It’s very important to have a solid plan on how your computer and phone equipment will be relocated during your move. It may sound as simple as just disconnecting the devices, having the mover move them, and reconnecting them at their new location. At a high level, this is exactly what needs to happen, but when digging further in to the details there is much more to it.
Provided there is already a move-sequencing plan developed, the IT Disconnect/Reconnect plan should mirror said sequencing. Creating an inventory of all devices that will have to be relocated including what they are, where they’re moving from and where they’re moving to is the basis for developing a scope of work. This information can be captured on the employee move matrix. The process for laptop users and desktop users is typically different, so having an understanding of which employees have which type of equipment is critical.
A best practice for executing the disconnect/reconnect process is to hire an external vendor to perform the work. Your IT staff will most likely already be stretched dealing with network setups and configurations, printer configurations and data center transition planning. If you add to this list the disconnect and reconnect of several hundred computers, you could end up paying more in the long run by not having the computers disconnected efficiently in time for the movers or not having everything reconnected in time for the employees when they arrive to their new location.
If you leave it in the hands of the moving company, you run the risk that cords may be left behind or computers not correctly reconnected. Even if they are able to reconnect correctly, having a vendor that specializes in computer setups offers the added benefit of basic troubleshooting. Would you rather have your IT group making sure all the servers and applications are functioning correctly or figuring out why an employee’s mouse is not working?
The vendors typically have detailed checklists documenting everything that’s disconnected that can be cross referenced when reconnecting. These checklists provide detail on what has been disconnected including monitors, mice, keyboards, personal printers, speakers, surge protectors, phone headsets and any other ancillary devices. They may also include diagrams on how the devices are setup at the desk, whether the keyboard is on a tray and which side of the computer the mouse is on. Doing this ensures employees will arrive to their computers at their new location exactly as they left them.
Matthew Dennis is the COO and co-founder of 300 Decisions, a strategic, full-service relocation management company specializing in helping organizations transition into new work environments without disrupting business operations.