Your technology infrastructure is the backbone of daily operations. Servers, workstations, networking equipment, and communication systems keep your business running, and they’re among the most valuable and vulnerable assets you’ll move during a commercial relocation. Protecting this equipment requires careful planning, specialized handling, and close coordination between your IT team and moving professionals.
Start Planning Early
Technology relocations don’t come together at the last minute. Begin working with your IT department and your moving partner weeks, or even months, before your move date. Create a complete inventory of all technology assets, including serial numbers, configurations, and current locations. This documentation becomes essential for tracking equipment throughout the move and getting everything set up correctly at your new site.
Identify which systems are mission-critical and need priority handling. Some equipment may need to stay operational until the very last moment, while other items can be moved earlier in the process. Understanding these dependencies helps you build a realistic timeline that minimizes downtime.
Back Up Everything
Before any equipment is disconnected, ensure complete backups of all data. Test those backups to confirm they can be restored successfully. This step is non-negotiable. Even with the most careful handling, unexpected issues can arise during transit. Having reliable backups means you can recover quickly if something goes wrong.
Cloud-based systems and off-site backups provide additional security. If your primary data is protected in multiple locations, you’re better positioned to maintain operations even during the transition period.
Use Proper Packing and Handling
Standard moving boxes and packing materials aren’t designed for sensitive electronics. Computers, servers, and networking equipment require anti-static packaging, shock-absorbing cushioning, and secure containers that prevent shifting during transport. Professional technology movers understand these requirements and have the specialized materials and training to protect your equipment.
Labeling is equally important. Every component, cable, and peripheral should be clearly marked with its destination and connection details. Detailed labeling speeds up reinstallation and reduces the risk of errors when reconnecting systems at your new location.
Coordinate With Service Providers
Your move involves more than just physical equipment. Internet service, phone systems, and cloud services all need attention. Coordinate with telecommunications providers well in advance to schedule installations at your new location. Confirm that connectivity will be ready when you arrive so your team can get back to work without delays.
If you’re changing providers or upgrading services, factor in additional time for setup and testing. New circuits and systems may require configuration that extends beyond the move itself.
Plan for Downtime
Some downtime is unavoidable during a technology move. The goal is to minimize it and manage expectations. Communicate clearly with employees about when systems will be unavailable and when they can expect to be back online. If possible, schedule the most disruptive work during off-peak hours or over a weekend to reduce impact on operations.
Having a contingency plan also helps. Know who to call if something doesn’t work as expected and have backup solutions in place for critical functions. A little extra preparation can make a big difference when time is tight.
Test Before You Celebrate
Once equipment is installed at your new location, thorough testing is essential. Verify that all workstations, servers, and network connections function properly. Check phone systems, printers, and any specialized equipment your teams depend on. Catching problems early gives you time to resolve them before employees arrive expecting everything to work.
Keep Your Business Running Strong
A well-executed technology move protects your investment and keeps your business productive throughout the transition. With the right planning and the right partners, you can relocate even complex IT environments with confidence.