An office IT relocation is the controlled dismantling, transport and rebuild of a company’s complete IT infrastructure during a move. This includes servers, network equipment, cabling, firewall and telephony. Unlike moving furniture, an IT relocation carries specific risks: servers that are not properly shut down before transport can suffer data damage, and internet connections in Belgium (Proximus, Telenet) require a lead time of 4 to 8 weeks. For SMBs in Flanders and the Brussels periphery, a poorly planned IT move is one of the most common causes of unplanned downtime. A structured approach, starting at least 8 weeks in advance, prevents the majority of these risks.
What do companies most often forget during an office move?
An office move is one of the most underestimated IT risks for an SMB. While management is busy with lease agreements, removal companies and new furniture, IT infrastructure requires careful dismantling, safe transport and expert rebuilding. One wrong step can lead to days of downtime, data loss or a network that simply does not work at the new location.
Based on practical experience supporting relocations across Flanders and the Brussels periphery, these are the most common oversights:
- Internet connection at the new location not ordered in time- Proximus or Telenet lead time is 4 to 8 weeks
- No documentation of network cables and connections before dismantling, turning the rebuild into guesswork
- Servers not properly shut down before transport, resulting in data damage
- Telephone numbers (VoIP or ISDN) not ported to the new location
- Lead times for new network connections or additional power circuits in the server room not accounted for
- Employees not informed about the temporary impact on their working environment
A good IT partner plans the relocation at least 8 weeks in advance and coordinates all technical aspects so the business can focus on everything else.
What are the three phases of a professional IT relocation?
An IT relocation consists of three sequential phases: teardown, transport and rebuild. Each phase carries its own risks and requires specific expertise.
Phase 1- What does a professional teardown involve?
A teardown is the structured dismantling of all IT infrastructure before a move. Dismantling is more than pulling out cables. A professional teardown includes:
- Complete documentation of the existing network before dismantling: patch panel mapping, IP schema, VLAN configurations, switch and router settings
- Controlled shutdown of all servers and active network equipment
- Labelling of all cables, components and rack equipment
- Packaging of servers and active equipment in anti-static and shock-absorbing materials
- Documentation of cable routing for reference during the rebuild
Documentation at this stage is critical. Without it, the rebuild at the new location becomes a guessing exercise- and guessing with live infrastructure leads to downtime.
Phase 2- How should IT equipment be transported during an office move?
IT transport is the physical movement of servers and active network equipment under controlled conditions. Servers and active network equipment are sensitive to shocks, moisture and static electricity. This is why IT equipment should never be entrusted to a standard removal company without specific IT experience.
ITAF accompanies the transport or arranges specialist IT transport where needed. The distinction matters: a standard removal company is optimised for speed and volume. IT transport is optimised for protection and traceability.
Phase 3- What does the rebuild at the new location involve?
The rebuild is the reassembly and full validation of all IT systems at the new location. It is the most technically intensive phase and the one where preparation from phases 1 and 2 pays off directly.
The rebuild at the new location includes:
- Assembly of the server rack and installation of all components
- Network cabling: patch panels, switches, access points
- Connection to the new internet line and firewall configuration
- Testing all systems before employees arrive
- Porting VoIP telephony to the new location
- Validation of backup systems at the new location
The goal of the rebuild is not just to restore what existed at the old location- it is to validate that everything works correctly in the new environment, before staff arrive on their first working day.
What does a complete IT relocation checklist look like?
The checklist below covers all 30 tasks across five time windows: 8 weeks before, 4 weeks before, 1 week before, on moving day, and after the move.
8 weeks before the move
- Order the internet connection at the new location (Proximus, Telenet or alternative provider)
- Check the electrical installation at the new location: sufficient earthed sockets, separate circuits for the server room, UPS connection point
- Assess the server room at the new location: cooling capacity, physical security, access control
- Draft the migration plan and communicate it to all employees
4 weeks before the move
- Full documentation of the existing network and server infrastructure
- Overview of all active internet contracts, telephone lines and VoIP numbers
- Order any new hardware required at the new location (switches, access points, cabling)
- Check all backups and perform a test restoration to validate recoverability
- Notify Microsoft (tenant settings), cloud providers and software vendors of the address change
1 week before the move
- Final alignment with the IT team and removal company on timing and task division
- Procurement of packaging materials: anti-static bags, foam padding, labels
- Full backup of all servers immediately before dismantling begins
- Communication to employees about expected downtime and remote work arrangements
On moving day
- Controlled shutdown of all servers and network equipment following the documented shutdown procedure
- Professional dismantling and labelling of all components according to the teardown documentation
- Accompanied or specialist IT transport to the new location
- Rebuild, cabling and functional testing at the new location
After the move
- Full validation of all systems by the IT partner before staff are declared operational
- Test of email, VoIP, internet access and VPN connectivity for all users
- Check of backup systems at the new location to confirm they are running and writing correctly
- Walkthrough with employees to inventory any issues not caught during testing
- Update of all IT documentation to reflect the new infrastructure layout
Are there specific considerations for moves between Antwerp and Brussels?
