Key takeaways
- Plan cabling with the fit-out, not after it
- Always have a second internet connection
- Build security in from day one
- Have accounts and devices ready before staff arrive
Opening a new office is the best chance you'll get to build IT properly from the start. Getting the foundations right now is much cheaper than fixing them after staff move in.
1. Cabling and comms room
Plan structured cabling with the fit-out contractor, not after it. Allow enough data points per desk, meeting room and ceiling (for Wi-Fi and cameras), and a ventilated comms cabinet with proper power.
2. Internet and redundancy
Order a business-grade primary connection and a secondary link from a different provider or technology. With a firewall that supports failover, a line fault won't stop work.
3. Network and Wi-Fi
Use managed switches, a next-generation firewall and business Wi-Fi designed from a site survey. Separate networks for staff, guests, phones and CCTV keep things secure and fast.
4. Phones and collaboration
Decide between a cloud or on-premise phone system, port your numbers, and equip meeting rooms for video calls from day one.
5. Security from the start
Build security in rather than adding it later:
- Multi-factor authentication on email and remote access
- Endpoint protection on every device
- Email filtering against phishing
- Automatic backups of cloud and local data
- Access control and CCTV for the premises
6. Devices and accounts
Order laptops and desktops early, image them with your standard software and create user accounts before the first day. Staff should log in and start working, not wait for setup.
Budgeting for a new office
IT costs for a new office usually fall into three groups: infrastructure (cabling, comms cabinet, network, Wi-Fi, firewall), communication (phones, meeting rooms, internet) and end-user (laptops, monitors, software licences). Getting infrastructure right is the priority, because it's hardest to change later. Devices and licences can be phased in as headcount grows.
Common mistakes to avoid
We regularly see these issues in new offices:
- Too few data points, leading to messy switches under desks
- Comms cabinet in a hot cupboard with no ventilation
- Consumer Wi-Fi routers that can't handle the number of devices
- Internet ordered too late to be ready for opening
- One shared admin password for everything
- No backup until the first data loss
A realistic timeline
For a typical small or medium office, start IT planning as soon as you have a floor plan, ideally eight to twelve weeks before opening. Cabling is installed during the fit-out, internet lines are ordered early because of lead times, network and Wi-Fi equipment is installed once ceilings and power are complete, and devices and accounts are prepared in the final two weeks. Build in time for testing before staff arrive. Starting late is the most common reason new offices open with temporary workarounds.
After opening day
The first few weeks in a new office reveal small issues: a desk without a working data point, a meeting room with weak Wi-Fi or a printer that some people can't reach. Collect feedback through a simple form or a support contact and fix issues quickly. After a month, review network performance, Wi-Fi coverage and support tickets to confirm the design is working as intended. Update documentation with any changes, and schedule a review after six months as headcount grows. Small adjustments early keep the office running smoothly for years.
7. Documentation and support
Record network details, passwords (in a secure vault), warranties and suppliers. Put a support agreement in place so someone is responsible from opening day. We deliver complete new office setups, so tell us your opening date and we'll plan backwards from it.
Frequently asked questions
As soon as you have a floor plan. Cabling and comms room decisions are made early in the fit-out.
Both work. Leasing spreads costs and simplifies refresh cycles; buying costs less over time.
Yes. We coordinate directly on cabling, power, ceiling access points and comms rooms.
Design the infrastructure for your expected growth, then add devices and licences as you hire.
