technology moved safely and securely.  Many IT professionals joke that anything with a cord attached to it becomes a responsibility. That was certainly true in my case.  Little did I know how far my responsibilities would expand beyond the network.
 
I was also charged with:

• Designing a server room,
• Getting phone numbers ported over to a new, yet to be determined carrier
• Changing the phone system to a hybrid and rack mounted system. (We have not gone VOIP yet, but we do have the capability—just not the need)
• Restructuring network printers and scheduling to move copiers and printers, in addition to renaming them
• Adding six conference rooms to the network and Exchange
• Designing a training room on the first floor
• Selecting audiovisual equipment for our boardroom and training room
• Purchasing a plasma television for our lobby and selecting a satellite television carrier
• Adding wireless access points
• Determining the feasibility of a gas generator and what to connect to it
• Placing all network and phone cabling in new modular furniture and private offices
• Gathering quotes for cabling and purchasing a white noise system to mute sounds in the main staff areas where there is modular furniture
• Coordinating installation during construction

This is all I can think of at the moment!

Server room

In some ways the server room was least problematic. I wanted a separate air conditioner,  a place to sit with a phone, space for the phone system and network, good lighting  and proper electrical (more about that later). 

In 25 years I have never had a dedicated server room with security, so I am thrilled with what we have now.  Also, I have considerably more storage (supplies and software were kept in random closets and in my office at our previous location). 

A word of caution: Make sure you get proper electrical installation. I needed a twist lock for my APC UPS, but 220V instead of 110V was installed. As a result, the server installation started with a small fire!

Phone numbers

The firm’s interest in keeping all phone numbers the same—including DID numbers—was the most challenging initiative to plan.  We moved from an AT&T latta to Verizon land.  Please know that it can be done!

I use Level 3. They were able to by-pass the local carrier and kept our established numbers.  I increased our bandwidth to a double T-1, and our total phone and T-1 costs are less than any of the  traditional carrier’s rates.  We use them for Internet access and long distance.

My recommendation is to plan well in advance.  This process takes a lot time to evaluate, and carriers need lead time to get a line into your building. In addition, hope for cooperation from traditional carriers—they can be quite clandestine, so review your contract closely and take note when it expires.  We were lucky that our contract ran out a few months prior to the move so we were only moderately slammed with higher rates until we moved.  It has, however, taken 2 months to get our service disconnected and the bills keep coming from AT & T.

Voicemail and phone system

We also enhanced our voicemail and phone system. (Since we are a one office firm, VOIP does not present an advantage for us.)  We updated to modular voice mail and a rack mounted phone system with the same vendor. As a result, I can perform many additions and changes to extensions without calling the vendor.  We dropped to a lesser contract hoping to save money—not to mention the convenience of making changes internally and more timely.

Implementing the phone system was the most painful part of the move.  The re-wiring and addition of many new extensions was challenging.  My recommendation is to ask for the same technician each time.  This didn’t happen in the beginning for us, and it caused confusion.  One thing that really pleased our partners was buying each one a clean, newer styled phone and re-using older styles elsewhere.  Don’t neglect to have a few extra phones on hand—just in case.

Network printers

Restructuring network printers can be confusing for staff. Rename them as soon as you move, and let people know where they are and what they are called.  I used our move as an opportunity to place old laptops and label printers in the A & A and tax copy areas.  This arrangement is easier for employees and less likely to change names.

Also schedule well in advance moving your multifunction copiers to make sure they are available when you need them.  Out of four, we have moved three, but it took Xerox two more weeks to get their copiers moved.  We went from nine network enabled printers to five in our efforts to go paperless, which we feel should work.  However, I did keep two HP 4300s just in case and also put one in the tax area. (This is one area that I think we could have thought out more thoroughly.)

Training and conference rooms

Add new conference and training rooms to Exchange well in advance of the move so people can schedule.  Our new training room is on the first floor, so we had to make sure everything was in place before any concrete was poured.  We installed floor plugs and network jacks in the floor, so we can easily use laptops during training.  We also have a wireless access point for that room as well.

Working closely with electrical contractors and A/V specialists is also critical when planning conference rooms. We had floor connections wired through two tables in our main boardroom and secondary conference room. We also installed a phone extension that uses a wireless Clearphone for conference calls. This setup requires careful planning with the electrical contractor, interior designer and A/V company.  The audio/visual salesman was the most valuable aide in preparation for the training room.  He also assisted in purchasing and mounting the plasma TV in our reception area.

Wireless access points

We added wireless access points to our network, which was probably our most straight forward venture.  Try to get them setup before ceiling tiles are in place.  It’s also helpful to setup security and other necessary codes on a flash drive and copy them to laptops.

Other considerations

A gas generator will help power heat and air conditioning for our building if needed.  In addition, the server room is on this circuit—which will also keep phones operational.  Instead of trying to figure out what areas to add, we decided to link our two largest conference rooms to the generator. One conference room holds 16 people, and the other 12 at a minimum.  This should get us by.  More than half of our staff members use laptops, so this should work out decently in case of a power failure.  Since we have been in the building less than 2 months, we have not had a chance to test.

Cabling also needs to be planned well in advance, because the quote process is time-consuming.  Once you determine a vendor, get them involved with planning—they do this work all the time and will have many good suggestions.

It is also important to work closely with the interior designer, builder, and furniture vendor.  You can’t always predict what someone will prefer, so be ready to make adjustments.  We changed many configurations because of sun glare and personal preferences about how individuals face doors in their offices.   You can’t over electrify.  We have 4 electrical outlets in each modular space with corresponding grommets.  Even though you plan it one way many people need to be able to move their equipment around to be comfortable so be sure and plan for flexibility.

Order USB and patch cables of various lengths and new surge suppressors ahead of time—doing so will save money and time spent making emergency runs to OfficeMax.   Also consider having a few extra monitors on hand, since it’s likely at least one will get damaged.  We also tried to ensure that we had matching dual monitors for our professional staff.

White Noise installation was an interesting learning experience.  It works in open areas but not in private offices. I am looking into putting one in the Managing Partner’s office to see if it eases his complaints about noises outside.  It requires tweaking but is quite effective hearing but not understanding conversations around you.

The importance of coordination among the builder, interior designer, electrical contractor, phone vendors, AV vendor, furniture vendor, cabling specialists, network integrators (for moving the network), satellite vendor and move consultant cannot be stressed enough. They do this all the time, so keep them involved in the entire process.  This is a group effort!

About Arlene Markey

Arlene has 25 years experience managing information technology at Bober, Markey, Fedorovich & Company and has developed an expertise in envisioning new technology to benefit the Firm’s planning and growth.  

Specifically, she is responsible for managing the computer network; anticipating, reviewing and analyzing the Firm’s software and hardware needs; recommending changes and upgrades; preparing and presenting an annual budget; and negotiating with vendors to purchase new technology, including phone systems, cellular phone contracts, copiers and computer hardware and software.  

Arlene graduated from the University of Akron with an Associate Degree in Data Processing in 1982, the same year she joined the Firm.  She also holds a Bachelor of Arts cum laude in Speech & Hearing from the Ohio State University and a master’s in Audiology from Case Western Reserve University.  

Significant achievements include:

• Migrating the office from an IBM system 36 to its first PC Novell network in 1990.
• Changing over to a Microsoft Network in 2004.
• Overseeing the technology part of the Firm’s move to a brand new office building in Akron.

She has been active in the Boomer Circles for the past several years and participates in the PKF International Technology Group.  Arlene is also a former board member of the Jewish Community Federation.