Relocations between Antwerp and Brussels, or to the Brussels periphery, involve an additional layer of complexity that purely Flemish moves do not.
The transition between Proximus and Telenet’s Flemish and Brussels networks can affect lead times for a new connection. What works smoothly in Antwerp or Ghent may involve different procedures, different local contractors and different timelines when the destination is in the Brussels region.
Language is also a practical factor that is easy to underestimate: technical contacts at telecom operators are not always available in both Dutch and French. A bilingual IT partner that can manage these conversations in the right language- and follow up correctly when lead times slip- makes a concrete difference to the project timeline.
ITAF has hands-on experience with relocations across the full B2B corridor between Antwerp and Brussels and manages contact with telecom operators in Dutch, French and English on behalf of clients.
Can an office relocation also be an opportunity to modernise IT infrastructure?
Yes- and in most cases, it is the most practical moment to do so. An office move is the ideal moment to replace outdated infrastructure without the operational disruption that a standalone upgrade would normally cause. When equipment is already dismantled and systems are already temporarily offline, the additional effort to replace rather than reinstall is significantly lower.
Typical improvements that are most cost-efficient to combine with a relocation include:
- Replacement of outdated switches and access points with Wi-Fi 6 equipment for better performance and density
- Installation of a structured cabling system (Cat6A) instead of an accumulated patchwork of legacy cabling
- Upgrade of the firewall to a next-generation firewall with content filtering and advanced threat protection
- Migration of the file server to Microsoft 365 SharePoint during the move, eliminating the need for local file storage
- Installation of a professional patching and containment system in the server room for cleaner cable management and easier future maintenance
The combination of relocation and modernisation in a single project is consistently more cost-efficient than running them as two separate projects. The disruption is absorbed once, and the new location starts with a clean, documented infrastructure.
FAQ
What is an IT relocation? An IT relocation is the structured process of dismantling, transporting and rebuilding a company’s IT infrastructure- including servers, network equipment, cabling and telephony- during an office move.
Why is an IT relocation a risk for SMBs? Because the combination of physical disruption, tight timelines and technical complexity creates conditions where mistakes are easy and their impact is high. Data loss, days of downtime and a non-functional network at the new location are all documented outcomes of unplanned IT moves.
How far in advance should an IT relocation be planned? At least 8 weeks. Internet connections from Proximus and Telenet in Belgium require a lead time of 4 to 8 weeks. Documentation, hardware ordering and backup validation also require time that cannot be compressed without risk.
How long does the rebuild of a server rack and network take? For an average SMB environment with one server rack and 20 to 50 users, a full rebuild and validation takes 1 to 2 working days. ITAF plans this so that employees can start work without issues from their first morning at the new location.
Can employees work from home during the move? If the company already uses Microsoft 365 combined with VPN or Azure Virtual Desktop, most employees can work remotely without issues on moving day. Remote access should be tested and confirmed before the move, not assumed.
What if the internet connection at the new location is not ready on moving day? This risk is avoided by ordering the connection at least 8 weeks in advance. If a delay still occurs despite early ordering, temporary 4G/5G backup connectivity can be provided to keep the business operational while the permanent line is activated.
Does ITAF coordinate with the removal company? ITAF coordinates specifically the IT-related tasks- power, network and data- and aligns the planning with the removal company. The removal company handles furniture and boxes. ITAF handles everything related to infrastructure.
Can we replace our servers during the move rather than reinstalling the existing ones? Yes, and this is often recommended. A combined project- relocation plus hardware upgrade, or relocation plus migration to Microsoft 365- is more cost-efficient than running both projects separately. The downtime and disruption are absorbed once, not twice.
Are there specific challenges for moves between Antwerp and Brussels? Yes. Telecom lead times, network handover between Proximus and Telenet’s regional networks, and language requirements for technical contacts all add complexity.
